OHIO STATE UNIVERSITY EXTENSION CED Meeting 4132016 cfaesfinance

OHIO STATE UNIVERSITY EXTENSION CED Meeting 4/13/2016 cfaesfinance. osu. edu Cindy Buxton, buxton. 65@osu. edu

OHIO STATE UNIVERSITY EXTENSION Travel

$ OHIO STATE UNIVERSITY EXTENSION Overnight/OSP Travel Process minimum process steps Traveler Submits e. Travel Request Approver Approves e. Travel Request Traveler Certification T# Finance Service Center Approval OSP approval if applicable Finance Service Center Audit and Entry Submissions Paper Travel Reimbursement Form Mail Traveler Unit Approval Post Trip e. Request PCard Receipts Enter e. Request Reallocation System Approval 3

OHIO STATE UNIVERSITY EXTENSION Overnight/OSP Travel Process What can you do to make things faster pre-trip Traveler Submits e. Travel Request Approver Approves e. Travel Request Traveler T# OSP approval if applicable 1. Enter your own T number Request Pre Trip • • • Approvers Take Training and get access to approve T number Requests in e. Travel • Two 30 minute trainings allow you to do this like you do with e. Requests. This saves you time waiting for the Finance SC to do it. This means you don’t have to wait after the trip for this to be done by the Finance SC. Saves you time entering data on the Travel Reimbursement Form. 2. Round up when estimating your expenses • Your approver will only have to approve post trip if your total expenses exceed your estimate by over 20%, saving a step post-trip. 3. Prepay for things with your T number • • Corporate Travel Planners – Airfare Registration Fee – PCard 4

$ OHIO STATE UNIVERSITY EXTENSION Overnight/OSP Travel Process What you can do to make it faster post trip Traveler Certification Use the PCard for Expenses that are Approver Traveler allowable if your unit allows the PCard to be Approves Submits taken on trips. e. Travel Request T# Submit the current version of the Travel OSP approval if applicable Reimbursement Form within 90 Days OSP approval if applicable Finance Service Center Audit and Entry Submissions Paper Travel Reimbursement Form Finance Service Center Approval Mail Traveler Unit Approval Post Trip e. Request PCard Receipts Enter e. Request Reallocation System Approval 5

OHIO STATE UNIVERSITY EXTENSION Travel Training • Mileage Video & Slides • Information on how to become a Travel Approver • Information on how to become a Travel Arranger • Overnight Pre-Trip Training 4/15 • Overnight Post-Trip Training 4/21 u. osu. edu/buxton. 65/travel 2016/ 6

OHIO STATE UNIVERSITY EXTENSION 4 -H Topics

OHIO STATE UNIVERSITY EXTENSION 4 -H Topics • Volunteer Background Checks • County Endowments • Sales Tax 8

OHIO STATE UNIVERSITY EXTENSION Volunteer Background Checks http: //cfaesfinance. osu. edu/training/procurement/convenience-orders#4 -H ? Why can’t we pay with a PO or Checking Account ? Why only 4 -H ? Does the volunteer need to complete a vendor setup form ? Why don’t I have to mail originals ? How quickly will the volunteer be paid 9

OHIO STATE UNIVERSITY EXTENSION County Endowment Process Help on the web coming soon…. CFAESFINANCE. OSU. EDU University Endowments were established to help support the County Extension program. Often this is for the County 4 -H Youth Development program. Most Extension counties have at least one endowment. Each endowment has it’s own fund number and fund description which ensure proper accounting for the endowment. Estimated revenue is transferred into the endowment interest fund in July of each year. Potential expenditures related to the fund description are submitted by County Extension staff based on the input and requests of local committees and approved by the County Extension Director. OSUE encourages 4 -H Educators or related staff work with county committees to determine the budget for the year. e. Reports. osu. edu ü How do I find my balance? ü What fund number do I use on the paperwork? ü When does the money get transferred? 10

OHIO STATE UNIVERSITY EXTENSION County Endowment Process Fund Description https: //access. fundriver. com/OSUpublic ü What can the endowment income be spent on? ü Search by fund number (fund id) 6 xxxxx ü Click View Fund Full Description in PDF Format ü If you see this… What does it mean? 11

