1. STAFF and PHONE NUMBERS Marcia Girdler450-3245Project Coordinator AP/Travel Fax 450-5319 Peggy Robinson 450-5024Travel Supervisor Shannon Lucey450-3620Travel Lisa Srite450-5025A-I Jolyn Spencer 450-5023K-Z

2. Pam Giblet (Accountant)450-3182 AppleARAMARK Food Services Arkansas Democrat Gazette IncAT&T AT&T MobilityBen E Keith Centerpoint EnergyCity of Conway Sanitation Conway CorporationTextbook Brokers Windstream Departmental Sponsored Credit Cards Rae Miller (Accountant)450-5028 Canon Cintas Corporation DellFederal Express Fisher ScientificHiegel Supply Goddess Products, IncHome Depot IrbyLog Cabin Democrat Lowe’sOffice Depot Sherwin WilliamsUnifirst Corp USBANK Letter “J”

3. Jeremy BrunerController Michelle BurginAssociate Controller

4. All purchases, rentals, leases, and lease/purchases are subject to current state regulations including travel.

5. Documentation must be approved by the UCA Purchasing Dept prior to any commitment that would result in the expenditure of funds.

6. Accounts Payable will compare the date on the invoice to the date of approval on the purchase order. If the date of the invoice is prior to the purchase order approval date, an explanatory “Improper Purchase Authorization” form will be required.

7. The Travel Office will compare the dates on the TR-1 to the dates on the purchase order. If the dates do not match, a memo of explanation to change the dates will be required. The memo will need to be signed by the same people who approved the original purchase order. The location must match also.

8. The name/vendor on the PO will be the name to which the check will be made payable. This is true for AP and Travel

9. For example #1: Patrick Dougherty is the artist, but his company name is Brush Works LLC. For example #2: If your PO is made out to Sue Smith, you can’t have a check issued to AACUBO to pay the registration fee, but you can pay the registration fee on a credit card.

10. Each department is responsible for the accuracy of account codes on their PO’s. Account codes are very important because they affect:  Equipment (Inventory)  1099’s (Services to individuals)  Travel  Financials

11. Inventory Account Codes Non-Capital: $500.00- $4,999.99 730205Non-Capital Equipment& Furniture 730207Non-Capitalized Computers 730208Non-Capitalized Printers & Projectors Capital: $5,000.00 and above 730200Capital Equipment & Furniture 730202Purchase of Vehicle 730203Computers-Capitalized 730204Printers and Projectors-Capitalized 730206 Capitalized Software (Operating System)

12. Services to Individuals Account Codes 718100Professional Services > $5,000 718125Professional Services < or = $5,000 718135Legal Services 718145Medical Services 718200Stipends 718210Honorarium

13. Travel Account Codes 717100 - Commodity code 96287 Individual Travel-Official Business 717110 - Commodity code 96288 Group Travel 717115 - Commodity code 96289 Individual-Travel Conference/Convention 717116 - Commodity code 96290 Webinars/Campus Seminars 717117 – Commodity code 96283 Dir Bill meeting space & Food 717120 - Commodity code 96286 Recruitment Travel 717200 - Commodity code 96285 Charter Services 717201 - Commodity code 97113 Rental Car 717202 - Commodity code 96256 Employee Moving Expenses

14. Travel Account Codes 717100Commodity code 96287 Individual Travel-Official Business 717110Commodity code 96288 Group Travel 717115Commodity code 96289 Individual-Travel Conference/Convention 717116Commodity code 96290 Webinars/Campus Seminars 717117Commodity code 96283 Dir Bill meeting space & Food 717120Commodity code 96286 Recruitment Travel 717200Commodity code 96285 Charter Services 717201Commodity code 97113 Rental Car 717202Commodity code 96256 Employee Moving Expenses Services to Individuals Account Codes 718100Professional Services > $5,000 718125Professional Services < or = $5,000 718135Legal Services 718145Medical Services 718200Stipends 718210Honorarium Inventory Account Codes Non-Capital: $500.00- $4,999.99 730205Non-Capital Equipment& Furniture 730207Non-Capitalized Computers 730208Non-Capitalized Printers & Projectors Capital: $5,000.00 and above 730200Capital Equipment & Furniture 730202Purchase of Vehicle 730203Computers-Capitalized 730204Printers and Projectors-Capitalized 730206Capitalized Software (Operating System)

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

16. Payment from Standing Orders When repeated purchases of the same type of supply or service from the same vendor are expected, multiple purchase requisitions may be eliminated by submitting one purchase requisition to establish a standing order. This may be used up to one year, but shouldn’t cross fiscal years.

