STAFF and PHONE NUMBERS Pam Giblet 450 3182

STAFF and PHONE NUMBERS Pam Giblet 450 -3182 Fax 450 -5319 AP/Travel Manager Carmesha Jemerson 450 -5023 AP Supervisor Sharla Ashcraft Sheila Williams 450 -3245 AP 450 -5025 AP Rae Miller 450 -5028 Accountant/AP Peggy Robinson 450 -5024 Travel Supervisor Shannon Lucey 450 -3620 Travel

Does AP always require an invoice?

Yes, with only two exceptions.

United States Postal Service Gift Cards

Can contracts be used in place of an invoice?

Contracts should only be used on services never for items.

If you are creating an invoice for an honorarium or stipend, you must use the invoice template on the AP page.

Canon Invoices • • Copies of Canon invoices are available on the Canon emanage website Instructions are available on My. UCA > Accounts Payable > “Canon Solutions Invoice Instructions”

Approving ARAMARK Invoices Sign the order confirmation or invoice copy and return to Accounts Payable with the correct PO number or Confirmation sent by email to apstaff@uca. edu must have correct PO# in subject line or in the body of the email

Why are account codes important?

Account codes are very important because they affect: q. Equipment (Inventory) q 1099’s (Services to individuals) q. Travel q. Financials

When determining which account code to use, should you take into consideration tax, shipping, and other fees?

Yes A $460 chair could be 730205 after adding tax and shipping charges.

Total Cost 46 0. 00 X Tax 4600. 00 X 10. 00 = . 0875 Each 4, 60 0. 00 402. 50 5, 00 2. 50 00. 25 Shipping 5. 00 X 10. 00 = 5 0. 00 5, 05

Is UCA tax exempt?

UCA is NOT tax exempt. q Most Arkansas vendors charge sales tax on all taxable items, but many out of state vendors do not. q If there is no tax on the invoice, but the item is taxable, UCA is required by law to remit use tax. q Current tax rate is. 0875 Ø State is. 065 Ø City is. 0175 Ø County is. 005

Not all purchases are taxable

• • • • Nontaxable Purchases Advertising Insurance Memberships Online books or other services that are all online (May be changing soon) Postage Prescription drugs, insulin and test strips Registrations Reimbursements Royalties Services are exempt unless listed in the DFA Sales Tax Rules Shipping only vendors (Example: DHL, Fed. Ex or UPS) Software or software licenses when no tangible items are received (Example: downloaded) (May be changing soon) Some Contracts - depending on the terms of the contract. Stipends/honorariums Subscriptions Travel

What is a tax rebate?

City and county tax is capped at $2, 500 thus rebates are given on invoices over $2, 500. For a tax rebate, it does not matter if the vendor charges the tax or if UCA paid use tax.

Is receiving required on all invoices?

Receiving is NOT required on the following: • • • Contracts Dues Memberships USPS (Postmaster) Prepays Registrations Reimbursements Standing orders Subscriptions Travel Annual Software license renewal

When should I complete a partial receiver?

Four items were ordered and only three came in, one was backordered. Accounts Payable has an invoice for 3 items that is due for payment.

Under GAAP (Generally Accepted Accounting Principles) expenses that will cross the fiscal year must be recorded in the period in which they occurred.

This is why we have pre-pays.

• • • • Prepays Advertising Annual Access Fee Insurance License Renewal License/Support Maintenance Membership Online Training Protection Plan Service Contract Software License Subscription Tech Support Termite contract

Do pre-pays affect your budget? If so how?

The part of the expense that is for the next fiscal year is credited back to the current year budget and deducted from next year’s budget.

When can a check request be used?

Check Request/Refunds • • Scholarship refunds Overpayment Ticket refunds Registration refunds • Other refunds where UCA first receipted the funds, and the funds must be returned to the original owner

Where do you see requisition approvals?

• • Self-Service Finance View Document Approval History

Document Number Originator: Queue GRN 1 PRG 1 BCD 1 TRA 1 Queue SBC 1 Document Identification R 0012345 Type Jane Doe Approvals required Description Level GR TRAVEL CATCH ALL QUEUE PROVOST GR TRAVEL SCIENCE Travel Administrator Level Approvals recorded Date 20 Requisition Approvers 20 Nancy Turner Sandy Ahne 32 Jonathan Glenn Laura Young 30 Tom Smith Tom Addison 10 Jeremy Bruner Pam Giblet Peggy Robinson User 10 -Oct-14 Ben Cates

In what order are requisitions approved?

