SPH Administrative Managers Finance Training

1. SPH Administrative Managers Finance Training June 13, 2019

2. Agenda • Purchase best practices (Latara & Elaina) 30 mins • Exceptional Approvals (Emily) 10 mins • Entertainment / Travel (Emily) 10 mins • Workflow / Routing (Carl) 5 mins • Petty Cash (Carl) 5 mins • Revenue (Emily & Rommel) 5 mins • Paying People for their time (Rommel) 5 mins • Gift Cards (Rommel) 5 mins • Other Resources / Q&A 5 mins

3. Introductions Welcome to Latara Harris & Elaina Fernandez-Hutchinson! Berkeley Regional Services - Professional Schools (ProS) - Purchasing & Reimbursements Financial Services Supervisor & Team Lead Jeffrey Kent - Card Program Administrator

4. Upcoming Trainings Peer 2 Peer meeting - Finance Training Follow-up Presenter - Carl Pacheco, SPH Finance June 19th, 11:30-12 lunch/network, 12-1 presentation Direct Enter for Entertainment Presenter - Dan Parnas June 25th, 2-3, BWW 5422 BWW

5. ProS Purchasing & Reimbursements • Provide support with purchasing services & goods; and entertainment reimbursements not using direct entry • transactions (e.g. cart & voucher approvals, match exceptions) • provide guidance and respond to inquiries • interpret policy to ensure compliance • assists with required documentation • PO closeouts • change orders • Our team & how you can find/contact us • ProS website • prospurchasing@lists.berkeley.edu

6. Important Updates • Fastrak Order Purchase Approval - April 2019 • Catalog <$5000, Non-Catalog for goods <$1000 • Receiving in BearBuy How to Create a Receipt • Catalog orders >$5000, Non-Catalog orders >$1000 • receipt required

7. Important Updates • Vendors that pose security risks and no longer allowed • MailChimp & RegOnline • Use other approved vendors • Conference Registrations • hardship justification/exceptional approval required to be reimbursed prior to event • Wifi & headsets no longer reimbursable during personal trips • Recurring BluCard charges being transitioned to depts.

8. BearBuy • Forms • https://supplychain.berkeley.edu/what-form-should-i-use • important note: form used creates the purchase order (PO) • Service Order Request Form • used to purchase services • example 118957140

9. BearBuy Forms • Payment Request Form • Non TE reimbursements - example 115243839 • Entertainment (catering) - example 116446455 • Honoraria (non-employee) - example 118691742 • Non-Catalog Form • purchase goods not in BearBuy Catalog • example 11926151 • Vouchers • in some cases will have opportunity to review invoice before payment

10. Buyer Intervention • Agreements need to be signed • $10,000 or above • When to select buyer intervention • Promotional Items • https://supplychain.berkeley.edu/purchasing-merchandise-displaying-university-logos

11. Cards • PCard (BluCard) & Event Planner Card • Use BearBuy to submit the request to use BRS cards. Select Blucard Tracking as Supplier name in form - ex.118775718 • Use of departmental cards • BearBuy submission not required • Human Subjects Prepaid Card Program • Replaces most common use of Petty Cash accounts • Visa debit cards mailed directly to human subjects. • Designed to pay a large number of human subjects. • Website resources https://supplychain.berkeley.edu/procurement/card-programs https://controller.berkeley.edu/financial-operations/cash-handling-and-banking-services/human-subject-prepaid-card-program

12. Resources • Cards • Goods & Services Procedures • Status of order • Required PO documents • What Form Should I Use? • Receiving in BearBuy • Travel & Entertainment for Direct Entry • Payment request documentation • Service order request documentation • Chart of Accounts List • Supply Chain Management • Controller's Website • BearBuy FAQ

13. Exceptional approvals *Request Pre-approval* • Dean Only: • Employee Morale • Entertainment or travel above defined or reasonable limits (rarely approved) • Honorarium • After-the-fact justifications • Real estate agreements (leases, MOUs) • Fund advances

14. Exceptional approvals • Delegated by Dean to CFO: • Memberships • Gift cards • Petty cash account • Pcard or event planner card approval by CFO or Director of Finance • >120 day PETs Website resources • https://controller.berkeley.edu/financial-operations/entertainment/understand-policy/maximum-meal-expenses • https://controller.berkeley.edu/financial-operations/entertainment/understand-policy/exceptional-expenses

