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Conducting Business at Penn. Agenda. Introduction-Ralph Maier Goal of Meeting(s) P2P Initiative Authorized Buying Methods Corporate Tax Office Travel Tips Which Form is Which. Today’s Goal.

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Conducting Business at Penn


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    1. Conducting Business at Penn

    2. Agenda • Introduction-Ralph Maier • Goal of Meeting(s) • P2P Initiative • Authorized Buying Methods • Corporate Tax Office • Travel Tips • Which Form is Which Purchasing forms: http://www.purchasing.upenn.edu/forms/ Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.php Financial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.asp Travel website: http://www.finance.upenn.edu/comptroller/travel/

    3. Today’s Goal • To begin an enhanced process to disseminate pertinent information regarding procuring goods and services, and other travel and related policies that impact how the GSE Business Office can serve you best. Purchasing forms: http://www.purchasing.upenn.edu/forms/ Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.php Financial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.asp Travel website: http://www.finance.upenn.edu/comptroller/travel/

    4. Procure-to-Pay (P2P Initiative) • Training • Process Improvements • Compliance • Supplier Payment • Cost Containment Purchasing forms: http://www.purchasing.upenn.edu/forms/ Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.php Financial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.asp Travel website: http://www.finance.upenn.edu/comptroller/travel/

    5. Authorized Buying Methods • University Purchase Order • Mastercard Purchasing Card • Secondary Purchase & Pay Purchasing forms: http://www.purchasing.upenn.edu/forms/ Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.php Financial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.asp Travel website: http://www.finance.upenn.edu/comptroller/travel/

    6. Purchase Order • Legal contract • Approval hierarchy • Competitive bids • Supplier contracts • Avoids after-the-fact invoice payments Purchasing forms: http://www.purchasing.upenn.edu/forms/ Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.php Financial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.asp Travel website: http://www.finance.upenn.edu/comptroller/travel/

    7. Supplier Payments • Vendor sends directly to A/P • 30 day payment terms • Additional receipt required? • Differs from purchase order? Purchasing forms: http://www.purchasing.upenn.edu/forms/ Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.php Financial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.asp Travel website: http://www.finance.upenn.edu/comptroller/travel/

    8. Penn Suppliers • Contract suppliers (Office Depot, IKON, Unique Advantage) • Approved Suppliers • New Suppliers? Purchasing forms: http://www.purchasing.upenn.edu/forms/ Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.php Financial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.asp Travel website: http://www.finance.upenn.edu/comptroller/travel/

    9. Resources Available On-Line • Purchasing Forms • Purchasing Tips • Financial Policies • Travel Website Purchasing forms: http://www.purchasing.upenn.edu/forms/ Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.php Financial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.asp Travel website: http://www.finance.upenn.edu/comptroller/travel/

    10. Corporate Tax Office • Federal, state, local tax compliance • Payments to foreign nationals Purchasing forms: http://www.purchasing.upenn.edu/forms/ Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.php Financial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.asp Travel website: http://www.finance.upenn.edu/comptroller/travel/

    11. Frequent Slips • Avoid giving gifts—IRS may view as compensation • Itemized receipts necessary • Don’t sign contracts • Review procard restrictions • State taxes are generally not reimbursable • Decline auto insurance for rentals—take class! Purchasing forms: http://www.purchasing.upenn.edu/forms/ Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.php Financial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.asp Travel website: http://www.finance.upenn.edu/comptroller/travel/

    12. The Forms! • C-1 • C-368 • Budget Approval Form Purchasing forms: http://www.purchasing.upenn.edu/forms/ Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.php Financial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.asp Travel website: http://www.finance.upenn.edu/comptroller/travel/