17. No equipment or conference travel should ever be purchased using a standing PO.

18. Final Payments When the last payment on the purchase order is made the purchase order should be closed.

19. An invoice is an official document from a vendor requesting payment for a purchase or service.

20. The only exception not requiring an invoice is a payment to USPS (Postmaster). A signed performer’s contract can be used as an invoice, if one is available, but not for items. Past due balances can NOT be paid.

21. The following criteria must be present to constitute a valid invoice : Original or fax copy Invoices e-mailed should go directly from the vendor to the APSTAFF email. The valid purchase order Invoice dated after the purchase order date Itineraries or packing/shipping slips can’t be used as invoices Vendor’s name must match the purchase order Vendor’s address Item description matches the description on the PO Quantity matches the purchase order amount The dollar amount of the invoice must match the purchase order

22. On rare occasions, a hand typed invoice may be required. These might include fees and honorariums for speakers and performers being paid $5000.00 or less.

23. INVOICE Insert Vendor's Name Insert Vendor's Street AddressDATE:October 7, 2014 Insert Vendor's City, ST ZIP CodeINVOICE #:100 Insert Vendor's phone number and/or emailPO NUMBER:P00 Bill To: University of Central Arkansas 201 Donaghey Ave Wingo Hall Suite 113 Conway, AR 72035 DESCRIPTION AMOUNT Include a detailed description of the services rendered and the date performed. $ - TOTAL $ - Created by:Enter the name of the person who created the invoice Contact Info:Enter the invoice creator's contact number or email address ** A copy of this template can be found in My UCA

24. INVOICE Marcia's Imagination 100 Donaghey AveDATE:October 7, 2014 Conway AR 72034INVOICE #:10012345 501 336-8546 marciag@uca.eduPO NUMBER:P0012222 Bill To: University of Central Arkansas 201 Donaghey Ave Wingo Hall Suite 113 Conway, AR 72035 DESCRIPTIONAMOUNT On Oct 1, 2014 speaker at the Accounts Payable Conference on at UCA $ 500.00 TOTAL $ 500.00 Created by: Sue Smith Contact Info:501 450-1234 ssmith@uca.edu

25. Tax  UCA is NOT tax exempt.  Most Arkansas vendors charge sales tax on all taxable items, but many other states don’t.  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

26. Example of Use Tax Cost$100,000.00 Conway City Tax 1.75% =$1,750.00 Faulkner County Tax.5% =$500.00 State of Arkansas Tax 6.5%$6,500.00 Total including tax$108,750.00

27. 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.

28. Tax Rebate AMOUNT$100,000.00 PaidCredit of *Conway City Tax 1.75% =$43.75$1,750.00($1,706.25) *Faulkner County Tax.5% =$12.50$500.00($487.50) State of Arkansas Tax 6.5%$6,500.00 $0.00 Total tax$6,556.25$8,750.00($2,193.75) Total including tax $106,556.25 $108,750.00

29. Items not taxable 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, UPS or FedEx) Software or software licenses when no tangible items is received (Example: down loaded) Some Contracts-depending on the terms of the contract. Stipends/honorariums Subscriptions Travel

30. Receiving Only after the items are received. Only for the exact amount that was received. Never complete the receiving from an invoice. You may do partial receiving. o For example 100 computers were order for the new lab. 75 computers were received and invoiced, but 25 computers were back ordered.

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

32. Incomplete Receiving When you go to FPARCVD to receive item/s in Banner and don’t complete that process, it creates an incomplete receiving document. Most of the time you can’t tell which PO it belongs with because not enough information has been entered.

33. Viewing Incomplete Receiving Documents What some people do is they go back into FPARCVD to verify they have removed the incomplete record thus creating a new incomplete record. To verify the record has been removed go to FPIRCVD and type in the document number which always starts with a “Y”. Example: Y0033724

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

35. 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.

36. For example, you might purchase a new Apple computer for $1,623.75 and purchase the warranty for three years, that goes with it, for $214.80.