OHIO STATE UNIVERSITY EXTENSION County Endowment Process Spending Process Expenses must come directly from the endowment income fund (2 xxxxx) to pay vendors. Purchase Order Employee Reimbursement Extension Checking Account Volunteer Reimbursement University Convenience Order PCard Expenses cannot be paid by an external committee with the expectation of getting reimbursed from the endowment. 12

OHIO STATE UNIVERSITY EXTENSION County Endowment Process Common Purchases and Restrictions Awards: Plaques, Trophies, Ribbons Normal processing unless you plan to put an OSU brand on the items. Insurance: Ex. Event Insurance from American Income Life This is a restricted item at the University. You can pay the insurance payment option via an Extension Checking Account. Promotional Items: T-Shirts, Jackets, Bowls, Pens, etc. This is a restricted item at the University. New Promotional Items Guide will help. Supplies: Food, Program supplies, Postage Not restricted. Use any buying process within dollar limits. Travel: Transportation, meals, registration, lodging • • • Charter buses must be processed on a PO. Group travel should be organized through the Ext Ofc. Overnight travel must be preapproved by the County Director prior to the trip. Mileage Travel organized by the Extension State 4 -H Office can be paid internally with an expense transfer using the endowment fund. Speakers: judges, teachers, entertainers, nurses, etc. There are IRS restrictions on paying people for services. Instead of a quote, write up a scope of services (paragraph outlining what they will do for you). This will require a PO and a VSF, plan ahead. 13

OHIO STATE UNIVERSITY EXTENSION County Endowment Process Scholarships There are four main types of scholarships that are processed by OSU departments. Each has its own process and restrictions – review the guidance below for information before proceeding. 1. Scholarships for education for a student attending OSU Awarded to a student in order to further their education. Payment must be paid through Ohio State University. Email Pat Whittington the student’s name, student’s OSU Empl ID, award amount, scholarship name, and endowment org and fund #. 2. Scholarships for education for a student not attending OSU Awarded to a student in order to further their education. The check is made payable to the institution that they will be enrolled in for tuition and fees assigned to the student. The Extension Office should: • Fax the VSF (completed by the student) to 614 -688 -0529 • Submit an e. Request – Payment • Reference Convenience Order Number X 16056 in the Additional Information Section of the e. Request • Attach a document that explains the award selection process and purpose of the award. • The check will be mailed directly to the address provided on the VSF. If you want other routing, please note this in the additional information section of the e. Request. • Allow three weeks for processing. 3. Scholarships for education – Payable to the Individual Awarded to a student in order to further their education. The check is made payable to the student. Note that this may become taxable income to the student if processed this way (pay to the institution if you want to avoid this). Also, you won’t be able to verify they have used this for education. The VSF will need to be from the student, then follow the process above. Do not attach the vendor setup form (a social security number will be on this form). 14

OHIO STATE UNIVERSITY EXTENSION County Endowment Process Scholarships 4. Scholarships for registration for OSU events (ex. Camp Scholarship) Awarded to a student to reduce the cost of their attending an OSU sponsored event. Payment can be made to refund the student for their expenses or paid directly to the event on their behalf. Payment to individual: Unit should enter an e. Request – Refund Attach a document that explains the award selection process and purpose of the award. Reference the deposit id for where the original payment was received from the student for the event. Payment to the event: External events: Unit should enter an e. Request – Standard Purchasing Request. Attach pages 2 and 3 of the VSF. A PO number will be emailed to the initiator. After the event takes place, submit the vendor’s invoice with the PO number to Bus Ofc. Internal Events: Contact the event coordinator about transferring funds from your endowment fund to the event revenue fund. 15

OHIO STATE UNIVERSITY EXTENSION Sales Tax on Publications 4 -H Publications • We are tax exempt when we buy things • We are not tax exempt when we sell things • Typical Taxable Sales: • • • When do we not charge tax on taxable sales? • • • Publications Apparel or promotional items Soil samples Name tags Plant sales and other fundraising sales Blanket Use Exemption – 501(c)3 organizations • Need a Blanket Certificate of Exemption on file for the organization Direct Use Exemption – Usually doesn’t apply to us • Need a Blanket Certificate of Exemption for each sale Note: If a club buys the books from you, but then after they have purchased from your office they sell the item to their members, then they become responsible for collecting and remitting sales tax. They must obtain a vendor’s license, collect sales tax on taxable sales, and remit sales tax. Not sure you are doing it right? We have a Sales Tax Course coming up on April 27. Sign up for it here: http: //cfaesfinance. osu. edu/Training/cfaes-finance-training-2016 16

