STAFF and PHONE NUMBERS Marcia Girdler AP/Travel Manager Fax Peggy Robinson Travel Supervisor Shannon Lucey Travel Jaleesa Farris AP Jolyn Spencer AP Pam Giblet Accountant/Travel Rae Miller Accountant/AP Department

Do you always have to have an invoice?

Yes, but there is one exception. What is the one exception to having an invoice?

Postmaster

Can contracts be used in place of an invoice?

Contracts should only be used on services never for items.

Why are account codes important?

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

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

Yes, for example if you purchase ten chairs for $460 each the account code should be because $460 times ten plus tax and shipping equals $5, divided by 10 equals $ each.

Total Each Cost X = 4, Tax , Shipping5.00X10.00= ,

Is UCA tax exempt?

UCA is NOT tax exempt.  Most Arkansas vendors charge sales tax on all taxable items, but many out of state vendors do not.  If there is not tax on the invoice, but the item is taxable, UCA is required by law to remit use tax.  Current tax rate is.0875  State is.065  City is.0175  County is.005

Are all items taxable?

NO List three items that are not taxable.

Nontaxable Items Advertising Insurance Memberships Online books or other services that are all online USPS (Postmaster) Prescription drugs, insulin and test strips Referees Registrations Reimbursements Royalties Shipping only vendors (Example: DHL, FedEx or UPS) Software or software licenses when no tangible items are received (Example: downloaded) 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

Can you make a partial payment?

Partial Payments Yes, partial payments may be made for only part of the purchase order. Example #1: four items were ordered and only three came in, one was back- ordered. Example #2: Airline ticket, registration, hotel and travel reimbursement were all done on separate days.

What is a pre-pay and list three items that are normally pre-paid?

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

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 budget.

What is a Direct Billing Request?

The Direct Billing Request should be completed when requesting payments for food or lodging. For example, but not limited to: Staff Development University Advancement Student Recruitment Student Orientation Student Training/Development

When can a check request be used?

Check Request/Refunds Scholarship refunds Overpayment Ticket refunds Registration refunds HR may use check requests for GAP and other payroll deductions that are designated for a particular purpose. For example: United Way Other refunds where UCA first receipted the funds, but now there is a need for the funds to be returned to the original owner

Where do you see approvals?

Self-Service View Document Approval History

What is the order the requisitions are approved?

Document Identification Document NumberR TypeRequisition Originator:PGIBLETPam Giblet Approvals required QueueDescriptionLevelApprovers GRN1 GR TRAVEL CATCH ALL QUEUE20 Carmesha Jemerson Sandy Ahne PRG1PROVOST GR TRAVEL32 Jonathan Glenn Laura Young BCD1SCIENCE30 Tom Smith Tom Addison TRA1Travel Administrator10 Jeremy Bruner Marcia Girdler Peggy Robinson Approvals recorded QueueLevelDateUser SBC12010-Oct-14Ben Cates

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

If the message is too long you can see it all by clicking on the pencil.

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

FOIDOCH

What changed on the TR-1?

UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1 Name of Payee:Marcia GirdlerSponsored Credit CardYesNo Department Name:Financial AccountingTravel PO Number:P Official Station:UCADepartment Index: Account Number: Campus Phone #: Private Vehicle License #n/a Address:McCastlain 019 UCA Student:Yes NoXIndividual:XBlanket: UCA Employee:YesXNo If No List Employer: Was the traveler reimbursed from another funding source for any travel expenses being claimed on this form? If so provide details.Yes NoX Amount of the Advance:$ Are phone/internet charges business related?Yes NoX Mode of Travel:Car Were meals provided by the conference?None SomeXAll If you drove mark one:PersonalX University vehicle Rental - Phy Plant Rental- website Other Explain List passenger/s:Pam Giblet, Linda Lentz, Michelle Burgin, and Angela Parham Special Lodging Authorization - (Total room rate - See UCA Travel Regulations) Reason why less expensive lodging was not selected: Conference's hotel Per Diem RateCost Per DayNumber of DaysTotal YOU MUST PUT THE COST PER DAY AND THE NUMBERS OF DAYS YOU ARE REQUESTING AUTHORIZATION TO RECEIVE FULL REIMBURSEMENT. $125.00$ $ $0.00 XXXXX 6$ radio&utm_term=portal/category/21287&utm_campaign=shortcuts Justification for Rental Car Comments

Why does renting a vehicle now require a PO?

Encumbers the funds Better tracking of expenses by trip Fewer NFS

Do I need to do a new PO to Enterprise?

Normally, no, because the expense should go on the same PO as the other expenses for the trip.

For example, when Financial Accounting allowed several people to go to AACUBO, Marcia Girdler drove an Enterprise rental van. Her PO included meals, registration, and lodging. Now, you will also include the vehicle rental.

AACUBO Conference in Heber Springs, AR October 4-6, 2015 Registration - Ghost Card $ Lodging - Ghost Card $ Meal $ Rental Van - Enterprise Ghost Card $ Riding with her are Pam Giblet, Peggy Robinson, Linda Lentz, Michelle Burgin, and Misty Moran

Is there ever a time I will have to create a new PO?

If there is no PO, because the person is just traveling for the day (less than 12 hours), and rents a vehicle plus does not have a standing PO for travel. Then a PO will need to be created for that trip. The PO can be in the traveler’s name or Enterprise B

Can faculty share a room with a student?

No, never.

Can students drive other students?

No, never.

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 have documentation of the cost savings.