37. Apple Computer Inc. Protection Plan COSTTERM DATES DAYS IN CONTRACT DAYS PREPAID AMOUNT PREPAIDFOAP $214.80 1/1/15to12/3/17 1096915 $179.33 1100019999997101059999 $214.80 –minus $179.33 = $35.47

38. FundOrgnAcctProg Activity DateTypeDocumentDescriptionTrans Date Amount 11000199999971010199991/31/2015RGJVJ0012346Prpy Dell ck#111221/31/2015 (179.33) 11000199999971010199991/16/2015INEII0099601Apple1/17/2015214.80 When you look on screen FGIBDST at the Transaction Detail Information you can see the original change and the amount of the prepay that will be moved to the next fiscal year.

39. 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

40. 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

41. 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

42. Check request may NOT be used for: Student tuition refunds (Student Accounts handles these types) To take the place of a Requisition/Purchase Order which must be completed and submitted to the Purchasing Department for approval prior to any commitment that would result in the expenditure of funds.

43. The credit card logs from June 16 to June 30 are due in to the Travel Office by noon July 3.

44. Reminder Conference Agendas must be attached to the TR-1

45. Chosen method of travel must serve UCA the most economically. You may consider costs of traveler’s time, safety, parking fees, baggage fees, hotel and meals, etc.

46. AIRLINE TICKETS Purchase at least 14 days prior to travel. Airline tickets to be purchased less than 14 days in advance must have approval in writing from the President before purchasing airline tickets. No first class ticket! The class of seating needs to be listed on the receipt. AIRLINE TICKETS Purchase at least 14 days prior to travel. Airline tickets to be purchased less than 14 days in advance must have approval in writing from the President before purchasing airline tickets. No first class ticket! The class of seating needs to be listed on the receipt.

47. Airfare must be direct paid! Can’t purchase airfare with personal funds and get reimbursed.

48. A traveler can only be reimbursed for one personal baggage fee per flight. This doesn’t include baggage for equipment necessary to perform your duties while on your trip. UCA is not allowed to reimburse a traveler for preferred seating.

49. Mileages The Office of Accounting, a Management Division of Department of Finance and Administration, has conveyed a traveler can’t claim just gasoline, but MUST claim mileage for personal vehicle. Gasoline paid with a Sponsored credit card will be netted with the mileage claimed for personal vehicle. The university will reimburse only for official miles driven at the current current rate of $.35 per mile.

50. Mileage can be found at: http://www.randmcnally.com http://www.randmcnally.com The shortest route must be selected. If leaving directly from the residence, mileage shall be reimbursed between the travel site destination and the employee's official station or residence whichever is less. Vicinity miles must be listed separately on the day it was incurred on the TR-1. The license plate number must be noted on the TR-1. No mileage can be claimed on rental vehicles.

51. Students can’t drive Students UCA has no insurance to cover students driving personal or rental vehicles. If a car with a student driver is involved in a wreck, UCA could be sued. If a UCA employee is driving students and has a wreck, the employee's insurance is primary, but UCA has secondary insurance.

52. Lodging An itemized receipt/s  zero balance  tax breakdown  traveler’s name. One state employee can’t pay for another state employee’s travel expenses. Lodging An itemized receipt/s  zero balance  tax breakdown  traveler’s name. One state employee can’t pay for another state employee’s travel expenses.

53. A faculty or staff member should not share a room with a student. Students may share rooms. Faculty and staff may share rooms. You may share a room with an adult from another university but not with a student. A faculty or staff member should not share a room with a student. Students may share rooms. Faculty and staff may share rooms. You may share a room with an adult from another university but not with a student.

54. The daily maximum for lodging is limited by the federal per-diem rate. http://www.gsa.gov/portal/content/104877 The daily maximum for lodging is limited by the federal per-diem rate. http://www.gsa.gov/portal/content/104877

55. For international rates For Alaska, Hawaii, and US Territories rates For Continental United State click on the state or enter the city and state

56. Example of the Maximum Allowed in the US Missouri Max lodging by Month 20122013 Meals Primary Destination* CountyOctNovDecJanFebMarAprMayJunJulAugSep Standard Rate Applies for all locations without specified rates 77 46 ColumbiaBoone County 80 51 Jefferson City Cole County 79 51 Kansas CityCass County, Clay County, Jackson County, Platte County 99 61 St. LouisCrawford County, Franklin County, Jefferson County, Lincoln County, St Charles County, St Louis City, St Louis County, Warren County, Washington County, 104 66 St. RobertPulaski County 80 46

57. For foreign travel, 10% must be deducted from the price of lodging that is listed on the federal per-diem rate. This is a state regulation.

