2 Getting Started Approved systems for generating BPAs are: APEXBenefits – vendor info interfaces with BannerCatbooks/AgbooksBenefits – comprehensive system, does more than just BPAsHandwritten ExcelTo learn more about APEX contact Christina x3653To learn more about Catbooks contact
3 Putting a BPA together Like a book Two staples at top border Loose or small receipts, taped to 8.5”x11” sheet of paperDo not print on recycled paper (paper with print already on it)No two-sided printingWhy?To help us from having to flip pages back and forth and around and around; to help with filing; to avoid confusion; to make document imaging easier.
4 What info should I include on my BPA? Your contact information – Name, , office phone numberVendor name and address – make sure what prints on your BPA is accurate!Vendor address should match “remit to” address on invoice. CatBooks users - make sure you’re checking and updating CatBooks vendor informationIf the payment is being sent to an MSU department, include the PO Box. Room and buildings are not recognized as mailing addresses by the Post OfficeRemit Info – this is for the vendor & prints on the check stub/remit summary:Department NameAccount number – from the vendorInvoice numberInvoice dateInvoice AmountAdditional Info – this is for you:DPO number, contracted services detail, other information that is important to the department’s records, but not necessarily the vendorAuthorized Signature – we can’t pay from an unsigned BPAPlease remember that checks are cut from the State of Montana in Helena. The State does not forward checks.
5 What info should I include with my BPA? InvoicesOther relevant formsThese things are not invoices:Work OrdersStatementsQuotesMissing Receipt Forms(Missing receipt forms are ONLY okay with Pcard reports and even then we don’t love them )Travel formsPurchasing formsHospitality Approval formsW-9sMost recent version from the IRS is dated August 2013.The form is available on our website atIf you have a W-9 saved out to your desktop, please make sure it is the most recent version
6 What info should I include with my BPA? Please provide enough information so that we can process your payments promptly. Examples:All hospitality, regardless of cost, needs an explanation of the business purpose and attendeesNon-employee travel expense reimbursementsVariances between invoice and BPA totals
12 Other Important AP Information Foreign Wire TransfersWire Transfer form: https://www.montana.edu/ubs/forms.htmlAttach this form to all BPA paperworkList currency as it is listed on invoice. If invoice is in Euros, BPA should have Euro amountSpecial instructions should include: remit info for vendor, account number, invoice number – to help vendor apply payment correctlyIf wiring US Dollars, please include separate line on BPA with index and account for $20 processing fee
13 Other Important AP Information Gift Cards (UBS is developing policy)Risky; no different than cashMust be tracked (do not purchase gift cards for prize baskets that are not trackable; i.e. Welcome Back picnic)Must be stored in a secure locationOnly purchase the amount immediately neededBackup documentation for BPA/Pcard reportsTreat like an advanceBusiness purpose for gift cards (research study, prize, etc.)List of recipients, including their signature/initials acknowledging receipt of cardIdentify recipients who are MSU employees
14 Other Important AP Information Paying employees for services, participant support, awards, etc.The IRS ‘red-flags’ taxpayers receiving both a W-2 and 1099 from the same place (MSU)Most payments to employees, other than reimbursements, will be processed through PayrollAP will contact the department if their BPA is forwarded to Payroll for processingNote that Payroll will alter your expense account code to a payroll expense account code (61127, 61124, etc.)Tax and benefit expenses for payments processed through Payroll will follow normal payroll logic
15 P-cards P-card application form 0 + Entire GID number Please remember to complete ALL fields on the form and DO NOT modifyWe need to know:0 + Entire GID numberEntire PO Box addressPhone number with area code(for US Bank to contact in case of fraud)Org number
16 P-cards – things to remember Review all your indexes for activity in 62886process corrections promptlyFraudulent charges – leave in 62886, credit will post hereAdd consistent, meaningful descriptionsExample: NACUBO-M Smith Dallas TX Sept 2014For out of state/country travel – traveler should notify US BankTravel justificationsInclude one copy behind report page for each traveler/trip, we don’t need a copy with each receipt. Save a tree.
17 P-cards – things to remember For suspected fraudCardholder (not departmental accountant) should call US Bank directly to verify chargesDepartmental accountant should make sure Cardholder knows:PO BoxPhone numberPer purchase spending limitLast 4 digits of GID (in place of SSN)These are questions US Bank will ask as security questions
18 P-cards – things to remember Card Expiration DatesIf card expires Nov 2014, it is valid through Nov 30, 2014Replacement cards will be sent to UBS during the first week of the monthUBS will contact cardholder when new card is ready for pickupReplacement cards are available at the Cashiers Window on the first floor of MT Hall – with valid ID
19 Bonus – Costco!!Use Costco Purchase Order (CPO) process for all chargeslarger than $75CPO should be signed by Departmental accountant prior to visit to CostcoReceipts must be turned into UBS within 24 hours of purchase(with Hospitality Approval if needed)Please use appropriate account codesNot everything goes to 62290Remember batteries are considered e-waste and should be coded to 62245Beverages (when not specifically for an event/meeting) should be coded to 62278