OHIO STATE UNIVERSITY EXTENSION Other Topics

OHIO STATE UNIVERSITY EXTENSION Other Topics • Promotional Items, Apparel, Gifts and Branded Items • Retirees (Emeriti, Retirement Gifts, Mandatory separation) • Pending Changes • Training 18

OHIO STATE UNIVERSITY EXTENSION Promotional Items, Apparel, Gifts and Branded Items Don’t buy them… just kidding… but you will need to plan ahead • New and improved guide is pending approval What is a Promotional Item? What approval is required? Promotional items are those items that are given or sold to individuals. How do I choose a vendor? Additional approval is required for items given to employees and awards over $100 Items for sale must use a Trademark and Licensing Vendor Items not for sale usually require a Purchasing Vendor Brand approval comes in three steps. CFAES, OSU Brand Trademark & Licensing Services. How do I get brand approval? How do I place an order? Purchasing process will depend on the vendor used. Primary Licensed Vendor, Other Trademark & Licensing Vendor or Purchasing Vendor Does your purchase impact sales tax, payroll tax, or non employee gift taxes? What are the tax issues? 19

OHIO STATE UNIVERSITY EXTENSION Retirees Retirement Gifts • • • Cash or Gift cards that are purchased with University funds are taxable income for the retiring employee. Gifts and celebration expenses must be approved by one level higher than normal approval. Gifts over $100 require CFAES Dean Approval before purchasing. Gift total is cumulative including those given by other units or given in the previous five years for length of service awards. Gifts totaling more than $400 are taxable – even for non-cash/gift cards. Celebration expenses do not count towards taxable income unless considered “excessive. ” Lifetime Memberships • A lifetime membership is permissible if the cost is lower than the annual memberships over the employee’s anticipated tenure at the university. Because a retiring employee would only have a maximum 1 year tenure, payment cannot exceed the one year membership rate. If chosen, a unit can pay the individual for that amount and the retiree can pay the difference to get a lifetime membership. First 60 Days Post Retirement • • Due to retirement benefit restrictions, nothing can be paid to a retiree in their first 60 days post retirement. This includes reimbursement for travel that occurred post retirement. Also the University cannot pay on behalf of the retiree (e. g. conference registration) during that 60 day period. Emeriti Paying emeriti for a one time or small service is very cumbersome. CFAES has determined that we shouldn’t be doing this. · We shouldn’t hire emeriti as contractors · We shouldn’t pay emeriti for small things. For small efforts it is appropriate to give them a non-cash token of appreciation (not a gift card). · For more significant, or ongoing, tasks, we can pay them, but we must go through the full hire/background check process. If an emeriti has a private company and are doing something different than what they did as an employee, we can 20 sometimes set them up as a university vendor. Refer people to Cindy if someone seeks to use this option.

OHIO STATE UNIVERSITY EXTENSION Pending Changes Travel PCard Expenditures Policy and Employee Gifts 21

OHIO STATE UNIVERSITY EXTENSION Training http: //cfaesfinance. osu. edu/Training/cfaes-finance-training-2016 Overnight Travel – Pre-trip training This course will cover everything you need to know before you travel; including what is a T number, how to get one, and how to prepay expenses. Method: Adobe Connect Date: Friday, April 15, 2016 1: 30 – 3: 00 pm Overnight Travel – Post Trip training This course will cover everything you need to know after you travel, including how to submit receipts on travel cards, how to get reimbursed for personal expenses, and how long you will have to wait for reimbursement. Method: Adobe Connect Date: Thursday, April 21, 2016 1: 30 – 3: 00 pm Sales Tax on University sales Is your unit selling items that require you to collect and report sales tax? This will cover the process for collecting, reporting and reconciling sales tax when items are being sold via University funds or checking accounts. Method: Adobe Connect Date: Wednesday, April 27, 2016 1: 30 -3: 00 pm New Employee Overview This course will cover the basic topics for new finance employees including support staff, unit leaders, and finance managers. We will cover things like terminology, training requirements, who to contact for help, and for what areas finance employees are responsible. Method: In Person, Columbus, Location to be determined Date: Friday, May 13, 2016 9: 30 -3: 30 22

OHIO STATE UNIVERSITY EXTENSION Questions: CFAESBUSINESS@OSU. EDU