58. Example of the Maximum Allowed on Foreign Country: CHINA Publication Date: 09/01/2013 Country Name Post Name Season Begin Season End Maximum Lodging Rate M & IE Rate Maximum Per Diem Rate FootnoteEffective Date CHINABeijing1-Jan31-Dec 258 119377 View 3/1/2012 CHINAChangchun1-Jan31-Dec167100267N/A4/1/2013 CHINAChengdu1-Jan31-Dec15388241N/A8/1/2013 CHINAChongqing1-Jan31-Dec9983182N/A5/1/2006 CHINADalian1-Jan31-Dec166108274N/A4/1/2013 CHINAFuzhou1-Jan31-Dec161114275N/A1/1/2011 CHINAGuangzhou1-Jan31-Dec220158378N/A11/1/2011 CHINAGuilin1-Jan31-Dec168100268N/A8/1/2012 CHINAHaikou1-Jan31-Dec187122309N/A8/1/2013 CHINAHangzhou1-Jan31-Dec152111263N/A9/1/2011 CHINAHarbin1-Jan31-Dec187101288N/A4/1/2013 CHINAJinan1-Jan31-Dec12185206N/A8/1/2013 CHINAKunming1-Jan31-Dec12785212N/A11/1/2007 CHINALhasa1-Jan31-Dec13152183N/A11/1/2007 CHINALijiang1-Jan31-Dec6777144N/A11/1/2007 CHINANanjing1-Jan31-Dec14480224N/A8/1/2013 CHINANanning1-Jan31-Dec131119250N/A11/1/2011 CHINANingbo1-Jan31-Dec143103246N/A8/1/2013 CHINAOther1-Jan31-Dec147115262N/A4/1/2012 CHINAQingdao1-Jan31-Dec15788245N/A5/1/2011

59. LocationTypeMaximum10% BeijingChinaLodging 25825.80232.20 Maximum you could claim Maximum Foreign Lodging

60. Meals The daily maximum for meals is also limited by the federal per-diem rate. http://www.gsa.gov/portal/content/104877 Meals The daily maximum for meals is also limited by the federal per-diem rate. http://www.gsa.gov/portal/content/104877

61.  The maximum a traveler can be reimbursed on the first day of travel is 75% of the daily allowance for meals depending on the departure and return time.

62.  On the return trip Conway should be used to find the daily meal maximum permitted at 75% depending on the departure and return time.  The maximum you can claimed on the return trip is $34.50

63. Domestic Travel Maximum Allowed 46.00 51.00 56.00 61.00 66.00 71.00 First Day of Travel 34.50 38.25 42.00 45.75 49.50 53.25 Breakfast 7.67 8.50 9.33 10.17 11.00 11.83 Lunch 15.33 17.00 18.67 20.33 22.00 23.67 Dinner 23.00 25.50 28.00 30.50 33.00 35.50 Last Day of Travel 34.50

64. Alaska, Hawaii, and Foreign Travel First Day of Travel 75% of the daily limit Breakfast divide the daily limit by 6 Lunch divide the daily limit by 3 Dinner divide the daily limit by 2 Last Day of Travel 75% of the daily limit for last day of travel will normally be Conway.

65. UCA does not have a PER DIEM. A TRAVELER MAY ONLY CLAIM ACTUAL EXPENDITURES UP TO THE MAXIMUM. Allowable meal expenses are determined by the departure and return times. o A traveler must leave at or before 6:00 a.m. to claim breakfast o A traveler must leave before 1:00 p.m. to claim lunch. o A traveler must return at 11:00 a.m. or after to claim lunch. o A traveler must leave before 6:00 p.m. to claim dinner. o A traveler must return at or after 6:00 p.m. to claim dinner.

66. For example, on a trip to St. Louis MO the maximum allowed for meals on the first day is $49.50 (75% of $66.00) for a full day’s travel. Breakfast: You leave at 5:30 a.m. so the maximum for breakfast is $11.00, but only $10.25 is spent. Lunch: You spend $20.50 and the maximum for lunch is $22.00. Dinner: You spend $30.35 and the maximum for dinner is $33.00. Your actual total for the day was $61.10, but only $49.50 may be claimed for reimbursement since this is the first day of travel (75% of the $66.00).

