SPH Peer to Peer Learning Purchasing and Reimbursement

SPH Peer to Peer Learning Purchasing and Reimbursement Best Practices June 19, 2019

Agenda • PCard / Purchasing Best Practices (Latara/Jeff) 30 mins • Exceptional Approvals (Carl) 5 mins • Entertainment / Travel (Carl 5 mins • Workflow / Routing (Carl) 5 mins • Paying People for their time (Carl) 5 mins • Gift Cards (Carl) 5 mins • Other Resources / Q&A 5 mins

Introductions Welcome to Latara Harris and Jeff Kent! Berkeley Regional Services - Professional Schools (Pro. S) Purchasing & Reimbursements Financial Services Supervisor Jeffrey Kent - Card Program Administrator

Upcoming Trainings Direct Enter for Entertainment Presenter - Dan Parnas June 25 th, 2 -3, BWW 5422 BWW

Campus Purchasing Cards • PCard (Blu. Card) & Event Planner Card – Campus more open to issuing cards – Talk to Carl if your unit would like a card – Other option is to request BRS use their p. Card/EPC – If requesting BRS use their card, use Bear. Buy to submit the request » select Blucard Tracking as Supplier name in form - example 118775718 – Use of departmental cards » Bear. Buy submission not required » Training requirements / post-charge reconciling

Pro. S Purchasing & Reimbursements • Provide support with purchasing services & goods; and entertainment reimbursements not submitted using direct entry – transactions (e. g. cart & voucher approvals, match exceptions) – provide guidance and respond to inquiries – interpret policy to ensure compliance relevant to requests – assists with required documentation – PO closeouts – change orders • Our team & how you can find/contact us – Pro. S website – prospurchasing@lists. berkeley. edu

Important Updates • Fastrak Order Purchase Approval - April 2019 – Catalog <$5000, Non-Catalog for goods <$1000 • Receiving in Bear. Buy How to Create a Receipt – Catalog orders >$5000, Non-Catalog orders >$1000 – receipt required

Important Updates • Vendors that pose security risks and no longer allowed – Mail. Chimp & Reg. Online – Use other approved vendors • Conference Registrations – hardship justification/exceptional approval required to be reimbursed prior to event • Wifi & headsets no longer reimbursable during personal trips • Recurring Blu. Card charges being transitioned to depts.

Bear. Buy • Forms – https: //supplychain. berkeley. edu/what-formshould-i-use – important note: form used creates the purchase order (PO) • Service Order Request Form – used to purchase services – example 118957140

Bear. Buy Forms • Payment Request Form – Non TE reimbursements - example 115243839 – Entertainment (catering) - example 116446455 – Honoraria (non-employee) - example 118691742 • Non-Catalog Form – purchase goods not in Bear. Buy Catalog – example 119261518 • Vouchers – in some cases will have opportunity to review invoice before payment

Buyer Intervention • Agreements need to be signed • $10, 000 or above • When to select buyer intervention • Promotional Items – https: //supplychain. berkeley. edu/purchasingmerchandise-displaying-university-logos

Resources • • • • Cards Goods & Services Procedures Status of order Required PO documents What Form Should I Use? Receiving in Bear. Buy Travel & Entertainment for Direct Entry Payment request documentation Service order request documentation Chart of Accounts List Supply Chain Management Controller's Website Bear. Buy FAQ

Exceptional approvals *Request Pre-approval* – Dean Only: • Employee Morale • Entertainment or travel above defined or reasonable limits (rarely approved) • Honorarium • After-the-fact justifications • Real estate agreements (leases, MOUs) • Fund advances

Exceptional approvals – Delegated by Dean to CFO: • Memberships • Gift cards • Petty cash account • Pcard or event planner card approval by CFO or Director of Finance • >120 day PETs Website resources – https: //controller. berkeley. edu/financial-operations/entertainment/understand-policy/maximummeal-expenses – https: //controller. berkeley. edu/financial-operations/entertainment/understand-policy/exceptional -expenses

Direct Enter – Entertainment/Travel • Similar to Travel, Direct Enter for Entertainment now available – In-depth training with Dan Parnas 2 pm on June 25 • Approval Routings – Follows same routing as before – If preparer, ensure that traveller also signs off • Website resources – https: //travel. berkeley. edu/understand-policy/travel-policy-nutshell – https: //travel. berkeley. edu/news/faster-travel-reimbursements-direct-enter – https: //controller. berkeley. edu/financial-operations/entertainment/understand-policy

Direct Enter – Entertainment/Travel • Policies: – – – – • Meal limits Business meetings Personal travel Comparative rates (Connexus), lowest cost Car rental $62 travel max limit domestic (trip > 24 hrs) Lodging if >40 miles from HQ or home. Max daily rate of $275 (excl. fees and taxes); conference can stay. Reimburse within 45 days of trip Prohibited entertainment: – Employee birthday, weddings, anniversaries, farewell gatherings (unless employee with >5 years of service), purchase of property or services for personal use

