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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

Financial Rep Meeting

February 17, 2014

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