68. Meals without overnight stay The following conditions apply: The day travel period must be for a period of twelve hours or more. Itemized meal receipts are required. Maximum allowed for reimbursement is $34.50 (75% of $46.00). An explanatory memo must be provided that justifies the request for meal reimbursement. The memo form is on the Travel website and it is entitled “Memorandum for Day Travel without Overnight Stay”. Must be signed by: o Employee o Dean, chair, or supervisor o Vice president

70. CONFERENCE/REGISTRATION FEES Remember that reimbursements for meals that are provided by the conference are not allowed without documentation of: o Religious beliefs o Health reasons o Conducting official business

71. Rental Vehicle These are to be used for official business only and must be more economical than a taxi, airport shuttle, etc. Enterprise has the state contract. (Enterprise® Operating Alamo, Enterprise, National, and WeCar) o Tina Strickland in Physical Plant can help you with local rentals o For all other car rentals please use the Enterprise website Justification for the rental vehicle must be completed to receive reimbursement and must include number calculations of the cost savings. Example: Cheaper by $8.40 to rent a car than to collect mileage on my own car. 484 miles round trip from Tulsa to Conway @.35 a mile= $169.40. Rental and gas= $161.00, no University car available. Any personal usage must be noted and deducted from the expense claimed.

72. Miscellaneous Expenses These include only expenses necessary for performance of official duties. Detailed receipts are required on all expenses. List on the TR-1 under incidentals. Reimbursement of phone calls/internet must be for official business and noted on the TR-1. It is acceptable for dues to be included in a conference registration fee. Otherwise, dues must be paid on a Purchase Order.

73. Non-State Employees Meals, lodging, and transportation, etc. may be paid when it is beneficial to UCA. If non-state employees are claiming their own expenses, a Travel Purchase Order must be processed prior to the trip. The TR-1 shall be completed after the trip and include itemized receipts. When claiming expenses for a Guest of State, include name of guest and provide explanation. Expenses for the guest should be listed under incidentals; therefore, itemized receipts for everything (as well as meals) must be included. Other people who work for the State of Arkansas can’t be claimed as a Guest of State. They must have their own TR-1 and their itemized receipts.

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

75.  All moving expenses are reported to Human Resources for recording on W-2’s.  All meals relating to moving expenses are subject to tax withholdings.  Storage expenses are not taxable if incurred within 30 days of the move.  Transportation/lodging during the move is not taxable with receipts.  See IRS publication 521 for more information on moving allowance.

76. Items reimbursable: ·Packing material ·Crating by commercial moving company ·Loading and unloading by commercial moving company ·Actual transportation expenses ·U-Haul rental

77. ·Mileage for personal vehicle driven (shortest route at $.35 per mile) ·Meals consumed on the road with itemized meal receipts (must abide by federal per diem rate and are subject to tax withholdings) ·One night’s lodging if moving more than 400 miles (itemized meal receipts required)

78. Items not reimbursable, but not limited to: ·Recreational vehicles ·Boats ·Other items not normally used in the home

79. Advances Advances are limited to 50% in the US. 75% in foreign countries. 90% group travel No advances are allowed for airfare, registration, or lodging. Advance checks may be picked up 1 to 2 working days prior to trip in Wingo, Room 113. The traveler must sign a Travel Advance Agreement. Advances Advances are limited to 50% in the US. 75% in foreign countries. 90% group travel No advances are allowed for airfare, registration, or lodging. Advance checks may be picked up 1 to 2 working days prior to trip in Wingo, Room 113. The traveler must sign a Travel Advance Agreement.