• Follows the chain of command • Then Grants • Next Travel • Then to budget if NSF

Where do you find your Banner messages?

Click on Check Banner Messages to see them

Where can you see if a check has cleared the bank?

Direct deposits do not show as cleared Check has cleared the bank

What is a Direct Billing Request?

The Direct Billing Request should be completed when paying a vendor directly for a state employee’s food or lodging. For example, but not limited to: • Staff Development • University Advancement • Student Recruitment • Student Orientation • Student Training/Development

What is New in Travel?

All conference travel including student groups must now be coded to 717115. Students may be listed as Guests of State on an employees PO.

Memberships • May be paid with registration if required. • Must be paid on 710101 account. • Second line on travel PO • Separate membership PO

POs with Multiple FOAPs Must indicate in document text which FOAP to use first if there is a preference.

Where does my original receipt go?

• Attached to the TR-1 • Ghost Card Receipts • Individual sponsored card receipts • Expenses paid with personal funds • No personal meal receipts except day travel • Attached to Travel Card Log • Original receipts for all charges

Employees must never share a room with a student!

Renting a vehicle always requires a PO.

Normally, the expense should go on the traveler’s PO for the trip.

AACUBO Conference in Heber Springs, AR October 4 -6, 2016 Registration was paid on P 0099999 Lodging - Ghost Card Meal Rental Van - Enterprise Ghost Card $ 200. 00 $ 40. 00 $ 260. 00

If you create a PO to Enterprise you will also need a PO to WEX for gas.

Can you ever purchase your own airline ticket?

Only when it can be documented that it saves the university money.

Can you purchase airfare and lodging together?

Yes, but only if you provide documentation of the cost savings before purchase.

Cost Separately Percent Cost Together Split $ 900. 00 Flight $ 350. 00 30% $ 270. 00 Lodging $ 800. 00 70% $ 630. 00 Total $ 1, 150. 00 100% $ 900. 00

How many days in advance should an airline ticket be purchased?

14 days An “Airfare Purchased Less Than 14 Days” form must be signed by the President before purchase

What are the percentages for travel advances?

• 50% in the US • 75% in foreign countries • 90% student group travel

Which travel expenses are not eligible for an advance?

• • Airfare Registration Lodging Rental Car

How many days in advance can you pickup a travel advance and who can pick it up?

Two working days and only the traveler can pick it up.

Does UCA pay per diem rates?

No, never! The traveler must claim actual expense up to the maximum allowed.

On the first day of travel what is the maximum a state employee can claim for meals?

Per state travel regulations 75% of the maximum allowed for the destination city

On the last day of travel what is the maximum a state employee can claim for meals?

$38. 25 This is 75% of the maximum allowance for Conway.

The Traveler’s Daily Meal Expense Form will help the traveler keep up with meal expenses.

Date: Breakfast Lunch Dinner Snacks Snacks Snacks TOTAL Traveler's Name: Cost Tip Sunday, February 4, 2017 15. 00 2. 25 25. 25 3. 50 1. 50 41. 75 5. 75 Maximum allowed Monday, February 5, 2017 Provided by conf 30. 00 4. 50 Maximum allowed Tuesday, February 6, 2017 Provided by conf 10. 00 1. 50 20. 00 3. 00 30. 00 4. 50 Maximum allowed Wednesday, February 7, 2017 Provided by conf 25. 00 3. 75 Pam Giblet Total - 17. 25 28. 75 1. 50 - 47. 50 40. 50 - 34. 50 27. 00 - 11. 50 23. 00 - 34. 50 45. 00 - 28. 75 - 28. 75 Date: Breakfast Lunch Dinner Snacks Snacks Snacks TOTAL PO # Cost Tip Thursday, February 8, 2017 Provided by conf 16. 00 2. 25 1. 50 17. 50 2. 25 Maximum allowed Friday, February 9, 2017 10. 00 1. 50 17. 00 2. 55 Awards Banquet 27. 00 4. 05 Maximum allowed Saturday, February 10, 2017 5. 00 0. 75 17. 00 2. 55 8. 00 - 30. 00 3. 30 Maximum allowed - P 0099999 Total - 18. 25 - 1. 50 - 19. 75 45. 00 11. 50 19. 55 - 31. 05 27. 00 5. 75 19. 55 8. 00 - 33. 30 38. 25 - -

When can a traveler be reimbursed for meals without an overnight stay?

