BUSINESS SERVICES Contact Information Student AccountsCashier Account PayableTravel

BUSINESS SERVICES

Contact Information • Student Accounts/Cashier – – • Account Payable/Travel Mike Morgan 657 -1711 Treva Nemeth 657 -1707 Frankie Malmstrom 657 -2140 Carla Tilton 657 -1709 • System Analyst – Connie Rohrdanz 657 -2138 – – Jill Brown 657 -2151 Valerie Dekker 657 -2301 Tami Eller 657 -1706 Jo. Ann Rhodes 657 -1683 • Mailroom/Print Shop – Barb House 657 -2330 – Kris Douglas 657 -2241 Barb Shafer Director 657 -1710

ORDER APPROVAL • DPO Approval from Department Head or Fund Controller

Options • University Purchasing Card • State e. Market • Purchases of $5, 000 or More must be sent to Purchasing to process.

ORDER APPROVAL • DPO Approval from Department Head or Fund Controller PAPERWORK PRIOR TO ORDERING • Hospitality Form • Travel Authorization

ORDER APPROVAL • DPO Approval from Department Head or Fund Controller PAPERWORK PRIOR TO ORDERING • Hospitality Form • Travel Authorization DPO/PO • Submit the DPO to the Vendor or Purchasing as required

Submit The DPO/PO • Orders for up to $5, 000 – Email / Fax / Mail DPO to Vendor • Orders over $5, 000 – Send DPO to Purchasing to process

ORDER APPROVAL • DPO Approval from Department Head or Fund Controller RECEIVE PRODUCT/SERVICE • Check order for accuracy PAPERWORK PRIOR TO ORDERING • Hospitality Form • Travel Authorization DPO/PO • Submit the DPO to the Vendor or Purchasing as required

Product &/or Services • Receive your Order – Check for accuracy – Review all items received. – Review all Services rendered.

ORDER APPROVAL • DPO Approval from Department Head or Fund Controller RECEIVE PRODUCT/SERVICE • Check order for accuracy PAPERWORK PRIOR TO ORDERING • Hospitality Form • Travel Authorization REVIEW INVOICES • Invoices should be issued through the Business Office and copied to your department DPO/PO • Submit the DPO to the Vendor or Purchasing as required

Invoices & Statements • All University Invoices and Statements must be addressed to the University Business Office. • Business Office routes invoices to departments for review and payment.

ORDER APPROVAL • DPO Approval from Department Head or Fund Controller RECEIVE PRODUCT/SERVICE • Check order for accuracy PAPERWORK PRIOR TO ORDERING • Hospitality Form • Travel Authorization REVIEW INVOICES • Invoices should be issued through the Business Office and copied to your department DPO/PO • Submit the DPO to the Vendor or Purchasing as required CREATE BPA FOR PAYMENT • Check the remit to address • Fund Controller Signatures

ORDER APPROVAL • DPO Approval from Department Head or Fund Controller REVIEW INVOICES • Invoices should be issued through the Business Office and copied to your department PAPERWORK PRIOR TO ORDERING • Hospitality Form • Travel Authorization CREATE BPA FOR PAYMENT • Check the remit to address • Fund Controller Signatures DPO/PO • Submit the DPO to the Vendor or Purchasing as required INCLUDE COPIES OF IMPORTANT PAPERWORK • Copies of the DPO/PO • Hospitality Forms • TA • Receipts • W 9 RECEIVE PRODUCT/SERVICE • Check order for accuracy

What needs to be included with the BPA? ? INVOICES • These things are not invoices: – – – Work Orders Statements Pro-Forma Invoices Quotes Missing Receipt Forms (Missing receipt forms are ONLY allowed with Pcard reports and even then we Cannot over use them) OTHER RELEVANT FORMS • • • Travel forms Purchasing forms Hospitality Approval forms – Required for any food purchase • W 9 Forms

Questions? • • Barb Shafer 657 -1710 Jill Brown 657 -2151 Tami Eller 657 -1706 Jo. Ann Rhodes 657 -1683

Travel Authorization

No Expenses should be incurred until and approved TA is on file.

Travel Authorization Reservations

Making Reservations • Registration Airfare • Hotel (State Hotels will waive taxes with the University TIN# 81 -6001642) • Rental Cars – Enterprise Online Reservation account. • etc

Travel Authorization Reservations Travel

• Collect all receipts for every expenses, except meals. – Receipts must be detailed not summary. • Meals are a set Per Diem – Do not use a Pcard for Meals – New Out-of-state Meal Rates as of October 1 st, 2015 • • • Morning $11 Lunch $12 Dinner $23 • Mileage Expense as of January 1 st, 2016 * Mileage must be documented with Map Miles or Odometer readings. – Up to 1, 000 $0. 54 per mile – Over 1, 000 $0. 51 per mile

Foreign Travel Requirements • Travel Authorization – Minimum of two weeks prior – Before any expenses occur • Documents Required – Participants List and All Emergency Contact Information – Travel Itinerary – Copy of Travelers Passport

Travel Authorization Reservations Travel Expense Voucher

Travel Authorization Reservations Travel Expense Voucher Signatures

• Traveler must sign along with the Fund Controller(s) – Fund Controllers cannot sign to reimburse themselves.

Travel Authorization Reservations Travel Expense Voucher Signatures Submit to Business Services

Questions • Barb Shafer 657 -1710 • Jill Brown 657 -2151 • Valerie Dekker 657 -2301

e. Market

• Website easy to navigate • Shop from the office • Pricing is more economical than in store/phone/online choices • Products are delivered quickly to the campus • No Shipping charges • Less Paperwork

Comments from the Users! • • “Saves Money” “Quick Delivery” “Easy to Use” “Less Paperwork”

Questions • Barb Shafer 657 -1710 • Jill Brown 657 -2151