81. PO processed for the estimate total expenses

82. Changing the amount of the PO will change the amount of the advance.

83. Travelers' Daily Meal Expenses Traveler's Name:Marcia Girdler PO #P0099999 Cost Tip Total Cost Tip Total Date:Sunday, September 15, 2013 Date:Thursday, September 19, 2013 Breakfast - - Lunch 15.00 2.25 17.25 Lunch 16.00 2.25 18.25 Dinner 25.25 3.50 28.75 Dinner - Snacks 1.50 Snacks 1.50 Snacks - - - - TOTAL 41.75 5.75 47.50 TOTAL 17.50 2.25 19.75 Maximum allowed 34.50 Maximum allowed 22.00 Date:Monday, September 16, 2013 Date:Friday, September 20, 2013 Breakfast - 10.00 1.50 11.50 Lunch - 17.00 2.55 19.55 Dinner 30.00 4.50 34.50 Dinner 30.00 4.50 34.50 Snacks - - - - - - TOTAL 30.00 4.50 34.50 TOTAL 57.00 8.55 65.55 Maximum allowed 33.00 Maximum allowed 66.00 Date:Tuesday, September 17, 2013 Date:Saturday, September 21, 2013 Breakfast - 5.00 0.75 5.75 Lunch 10.00 1.50 11.50 Lunch 17.00 2.55 19.55 Dinner 20.00 3.00 23.00 Dinner 8.00 - Snacks - - - - - - TOTAL 30.00 4.50 34.50 TOTAL 30.00 3.30 33.30 Maximum allowed 55.00 Maximum allowed 34.50 Date:Wednesday, September 18, 2013 Date: Breakfast - - Lunch - - Dinner 25.00 3.75 28.75 Dinner - Snacks - - - - - - TOTAL 25.00 3.75 28.75 TOTAL - - - Maximum allowed 33.00

84. A TR-1 must be turned in within five working days after return to Official Station (UCA). Failure to submit a TR-1 in a timely manner may result in suspension of advance privileges.

85. Items paid with a university credit card the PO amount can’t go over any more.

86. Go to FGIENCD to see payments on a purchase order.

87. Items purchased Balance of PO

88. Transaction DateTypeAction Transaction Amount Remaining BalanceDocument Code 1-Jul-13PORD 850.00 P0071846 30-Jul-13DCENP (6.20) 843.80FP000058 30-Jul-13DCENP (5.58) 838.22FP000058 30-Jul-13DCENP (6.48) 831.74FP000058 30-Jul-13DCENP (6.31) 825.43FP000058 30-Jul-13DCENP (6.94) 818.49FP000058 30-Jul-13DCENP (15.96) 802.53FP000058 30-Jul-13DCENP (265.56) 536.97FP000058 30-Jul-13DCENP (2.19) 534.78FP000058 30-Jul-13DCENP (4.45) 530.33FP000058 30-Jul-13DCENP (4.36) 525.97FP000058 30-Jul-13DCENP (18.08) 507.89FP000058 30-Jul-13DCENP (27.12) 480.77FP000058 30-Jul-13DCENP (74.41) 406.36FP000058 30-Jul-13DCENP (188.37) 217.99FP000058 30-Jul-13DCENP (6.84) 211.15FP000058 30-Jul-13DCENP (55.90) 155.25FP000058 28-Oct-13CORD 245.00 400.25P0071846 31-Oct-13DCENP (7.45) 392.80FP000069 31-Oct-13DCENP (104.42) 288.38FP000069 31-Oct-13DCENP (4.56) 283.82FP000069 31-Oct-13DCENP (10.47) 273.35FP000069 31-Oct-13DCENP (0.23) 273.12FP000069 31-Oct-13DCENP (2.64) 270.48FP000069 31-Oct-13DCENP (29.93) 240.55FP000069 31-Oct-13DCENP (125.58) 114.97FP000069 31-Oct-13DCENP (10.66) 104.31FP000069 31-Oct-13DCENP (8.24) 96.07FP000069 31-Oct-13DCENP (65.67) 30.40FP000069 31-Oct-13DCENP (1.32) 29.08FP000069 31-Oct-13DCENP (3.72) 25.36FP000069 15-Nov-13CORD 50.00 75.36P0071846 30-Nov-13DCENP (4.07) 71.29FP000073 30-Nov-13DCENP (6.29) 65.00FP000073 30-Nov-13DCENP (3.87) 61.13FP000073 30-Nov-13DCENP (36.40) 24.73FP000073 28-Feb-14DCENP (0.84) 23.89FP000082 28-Feb-14DCENP (9.63) 14.26FP000082 22-May-14CORD 100.00 114.26P0071846 31-May-14DCENP (1.99) 112.27FP000094 31-May-14DCENP (7.18) 105.09FP000094 31-May-14DCENP (5.32) 99.77FP000094 31-May-14DCENP (4.12) 95.65FP000094 31-May-14DCENP (65.98) 29.67FP000094 31-May-14DCENP (4.62) 25.05FP000094 Balance of PO $25.05

