BUSINESS SERVICES Presented by Barb Shafer Jill Brown

BUSINESS SERVICES Presented by: Barb Shafer & Jill Brown

Contact Information • Student Accounts/Cashier – – Mike Morgan 657 -1711 Renee Haefer 657 -1707 Rachel Brown 657 -2140 Misty Keyser 657 -1709 • System Analyst – Connie Rohrdanz 657 -2138 • Account Payable/Travel – – Jill Brown 657 -2151 Travel/Vacant 657 -2301 Tami Eller 657 -1706 Jo. Ann Rhodes 657 -1683 • Mailroom/Print Shop – Sammy Oxendahl – 657 -2241/2330 Barb Shafer Director 657 -1710

Copiers & Printers • Print Drivers per department • Print Anywhere options • \papercut

Department Copiers vs Print Shop Department Copier Color Print Shop Black/White Color Black/White Single $. 15/Page $. 05/Page Single $. 25/Page $. 05/Page Double $. 25/Page $. 08/Page Double $. 50/Page $. 10/Page Labor $20/hr ($5 min)

Print Shop • Outsourced Items – Envelopes – Business Cards • Continued availability – Letterhead – Booklets – Folded Flyers

Departmental Purchases • $5, 000 and under. Use the method that best meets your departments needs. Shop around! • Use your P-Card when possible. • Departmental Purchase Order or Contracted Service Agreement recommended when appropriate, but not required. – DPO’s can be checked out in Business Services

Purchases requiring the Purchasing Dept. • Limited Solicitations – $5, 000 to $25, 000 (Services) – $5, 000 to $50, 000 (Equipment/Supplies) • Formal Bids – IFB (Invitation For Bid) – RFP (Request for proposal) • $25, 000 and above for services • $50, 000 and above for equipment/supplies

Accounts Payables • • • Invoices & Statements Timing of Payments COSTCO Card Amazon Business EMACs

Banner Payment Authorization (BPA)

Hospitality Policy In accordance with the MUS Policy and Procedures, Section 205. 4, expenses for official hospitality, community relations and public relations may be paid by a unit when those activities are directly related to the unit. Hospitality regardless of funding source to be reimbursable, food or entertainment expenses must be approved PRIOR to the event.

Travel Authorization • Must be on file in Business Office prior to travel • Traveler’s name, ID No. , Department name • Advance requested – have in Business Office 2 weeks prior to travel • Appropriate signatures – fund controllers (if traveler is fund controller a higher authority must sign) – final authority www. msubillings. edu/boffice/travel. htm

Travel Reservations • • Conference Registration Airfare Hotel Rental Cars – Enterprise Online Reservation account. • etc

Travel Expense Voucher

• Collect all receipts for all expenses, except meals. – Receipts must be detailed not summary. • Meals are a set Per Diem – Do not use a Pcard for Meals – Meal Rates Morning $13 Lunch Dinner • Out of State In-State $7. 50 $14 $8. 50 $23 $14. 50 NEW FY 20 Mileage * Mileage must be documented with Map Miles or Odometer readings. – University Preferred method of Travel is Rental Vehicles – If Personal vehicles are used • Montana Standard is $0. 279 per mile

Student Travel • Authorization • Clery Requirements

Foreign Travel Requirements • Travel Authorization – Minimum of 30 days prior – Before any expenses occur • Documents Required – Participants List and All Emergency Contact Information – Travel Itinerary – Copy of Travelers Passport

PCard Do’s & Don'ts • • • Do Order Office Supplies Rent Vehicle Conference Registration Airfare Hotels Etc. • • Don’t Travel Meals Tips Trip Insurance Entertainment Alcohol Personal Expenses Etc.

Chrome River • Travel and Expense Management system – Travel Pre-Approvals (Authorizations) & Expense Reports – P-Card expense management • Mobile access while on the go – Web Browser from any device – Chrome River Snap app for receipt capture – Single Sign-On capability

Electronic Document Management • All payments in Banner are being scanned into EDM. • Please email Barb Shafer or Jill Brown for access & training.

Docu. Sign • Available Forms – Banner Payment Authorization (BPA) – Hospitality – PCard Application – Print Requisition – Travel Authorization – Student Travel Authorization

Questions • Barb Shafer, Director • • Jill Brown, AP Supervisor Jo. Ann Rhodes, AP Tami Eller, AP Vacant, Travel 657 -1710 657 -2151 657 -1683 657 -1706 657 -2301