Direct Enter – Entertainment/Travel • Fund prohibitions: – Only use a fund for which your expense is allowable. – 19900 and some specific state funds prohibit: • any portion of meal in excess of allowable amounts • Alcohol • Ticket to show, sporting event or other entertainment • No over the cap salary or summer salary • Any exceptional entertainment – C&G prohibits: • • Alcohol Expenses not specifically authorized by C&G award

Direct Enter – Entertainment/Travel • Business Purpose (Bad examples): • Provide lunch for seminar on 01/28/19. • Dinner with Faculty and Search Committee. • Business Purpose (Good examples): • To provide a reception for the speaker event, which allowed scholars to engage with him informally after the talk and continue discussions related to the recent publication of his book. • To take Faculty Candidates out to lunch and dinner as a part of the standard protocol of hosting out of town interview candidates. As a University, our standard is to attract the incoming candidates by being hospitable, approachable, and warm. The University in return benefits by portraying an attractive portrait to the candidates, with the hope that the candidate, if chosen, will accept the offer of the University. • • Travel Policy in a Nutshell Entertainment Policy in a Nutshell

Workflow / Routing • Systems Access Request Application-sara. berkeley. edu • Routing for a purchase or reimbursement – Upload manager email approval – Org Node Approvers (Rommel for CQADM and CPACA / CSS-RA for COREC) – Rommel routes to mgr if no email approval attached – Attach traveler email approval or travel signs travel form – Attach Exceptional Approval if needed – Berkeley Regional Services BF&S Contact/Support • travel@berkeley. edu for policy questions not answered on travel. berkeley. edu, Dan Parnas Travel Manager • Web resource: https: //pros. berkeley. edu/regional-services/purchasing-and-reimbursements

Petty Cash • Campus discourages for risk, blu. Card replaces most items, as well as Human Subject Card • Typical uses: – small purchases when blu. Card not feasible – when Human Subjects Prepaid Card not feasible – when ongoing need to accept cash/make change • Petty Cash Account Replenishments in Bear. Buy • Petty Cash Closeouts via Campus Deposit System • Website resources – https: //controller. berkeley. edu/financial-operations/cash-handling-and-banking-services/petty-cash – https: //controller. berkeley. edu/financial-operations/cash-handling-and-banking-services/human-subjectprepaid-card-program

Paying People ● Student Workers: plan hire and pay hourly rate (not eligible for stipends/ gift cards) • Administrative Stipends – Extremely rare - processed by Seana (SPH HR) – Granted to recognize temporary performance of higherlevel duties or “other significant duties” not part of the employee’s regular position. • Honorarium - All Honorarium payments must be approved by Dean • Website resources – http: //sph. berkeley. edu/faculty-staff/forms – https: //controller. berkeley. edu/financial-operations/accounts-payable/honoraria-guidelines

Guidelines for gift cards • Obtain pre-approval from Emily • Purpose (recognition award or gift) -Annual Person limit/ Tax treatments (per person limit does not include incidental costs) • Do’s and Don’ts • Website resources – https: //supplychain. ucsf. edu/gift-cards – https: //controller. berkeley. edu/payroll-procedures/recognition-awards-and-gifts-employees – https: //policy. ucop. edu/doc/3420353/BFB-G-41 – https: //policy. ucop. edu/doc/3420354/BFB-G-42 – https: //supplychain. berkeley. edu/gifts-employees-and-non-employees – https: //cfo. berkeley. edu/news/important-policy-updates-relocation-expenses-and-gift-cards-employees

Other Resources • SPH Intranet – – – http: //sph. berkeley. edu/faculty-staff/forms Click the Finance and Purchasing and Payment Request links Currently being updated • Bear. Buy Job Aids – – https: //supplychain. berkeley. edu/bearbuy/instructional-resources https: //supplychain. berkeley. edu/campus/bearbuy/2030 -webinar-training-series

Professional Schools Region Purchasing and Reimbursement Financial Services If you are unsure of where to start with your purchasing transaction, contact your Berkeley Regional Services Team Lead or your Supply Chain Management Buyer for assistance Latara Harris - Supervisor latara_harris@berkeley. edu 510 643 -0384 Elaina Fernandez-Hutchinson - Team Lead elaina@berkeley. edu 510 664 -9370 Kathryn Wight - SCM Senior Buyer kwright@berkeley. edu 510 642 -0407 Zeke Gonzalez - SCM Buyer zeke. gonzales@berkeley. edu 510 664 -4043 https: //pros. berkeley. edu/regional-services/purchasing-and-reimbursements

Thank you!