• Traveler must have been away from their official station twelve hours or more • Must attach completed “Day Travel Without Overnight Stay Form” and the itemized receipt(s) to TR-1.

Am I allowed to pay tips?

Only on meals Not taxis

Is there any time that I am allowed to pay more than 15% tips?

Only on student groups when a mandatory gratuity was added by the vendor due to the size of the group.

What is required for moving expenses?

Moving Expenses • Approval in writing by the administrative head or vice president must be attached to the TR-1. • Account 717202 -commodity 96256 • An approved travel purchase order. • Attach the itemized receipts to the TR-1 and forward them to the Travel Office.

What are the most common reasons for the amount on my TR-1 being marked down?

• • • Vicinity miles not listed separately Claiming meals provided by the conference Incorrect amounts for meals on first and last days of travel

What are the most common reasons for a delay in receiving my travel reimbursement?

• • • Not attaching a conference agenda Not providing receipts for incidentals Not listing departure and return times Not listing actual travel dates on the PO Not completing the Special Lodging Authorization or Rental Car Justification sections

All travel dates should be listed on the second page even if you don’t have charges for that particular date

What are some valid reasons a traveler might exceed the maximum lodging allowance?

• • Conference hotel Safety & availability Networking – you must list why and/or with whom Event held at the hotel

Why is it important to complete third page of the TR-1?

To ensure PO has enough money to reimburse the traveler and pay the credit card.

UCA's Travel Expense Reconciliation Form Expenses paid on the Ghost Credit Card, Department Credit Card or Individual UCA Credit Card Name of Payee: DATE 09/12/15 09/13/15 09/14/15 09/15/15 09/16/15 09/17/15 09/18/15 01/00/00 Pam Giblet Travel PO Numb er: P 0099999 PO # or TOTAL DIRECT CREDIT HOTEL COMMON RENTAL INCIDENREGISTRAT BILLED PER TOTAL NAME OF TOWN VISITED CARD TYPE ROOM CARRIER CAR TALS** OTHER ION FEE (C) DAY FROM TR-1 135. 00 300. 00 St Louis MO Ghost C/C * 948. 00 81. 70 20. 00 493. 00 ** C 135. 00 20. 00 ** St Louis MO Ghost C/C * 155. 00 27. 00 135. 00 20. 00 ** St Louis MO Ghost C/C * 155. 00 34. 50 135. 00 20. 00 ** St Louis MO Ghost C/C * 155. 00 27. 00 135. 00 St Louis MO Ghost C/C * 155. 00 18. 00 20. 00 ** 135. 00 20. 00 ** St Louis MO Ghost C/C * 155. 00 47. 00 * ** St Louis MO 0. 00 144. 50 0 0. 00 * ** SUB-TOT EXPENDITURES XXXX #REF! 493. 00 0. 00 #REF! 0. 00 **A)Postage B)Parking Fees C)Registration D)Emergency Car Repairs E)Guide Services for the Blind & Wards of State F) Minor Purchases G)Meals for State Guests H)Other (Explain) *Hotel tax rate 16% 1723. 00 379. 70 GRAND TOTAL DAILY EXPENSES 1029. 70 182. 00 189. 50 182. 00 173. 00 202. 00 144. 50 0. 00 2102. 70 ``

When are TR-1 s due in to the Travel Office?

Five working days after the last day of the trip.

Please, do not contact the Travel Office to inquire about TR-1 reimbursements until 3 weeks after submission.

Does a guest of state have to sign their own TR-1?

Yes, if at all possible. If not, email the guest the completed TR-1 and they may approve it with an email.

What should the sponsored credit cards be used for?

GUIDELINES FOR USE OF SPONSORED CREDIT CARDS • The Sponsored credit card can be used for, but not limited to: Airline tickets Conference fees Lodging Meals with a team/group of students. Incidentals within the scope of normal group travel • Must have itemized receipts • • •

Can department credit cards be used for meals?

Only when purchasing meals for student groups while traveling. Must notify Travel Office to have meals allowed on the card.

Always go to My. UCA or the Travel Page for the latest version of the TR-1.