2. GSSF Authorized Signer Training Part 3 Financial Forms

3. Agenda Knowing Your Funding Line: Coding Knowing Your Funding Line: Coding Do’s and Don’ts of UW Purchasing System Do’s and Don’ts of UW Purchasing System Forms: Requisitions, Direct Payments, Payment to Individual Forms, Travel Expense Reports, Contracts, Procard requests Forms: Requisitions, Direct Payments, Payment to Individual Forms, Travel Expense Reports, Contracts, Procard requests

4. Goals of this Session You will be able to begin the process to make a purchase using state funds for your organization You will be able to begin the process to make a purchase using state funds for your organization You will know what questions to ask and where to look for answers You will know what questions to ask and where to look for answers

5. Helpful Sites Business Services http://www.bussvc.wi sc.edu/ http://www.bussvc.wi sc.edu/ http://www.bussvc.wi sc.edu/ http://www.bussvc.wi sc.edu/ASM http://www.asm.wisc. edu/ http://www.asm.wisc. edu/ http://www.asm.wisc. edu/ http://www.asm.wisc. edu/

6. The All-Important Funding Line Legacy Shared Financial System (SFS) 6 Fiscal Year Budget Year 128FundFund AInstitution Not used 04 2700 Unit Division Department Organization 0 Activity Code Program Code 3022 This always changes Class Code (assigned according to commodity) Account Code

7. So what it looks like is… Legacy 6 128 A 04 2700 0 3022 $0.00 Shared Financial System 6 128 04 2700 0 3700 $0.00 To find the correct class code or account code, go to http://www.bussvc.wisc.edu/acct/ccode.html I love codes… Wow, codes are awesome !

8. Dos and Don’ts Restrictions on Purchases Any purchase of over $4999.99 must be bid on Use existing contracted vendors for better prices Use Material Distribution Services and SWAP All paperwork takes 3 weeks to process Entertainment contracts over $3,200 are subject to a mandatory 6% entertainment tax Food may only be purchased for events that have an educational purpose, not purely social purpose Food cannot be purchased for regular business meetings such as staff meetings Absolutely no off-campus printing allowed unless approved by Marilyn Cohn, UW Printing Services

9. Do… Provide all necessary original documentation and business forms to Rich These include: Sign-in sheet of attendees Agenda or Itinerary Original receipts Flier/Poster Vendor Estimate Two additional airline quotes when flight price exceeds $499.99

10. What’s a Requisition? Used for the purchase of goods and services Internal requisitions v. External requisitions Internal: used for purchases between University units like StudentPrint, DoIT, the Wisconsin Union, the Kohl Center, Pyle Center, etc. External: used for purchases from vendors outside the University Who do you think will win the “Internal v. External” Requisition battle of coolness? Tough call…

11. Completing a Requisition Legacy Coding is used Legacy Coding is used You can only complete them by logging into MYUW (My UW-Madison) You can only complete them by logging into MYUW (My UW-Madison)My UW-MadisonMy UW-Madison Once logged in, click on the Resources Tab and scroll down. You should see the “Requisition Generator”. (If you do not see it click on the “more…” box at the top left. Add the Req Generator) Once logged in, click on the Resources Tab and scroll down. You should see the “Requisition Generator”. (If you do not see it click on the “more…” box at the top left. Add the Req Generator) The Req generator will time out if you don’t complete it within ~30 minutes and you cannot save your work and go back to it The Req generator will time out if you don’t complete it within ~30 minutes and you cannot save your work and go back to it

12. Important Things to Remember About Reqs… Always identify the budget line and program for each expense Rich Sterkowitz is always the contact person “Ship to address” is SSFC’s Office (508 Memorial Union) unless you are having something delivered directly to your offices

13. Additional Types of Requisitions Blanket Order: for a series of purchases overtime Blanket Order: for a series of purchases overtime Specific Order: For a one time purchase Specific Order: For a one time purchase Cash with Order: Placing the order and issuing the payment at the same time Cash with Order: Placing the order and issuing the payment at the same time Confirming Requisition: You received the goods and have the invoice (aka you didn’t pay before receiving the goods) and therefore must process the invoice and req at the same time Confirming Requisition: You received the goods and have the invoice (aka you didn’t pay before receiving the goods) and therefore must process the invoice and req at the same time

14. Practice time!!! http://my.wisc.edu/portal/index.jsp http://my.wisc.edu/portal/index.jsp Complete a requisition for StudentPrint for the FY6 year for $500 of printing services Complete a requisition for StudentPrint for the FY6 year for $500 of printing services The address is B114 Mem Union, Campus Mail The address is B114 Mem Union, Campus Mail The Class Code for printing is 3865 in legacy and the account code is 2670 in SFS The Class Code for printing is 3865 in legacy and the account code is 2670 in SFS

15. Direct Payment (DP) Forms Direct Payments are items that do not require a purchase order Direct Payments are items that do not require a purchase order Examples of payments using direct payments forms: memberships, registrations, subscriptions, travel agency invoices, preprinted publications, utilities, and postage Examples of payments using direct payments forms: memberships, registrations, subscriptions, travel agency invoices, preprinted publications, utilities, and postage Direct Payments and Employee Reimbursements use the same form Direct Payments and Employee Reimbursements use the same form

