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Financial Rep Meeting. February 17, 2014. Controller’s Office DISBURSEMENT SERVICES Carla Daniels. Accounts Payable: New Expenditure Guidelines . Effective April 1 st , 2014 At-a-Glance changes Athletics and Student Activities have been removed Technology Fee has been added

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Financial Rep Meeting

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Financial rep meeting

Financial Rep Meeting

February 17, 2014

Controller s office disbursement services carla daniels

Controller’s OfficeDISBURSEMENT SERVICESCarla Daniels

Accounts payable new expenditure guidelines

Accounts Payable: New Expenditure Guidelines

  • Effective April 1st, 2014

  • At-a-Glance changes

    • Athletics and Student Activities have been removed

    • Technology Fee has been added

    • Account column has been added

Expenditure guidelines

Expenditure Guidelines

  • Student Activities will mirror the Auxiliaries column

    • Except for items funded by A&S (Activity & Service) fees

  • Reference the use of A&S funds when preparing

    • Purchase requisitions

    • Payment request forms (PRFs)

  • When in doubt, please call either Accounts Payable or Purchasing

Expenditure guidelines additions

Expenditure Guidelines Additions

  • Dues/Fees for professional, occupational or other license

    • Allowable if specifically authorized by law and necessary to perform duties

  • Student travel is allowable if it benefits the University

    • Does NOT include recruiting

  • Frames for pictures or art is allowable on vending

    • If it meets the mission of the University – Instructional or Informational

Accounts payable

Accounts Payable

  • Monthly Lease Payments

    • New way to create lease payments:

      • PRFs or

      • Spreadsheet upload

    • You may prepare the entire budget year’s payments at one time

      • For example, 12 PRFs or 1 upload file

    • Each payment will be budget checked and posted

      • However, payment will not be made until the scheduled payment date

    • Payments that require SRA approval must be routed appropriately

Accounts payable1

Accounts Payable

  • Monthly Lease Payments, cont’d

    • This will impact your budget in that you will see the whole year’s worth of payments at one time

    • Efficiency: you will not have to think about leases until next year

    • If there is a problem and you need to stop a payment, then contact Accounts Payable before the next payment is due

P card updates

P-Card Updates

  • Receipt Exceptions – All departments must email/fax receipts with their monthly reconciliation beginning July 2014

  • Expanded Duties – The P-Card unit will begin auditing Travel and Accounts Payable

  • Updated P-Card manual in the works

Updated travel policy

Updated Travel Policy

  • New items to note

    • Fly America Act

    • Rentals of GPS units necessary for conducting business is allowed

    • Documentation of traveler’s receiving “less than entitled to” must be maintained by the departments

Disbursement services contacts

Disbursement Services Contacts

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