89. Total Expenses 1,219.95 Balance on PO 25.05 The amount encumbered on PO 1,245.00

90. If you go to “Help” Then “Extract Data No Key” Then “Open” You can extract your data into an EXCEL spreadsheet.

91. You must be setting in the last block to EXTRACT the data.

94. FGIBDST

95. Type in your index Then next block When you set in the first column you will see Encumbrances, Budget, & Expenses When you set in the YTD column you will see only Expenses

96. Select “Options” then select “Transaction Detail Information” (FGIFRND)

97. When you set in the first column you can see encumbrances, budget, & expenses.

98. When you set in the YTD column you will see only expenses.

99. To extract data into EXCEL select “Help” & select “Extract Data No Key”

100. Select “Open”

102. Click on Check Banner messages to see them

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

104. FOIDOCH

105. You can set on any document number and select “Options” and then select the screen associated with the type of transaction of the document number where the curser is setting. For example, if you set on P0062861 and select Purchase Order Information [P0062861] you can see the purchase order details. A C A B C B

106. You can do “Next Block” by select “block” then selecting “Next” from the toolbar or you can do “control + page down” on the keyboard.

107. List below is the first screen. If you keep doing “next block” you can see all the detail that goes with the purchase order.

108. FGIDOCR The letter in the “Status” block indicates the status of the process. A “C” in the requisition and purchase order “Status” block indicates they have been completed, but not approved. “A” means approved.

109. The “F” means the check has cleared the bank. Please keep in mind that it takes about a month from the time the check clears the bank before it is updated in Banner. If there is a need to know if a check has cleared the bank before then contact the Financial Accounting Office.

110. To see a list of status indicators and what the letter stands for you can select “Options” then “View Status Indicators”

112. GUIDELINES FOR USE OF SPONSORED CREDIT CARDS The Sponsored credit card can be used for, but not limited to: Airline tickets Lodging/hotel Conference fees Charter buses if not required to be bid Meals with a team/group of students. Incidentals within the scope of normal group travel Must have an itemized receipts as well as the credit card receipts stapled together.

113. The card holder will be expected to reimburse the University for all improper receipts and/or items purchased that are not allowed per UCA or State of Arkansas travel procedures

114. UNIVERSITY OF CENTRAL ARKANSAS Travel Card Transaction Log Travel Card Liaison: Card No: Dept: Card Cycle Date: PO#Traveler's Full Name Destination City & State Departure & Return DatesTrans Type Transaction DateVendor NameTotal Cost Accumulated Expenses - - - - - - - - - Total Please send a justification memo for each lodging over the per diem rate - I certify that the above purchases were made for "official business" use only and were purchased in accordance with the policies and procedures set forth by the University of Central Arkansas. Travel Card Liaison: Date: Department Head: Date:

115. Billing cycle is from 16 th of the month to the 15 th and is due by the 20 th. Due by the 20 th of each month.

116. Approving Travel Requisitions The Travel Office approves travel requisitions three times a day. In the morning (8:00 to 9:00) At noon (11:00 to 1:00) At the end of the day (4:00 to 5:00)

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

118. Document Identification Document NumberR0012345TypeRequisition 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 ABC12010-Oct-14Ben Cates

119. Things effecting the Travel Office processing travel: When the TR-1 was submitted How many TR-1 the Travel Office has received If the credit cards bills are due Missing information associated with your TR-1 o No justification for lodging, internet, and phone charges o No justification for rental cars o Missing receipts Travel employees on vacation, sick, or attending training

120. Common Errors Use the most current version of the TR-1 Form Submit all three pages even if there are no charges put on the credit card. List any charges that were put on the Ghost Card or Department Sponsored card or paid on a separate PO for the traveler on the third page of the TR-1. If not employed by UCA put employer’s name. Not including the departure and return time Internet charge, check appropriate box. Comment Section – Anything that you think would be helpful to process the TR-1. A good example is to explain why there is no hotel charge. When claiming mileage on a personal vehicle be sure to put license plate number on the TR-1. Vicinity miles must go on a separate line. In and Out times (time left and time returned from your trip). Correct line on hotel (white box for daily rate and gray box for taxes). Correct line on incidentals (white box for amount and gray box for explanation code). If you put foot note code H for an explanation code on your TR-1, then explain what it was for. Moving Expenses – Approval Documentation for payment must be attached to the TR-1 and correct account code of 717202.