1. Budget Basics for Managers

2. Purchasing Requisition-A request to purchase goods or services. PO-Approval to purchase goods or services on behalf of the college. 1.PO is required prior to all purchases. 2.PO is for the estimate of the purchase. It does not have to be exact but should be reasonable. Note: Requisitions are reviewed by purchasing for accuracy, completeness and compliance with state procurement laws.

3. Budgets/Deficit Balances Budgets should be reviewed to ensure there is sufficient funds for expenditures prior to requisitioning goods or services. At the time a purchase order is issued, the money is encumbered against your budget. Any items requisitioned against a budget without sufficient account balances will require a deficit balance approval. – Note: This may require some action on the part of the budget manager. A budget transfer may be needed to cover the deficit. Don’t wait until June to spend your money. Spend it this year because you may not get it next year but only if you need it.

4. Budget Status Reports This report provides details regarding monthly expenditures and account balances. It is important to review your budget status reports timely and forward any questions to the Business Office as soon as you receive the reports. Budgets can be reviewed on-line at any time without the wait. The DPS status option gives immediate access to the most up-to-date budget information.

5. Distributive Purchasing System (DPS) This is the college’s administrative computer system that allows the end user to enter the requisition information and captures electronic signatures from the appropriate budget managers. Requisitioner → Approver →Purchasing → Fiscal System Any requests for change in access should be directed to me via email.

6. Portal Approval Demo

7. SecureCRT DPS Travel Demo

8. Accounts Payable (AP) In order to process a vendor payment, AP must have a completed PO, signed receiving report and an invoice. As soon as the goods/services are received, please sign the receiving report from DPS and return to AP. This will speed up the payment process and ensure timely payment for our vendors. Please be sure that all invoices are routed to the AP office. The departments should not be receiving invoices. Please also refer any vendor calls regarding payment to AP. An invoice processing form or “green form” is documentation of why purchasing procedure was not followed. Budget managers should review the process when proper purchasing procedures are not followed before signing the “green form”. Please do not allow this to happen in your department.

9. AP continued For your convenience, the AP website includes lots of blank forms and rate information. The link is: http://www.pulaskitech.edu/administration/ap.asp

10. Payroll Timesheets should be reviewed by the supervisor and corrected prior to submission to payroll. Hours should be rounded to the nearest quarter hour. Timesheets should be recorded in quarters (i.e..25,.5,.75). Please make sure that all Personnel Action Forms (PAF) are submitted timely to HR so they can be received by payroll prior to the payroll deadlines.

11. P-Card Purchases P-card purchases require a PO just like any other purchases. Travel expenditures cannot be made on the P- card. Blank P-card transaction logs are available on the AP website.

12. Travel All travel must be reimbursed within 60 days of the date of travel. Encourage secretaries and administrative assistants to assist your divisions/departments with travel expenditures. Don’t forget to check the departmental budget before doing the travel request. All travel must be approved in advance. All the necessary travel forms are listed on the Accounts Payable website. Travel Reconciliation forms are required on all expenses except mileage only travel.

13. Travel continued Lodging Approval forms must be completed on all lodging expenditures above the daily per diem amounts for the travel destination. The per diem rates are listed on the AP website for the travel destination. Please note: Employees are reimbursed for actual meals up to the per diem rate per meal. See meals & incidentals breakdown rates.

14. Breaking News in the travel world This just in…… Tena is no longer doing travel reservations. Employees with personal credit cards make their own reservations. Bryan Smith will make reservations for those without personal credit cards. Reservations will only be made once travel authorizations have been approved. Reservations must be at least 10 days prior to the travel date. Please check departmental funds for availability of funds prior to completing the requisition. Travel fees cannot be reimbursed until after the trip has occurred.

15. Notes The division/department secretaries and administrative assistants should be the expert resource in your area. Please utilize them well and route all others to them for purchasing, travel and other budget related items. We are a state agency and are audited by Legislative Audit. They review records and check for completion as well as accuracy and compliance. All individual equipment items over $2500 should be capitalized and are therefore charged to the capital outlay general ledger accounts. Software is not considered equipment. Please remember that all contracts must be signed by our Vice President for Finance, Patricia Palmer. Employees do not have authority to enter into contracts on behalf of the college.

16. Questions