For example, when you purchase your airfare and lodging together using Travelocity, it saves $ The following steps should be followed: Look up the cost of the flight and print it out $ Look up the cost of the hotel and print it out $ If the cost using Travelocity for booking airfare and lodging together is $ you may go ahead and use Travelocity. When the TR-1 is turned in the documents where the cost of the flight and the cost of lodging were looked up separately must be attached to the TR-1. Split the cost between the flight and lodging by using percent, then apply the percent to the cost of purchasing the flight and lodging together On the TR-1 $ should be list as the cost of the flight and $ should be list as the cost of the lodging The worksheet can be found on the Travel website – called “Airfare & Lodging Split”. Also, in the instructions for completing a TR-1. o Only the fields in yellow needs to be completed. The others are self-calculating

Cost SeparatelyPercentSplit Cost Together $ Flight $ % $ Lodging $ % $ Total $ 1, % $

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

Fourteen days Airline tickets purchased less than 14 days in advance must have approval in writing from the President before purchasing airline tickets.

What are the percentages for travel advances?

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

Which travel expenses are not eligible for an advance?

Airfare Registration Lodging Any item direct billed

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.

Why do I only get 75% of the maximum allowed for my first & last day of travel?

Because it states it in the Travel regulations.

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

75% of the maximum allowed for the destination city.

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

$38.25

Does UCA pay per diem rates?

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

When does the maximum allowed change?

October 1 st of each year.

Is there a form that will help the traveler keep up with their expenses?

Yes! “Traveler’s Daily Meal Expenses”

Travelers' Daily Meal Expenses Traveler's Name:Marcia Girdler PO #P Cost Tip Total Cost Tip Total Date:Sunday, September 15, 2013 Date:Thursday, September 19, 2013 Breakfast - - Lunch Lunch Dinner Dinner - Snacks 1.50 Snacks 1.50 Snacks TOTAL TOTAL Maximum allowed Maximum allowed Date:Monday, September 16, 2013 Date:Friday, September 20, 2013 Breakfast Lunch Dinner Dinner Snacks TOTAL TOTAL Maximum allowed Maximum allowed Date:Tuesday, September 17, 2013 Date:Saturday, September 21, 2013 Breakfast Lunch Lunch Dinner Dinner Snacks TOTAL TOTAL Maximum allowed Maximum allowed Date:Wednesday, September 18, 2013 Date: Breakfast - - Lunch - - Dinner Dinner - Snacks TOTAL TOTAL Maximum allowed 33.00

When can you have meals without overnight stay?

When away from your official station twelve hours or more Must complete the form” Day Travel without overnight Stay” Must have an itemized receipt

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 commodity An approved travel purchase order. Attach the itemized receipts to the TR-1 and forward them to the Travel Office.

What is the most common reason for mileage being marked down?

Not listing vicinity miles on a separate line.

Miles should be listed in whole numbers.

Even if on the TR-1 miles are not listed in whole numbers the formula will round to whole number then calculate the cost.

What are some of the most common mistake made on TR-1’s

1) Claiming meals when meals where provided at the conference.

2) Dates on TR-1 before and/or after the PO dates due to traveling time.

Note: please list all dates in chronological order even if you don’t have charges for that particular date

3)Departure and return times not being on the TR-1

4) The special lodging authorization not being completed on the TR-1.

UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1 Name of Payee:Marcia GirdlerSponsored Credit CardYesnoNo Department Name:Financial AccountingTravel PO Number:P Official Station:UCADepartment Index: Account Number: Campus Phone #: Private Vehicle License #n/a Address:McCastlain 019 UCA Student:Yes NoXIndividual:XBlanket: UCA Employee:YesXNo If No List Employer: Was the traveler reimbursed from another funding source for any travel expenses being claimed on this form? If so provide details.Yes NoX Amount of the Advance:$ Are phone/internet charges business related?Yes NoX Mode of Travel:CarWere meals provided by the conference?None SomeXAll If you drove mark one:PersonalX Universit y vehicle Rental - Phy Plant Rental- website Other Explain List passenger/s:Pam Giblet, Linda Lentz, Michelle Burgin, and Angela Parham Special Lodging Authorization - (Total room rate - See UCA Travel Regulations) Reason why less expensive lodging was not selected: Conference's hotel Per Diem RateCost Per DayNumber of DaysTotal YOU MUST PUT THE COST PER DAY AND THE NUMBERS OF DAYS YOU ARE REQUESTING AUTHORIZATION TO RECEIVE FULL REIMBURSEMENT. $125.00$ $ $0.00 XXXXX 6$ radio&utm_term=portal/category/21287&utm_campaign=shortcuts Justification for Rental Car Comments

Why is it important to complete the 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 on the Ghost Credit Card, Sponsored Credit Card, or on a PO Name of Payee:Marcia Girdler Travel PO Numb er:P DATE NAME OF TOWN VISITED PO # or CREDIT CARD TYPE HOTEL ROOM COMMON CARRIER RENTAL CAR INCIDEN- TALS**OTHER REGISTRAT ION FEE (C) TOTAL DIRECT BILLED PER DAY TOTAL FROM TR-1 GRAND TOTAL DAILY EXPENSES 09/12/1 5 St Louis MOGhost C/C *20.00*C 09/13/1 5 St Louis MOGhost C/C *20.00* 09/14/1 5 St Louis MOGhost C/C *20.00* 09/15/1 5 St Louis MOGhost C/C *20.00* 09/16/1 5 St Louis MOGhost C/C *20.00* 09/17/1 5 St Louis MOGhost C/C *20.00* 09/18/1 5 St Louis MO * * 01/00/ * * SUB-TOT EXPENDITURESXXXX#REF! #REF! **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 rate16%``

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

Should sponsored credit cards be used for meals?

Only when purchasing meals for student groups while traveling.

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

Five working days after the last day of the trip.