16. More Info on Direct Payments Use SFS coding Use SFS coding Require that original attachments be included Require that original attachments be included Can be used for employee reimbursement when goods are purchased that are not on travel status Can be used for employee reimbursement when goods are purchased that are not on travel status

17. Practice Time!!! http://www.bussvc.wisc.edu/acct/forms/direct_payment.xls http://www.bussvc.wisc.edu/acct/forms/direct_payment.xls Process a Direct Payment for 4 registration fees to the Student Leadership Conference at 55.00 each. The Vendor is the Student Leadership Center, 5115 Palm Bay Rd.,Orlando, Florida 33333. Sam Jones, Sarah Smith, Rose Reed, and Mailee Chun are going. The dates of the conference are 3/1/2006 – 3/5/2006. Process a Direct Payment for 4 registration fees to the Student Leadership Conference at 55.00 each. The Vendor is the Student Leadership Center, 5115 Palm Bay Rd.,Orlando, Florida 33333. Sam Jones, Sarah Smith, Rose Reed, and Mailee Chun are going. The dates of the conference are 3/1/2006 – 3/5/2006.

18. Travel Expense Reimbursements (TER) Only for Employees on travel status Only for Employees on travel status Form is very similar to Direct Payment form Form is very similar to Direct Payment form Go to http://www.bussvc.wisc.edu/acct/ter.xls for the form Go to http://www.bussvc.wisc.edu/acct/ter.xls for the form http://www.bussvc.wisc.edu/acct/ter.xls You must include all expenses associated with the trip You must include all expenses associated with the trip Original receipts are required along with a list of attendees and an agenda/itinerary Original receipts are required along with a list of attendees and an agenda/itinerary TER web resource for policies: http://www.bussvc.wisc.edu/acct/travel/welcome.html TER web resource for policies: http://www.bussvc.wisc.edu/acct/travel/welcome.html http://www.bussvc.wisc.edu/acct/travel/welcome.html

19. Important things to note about the TER Can only reimburse up to $62 per single room per night for lodging, $82 per double room for 2 people in Wisconsin Can only reimburse up to $62 per single room per night for lodging, $82 per double room for 2 people in Wisconsin Use the following website to find maximum reimbursements in other major cities Use the following website to find maximum reimbursements in other major cities http://www.uwsa.edu/fadmin/fppp/fppp36d.htm Can reimburse for mileage if organization cannot use car fleet (under ODOS rules) at.385 if under 300 miles and.28 if over 300 miles Can reimburse for mileage if organization cannot use car fleet (under ODOS rules) at.385 if under 300 miles and.28 if over 300 miles SSFC will not pay for food while on travel status SSFC will not pay for food while on travel status

20. Payment to Individual Form (PIR) Uses SFS Coding Uses SFS Coding Used for non-employee reimbursement for travel or non-travel related expenses Used for non-employee reimbursement for travel or non-travel related expenses Complete Travel supplement if needed Complete Travel supplement if needed Find the form at http://www.bussvc.wisc.edu/acct/acpir.xls Find the form at http://www.bussvc.wisc.edu/acct/acpir.xls http://www.bussvc.wisc.edu/acct/acpir.xls

21. Entertainment Contracts Find the contract at http://www.asm.wisc.edu/financial/ssfc_docs/e_contract.doc Find the contract at http://www.asm.wisc.edu/financial/ssfc_docs/e_contract.doc http://www.asm.wisc.edu/financial/ssfc_docs/e_contract.doc Fill out department/program information Fill out department/program information E-mail to entertainer/speaker E-mail to entertainer/speaker Fax back signed copy to Rich Sterkowitz (Fax number is 265-5637) Fax back signed copy to Rich Sterkowitz (Fax number is 265-5637) Remember if >$3,200.00, it’s taxed 6% Remember if >$3,200.00, it’s taxed 6% Please allow at least 3 weeks for processing Please allow at least 3 weeks for processing Contract must account for all compensation including meals and lodging Contract must account for all compensation including meals and lodging

22. Entertainment Contracts  Use cover letter!  Find contract at http://www.asm.wisc.edu/financial/ssfc_docs/cover_letter.doc http://www.asm.wisc.edu/financial/ssfc_docs/cover_letter.doc  Attach resume or vitae  Need 3 copies and original  Use an addendum if needed

23. Copies, copies, copies Internal Requisitions: 5 copies to RJS Internal Requisitions: 5 copies to RJS External Requisitions: 3 copies to RJS External Requisitions: 3 copies to RJS DP, PIR, TER: 3 copies to RJS plus 2 copies of attachments DP, PIR, TER: 3 copies to RJS plus 2 copies of attachments Contracts: 4 copies to RJS Contracts: 4 copies to RJS If you forget these numbers (and you will), go to page 73 of your Financial Manual under “Processing Forms Chart” If you forget these numbers (and you will), go to page 73 of your Financial Manual under “Processing Forms Chart”

24. Last but not least! See t-shirt/apparel policy on page 41 See t-shirt/apparel policy on page 41 Just try your best. Look at the websites and manual before calling Rich or Jena Just try your best. Look at the websites and manual before calling Rich or Jena Keep in contact with the SSFC Chair and Vice Chair regarding policy and process questions Keep in contact with the SSFC Chair and Vice Chair regarding policy and process questions Good Luck!