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“Everything you ever want to know about” BUDGET & FINANCE An overview of Purchasing, Accounts Payable, Travel Regulations & Web Reports. “Everything you want to know about” BUDGET & FINANCE. Purchasing Accounts Payable Travel Gaining Access to Web Reports Utilizing Web Reports.

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“Everything you ever want to know about”BUDGET & FINANCEAn overview of Purchasing,Accounts Payable, Travel Regulations & Web Reports


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“Everything you want to know about”BUDGET & FINANCE

  • Purchasing

  • Accounts Payable

  • Travel

  • Gaining Access to Web Reports

  • Utilizing Web Reports


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PURCHASING

  • Purchasing policy and authority

  • Department’s responsibility

  • What is a …

  • Purchasing Limits/Thresholds

  • Types of Waivers

  • Purchase Requisition

  • Encumbrance

  • Purchase Order

“Everything you ever want to know about Budget & Finance”


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PURCHASING

  • TCNJ’S Purchasing Policy

  • Purchasing Authority

  • Department’s responsibility

“Everything you ever want to know about Budget & Finance”


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In Purchasing...............

  • What is a Purchase Requisition?

  • What is an encumbrance?

  • What is a Purchase Order?

  • How do I cancel a Purchase Order?

“Everything you ever want to know about Budget & Finance”


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TCNJ’S PURCHASING LIMITS

  • Purchases up to $1,000

  • Purchases over $1,000 up to $2,500

  • Purchases over $2,500 up to $19,500

  • Purchases over $19,500

  • Purchases on NJ State Contracts

“Everything you ever want to know about Budget & Finance”


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Purchases on NJ State Contracts

  • Division of purchase & property

  • www.state.nj.us/treasury/purchase/contracts.htm

  • State purchasing bureau has prequalified various

    vendors for a variety of goods and services

  • TCNJ purchasing thresholds do not apply to

    purchases made on State Contracts.

“Everything you ever want to know about Budget & Finance”


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WAIVERS

  • Emergency Purchases

  • Sole Source Waiver

  • Board Waivers

“Everything you ever want to know about Budget & Finance”


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EMERGENCY PURCHASES

  • Emergency purchases will be authorized when a situation affects the public health or safety but not to compensate for improper planning.

  • Who can authorize emergency purchases?

“Everything you ever want to know about Budget & Finance”


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SOLE SOURCE PURCHASES

  • Who is considered a sole source vendor?

  • What is the procedure for obtaining goods or services from a sole source vendor?

“Everything you ever want to know about Budget & Finance”


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BOARD WAIVERS

  • The concept of board waivers

  • Exceptions under NJ State contract laws

  • What is the procedure for obtaining a board waiver?

“Everything you ever want to know about Budget & Finance”


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IF YOU ONLY REMEMBER ONE THING.................

NEVER PLACE AN ORDER WITH A VENDOR…...

  • UNLESS YOU HAVE PROPER AUTHORIZATION.

“Everything you ever want to know about Budget & Finance”


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ACCOUNTS PAYABLE

  • PROCESSING TIME

  • CHECK CYCLES

  • ORIGINAL INVOICE

  • UNDER $2,500

  • OVER $2,500

  • SIGNATURES

  • DISCOUNTS

  • GRANTS

    ENTERPRISES

  • SPECIAL HANDLING

  • NEW VENDOR W-9

  • PAYMENTS TO INDIVIDUALS

  • STOP PAYMENTS

“Everything you ever want to know about Budget & Finance”


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TRAVEL OVERVIEW

  • Authorization

  • Travel Request Form

  • T- Numbers

  • $ Levels of Approval

  • Transportation – Do’s and Don’ts

  • Car Rentals

  • Reimbursable Expenses

  • Questions

“Everything you ever want to know about Budget & Finance”


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TRAVEL REGULATIONS

  • Authorization to Travel

  • Travel Request/Faculty Absence Form

  • Assignment of T- #’s

“Everything you ever want to know about Budget & Finance”


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TRAVEL REGULATIONS

Levels of Approval

  • Travel request up to $1,000

  • Request between $1,000 - $2,500

  • Request over $2,500

  • International Travel

“Everything you ever want to know about Budget & Finance”


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TRAVEL REGULATIONS

  • Transportation

  • Car Rental

  • Reimbursable Expenses

  • Per Diem Rates (see Travel Manual).

  • Required Receipts

“Everything you ever want to know about Budget & Finance”


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Purchasing & Travel Contacts

  • Lloyd Ricketts, x2495 or [email protected]

  • Matt Farr, x3073 or [email protected]

“Everything you ever want to know about Budget & Finance”


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An Overview of Financial Reports

  • Security

  • Gaining access to Web Reports

  • Training

  • Utilizing Web Reports

“Everything you ever want to know about Budget & Finance”


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Procurement Services and Financial Reporting

  • Accounts Payable: Debra Watson, x2526 or [email protected]

  • Web Report Access: Tammie Brown, x2496 or

    [email protected]

  • Head Bookkeeper: Sandra Callahan, x3323 or [email protected]

“Everything you ever want to know about Budget & Finance”


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