1. PURCHASING CARDS ACCOUNT MANAGER AND BACK UP MANAGERS FILLING OUT THE APPLICATION CLEARING CHARGES IN BANNER RECORDS

2. PCARD APPLICATION

3. CLEARING CHARGES IN BANNER CLEAR ALL CHARGES IN BANNER CONSISTENTLY NO CHARGES SHOULD FEED TO BANNER UNDER THE DEFAULT ACCOUNT 62886 USE ACCURATE ACCOUNT CODES HTTP://WWW.MSUBILLINGS.EDU/BOFFICE/EXPENSE%20ACCOUNTS%20%203-14-12.DOCX HTTP://WWW.MSUBILLINGS.EDU/BOFFICE/EXPENSE%20ACCOUNTS%20%203-14-12.DOCX ADD CONSISTENT, ACCURATE DESCRIPTIONS EXAMPLE: “TONER/STAPLER/PAPER” STEP BY STEP INSTRUCTIONS HTTP://WWW.MSUBILLINGS.EDU/TRAINING/PDF/CC_PROCESSES.PDF

4. HOW TO ORGANIZE YOUR RECORDS Printed Banner Report CC Statement All Corresponding receipts to each CC statement attached to the back of that statement Tape small CC receipts to a piece of recycled or blank page so it doesn’t get lost. Clip all together and Fund Controller or Director must review each month’s charges and initial the top report. File. **CC statements/reports must be kept for 10 years

5. DON’T FORGET WHAT IS NOT ALLOWED! TRAVEL: MEALS (THIS IS PART OF THE TRAVEL PER DIEM. ) TIPS, GRATUITIES, PORTER SERVICES WHILE TRAVELING ENTERTAINMENT ALCOHOL OR ANY SUBSTANCE, MATERIAL OR SERVICE WHICH VIOLATES POLICY, LAW OR REGULATIONS PERTAINING TO MSU-BILLINGS. CONSULTING AND/OR PERSONAL SERVICES PERSONAL EXPENSES (BRIEFCASE, COFFEE, ASPIRIN, KLEENEX, DRY CLEANING, ETC.) CASH ADVANCES PLANTS, FLOWERS, SILK PLANTS FOR OFFICE (MUST TAKE UP A COLLECTION FROM YOUR OFFICE STAFF TO PAY FOR THESE). PRESCRIPTION DRUGS/CONTROLLED SUBSTANCES TELEPHONES, CELL PHONES, AND RELATED EQUIPMENT GASOLINE PAYMENTS TO OTHER MSU DEPARTMENTS (BOOKSTORE/SODEXO) PAYMENTS FOR TIMESHARES (I.E. LODGING) CAPITAL EQUIPMENT OR EQUIPMENT WITH TRADE IN. NO COMPUTER EQUIPMENT, SOFTWARE, OR RELATED ITEMS (YOU MAY USE THE PURCHASING CARD FOR COMPUTER SUPPLIES (DISCS, LABELS, PERIPHERALS AND ETC.) ANY PURCHASE THAT IS PROHIBITED BY CURRENT MSU-BILLINGS PURCHASING POLICIES AND PROCEDURES, WWW.MSUBILLINGS.EDU/BOFFICE/WWW.MSUBILLINGS.EDU/BOFFICE/ *** NON-ALLOWABLE PURCHASES ARE NOT LIMITED TO THIS LIST ***

6. QUESTIONS SUGGESTED FUTURE TRAINING ITEMS PLEASE EMAILBSHAFER@MSUBILLINGS.EDUBSHAFER@MSUBILLINGS.EDU THANK YOU BARB SHAFER 657-1710