15. Direct Enter – Entertainment/Travel • Similar to Travel, Direct Enter for Entertainment now available • In-depth training with Dan Parnas 2pm on June 25 • Approval Routings • Follows same routing as before • If preparer, ensure that traveller also signs off • Website resources • https://travel.berkeley.edu/understand-policy/travel-policy-nutshell • https://travel.berkeley.edu/news/faster-travel-reimbursements-direct-enter • https://controller.berkeley.edu/financial-operations/entertainment/understand-policy

16. Direct Enter – Entertainment/Travel • Policies: • Meal limits • Business meetings • Personal travel • Comparative rates (Connexus), lowest cost • Car rental • $62 travel max limit domestic (trip > 24 hrs) • Lodging if >40 miles from HQ or home. Max daily rate of $275 (excl. fees and taxes); conference can stay. • Reimburse within 45 days of trip • Prohibited entertainment: • Employee birthday, weddings, anniversaries, farewell gatherings (unless employee with >5 years of service), purchase of property or services for personal use

17. Direct Enter – Entertainment/Travel • Fund prohibitions: • Only use a fund for which your expense is allowable. • 19900 and some specific state funds prohibit: • any portion of meal in excess of allowable amounts • Alcohol • Ticket to show, sporting event or other entertainment • No over the cap salary or summer salary • Any exceptional entertainment • C&G prohibits: • Alcohol • Expenses not specifically authorized by C&G award

18. Provide lunch for seminar on 01/28/19. • Dinner with Faculty and Search Committee. Direct Enter – Entertainment/Travel • Business Purpose (Bad examples): • Business Purpose (Good examples): • To provide a reception for the speaker event, which allowed scholars to engage with him informally after the talk and continue discussions related to the recent publication of his book. • To take Faculty Candidates out to lunch and dinner as a part of the standard protocol of hosting out of town interview candidates. As a University, our standard is to attract the incoming candidates by being hospitable, approachable, and warm. The University in return benefits by portraying an attractive portrait to the candidates, with the hope that the candidate, if chosen, will accept the offer of the University. • Travel Policy in a Nutshell • Entertainment Policy in a Nutshell

19. Workflow / Routing • Systems Access Request Application-sara.berkeley.edu • Routing for a purchase or reimbursement • Upload manager email approval • Org Node Approvers (Rommel for CQADM and CPACA / CSS-RA for COREC) • Rommel routes to mgr if no email approval attached • Attach traveler email approval or travel signs travel form • Attach Exceptional Approval if needed • Berkeley Regional Services BF&S Contact/Support • travel@berkeley.edu for policy questions not answered on travel.berkeley.edu, Dan Parnas Travel Manager • Web resource: https://pros.berkeley.edu/regional-services/purchasing-and-reimbursements

20. Petty Cash • Campus discourages for risk, bluCard replaces most items, as well as Human Subject Card • Typical uses: • small purchases when bluCard not feasible • when Human Subjects Prepaid Card not feasible • when ongoing need to accept cash/make change • Petty Cash Account Replenishments in BearBuy • Petty Cash Closeouts via Campus Deposit System • Website resources • https://controller.berkeley.edu/financial-operations/cash-handling-and-banking-services/petty-cash • https://controller.berkeley.edu/financial-operations/cash-handling-and-banking-services/human-subject-prepaid-card-program

21. Revenue • Overhead rates • Revenue/external funds/sales and services - 9% • Gifts - 5% • C&G IDC -57% on campus and 26% off campus federal • Summer Sessions - units receive 23% of gross revenue, $1,500 per course and $23/SCH. • Concurrent - 50% of gross revenue • OOMPH - 15% gross revenue • Procedure for check deposits • Provide check to Rommel or Carl for tracking • form to provide information to Finance • Terry enters in Campus Deposit System and deposits check; if gifts, Terry takes to Gift Services • New checks made out to “UC Regents”; “SPH” in the notes

22. Revenue • Endowments • Our endowments are pooled together and managed by the investment arm of UC Berkeley Foundation or Regents respectively • Payout is calculated based on the endowment market value of the preceding March and is expected to be 3.6% for FY20 for the Foundation, 4% for Regents • Endowment payouts hit the ledger in August each year and are distributed by Central campus • Website resources • https://controller.berkeley.edu/financial-operations/cash-handling-and-banking-services/bank-deposit-handling-and-recording • https://controller.berkeley.edu/financial-operations/accounts-payable/payment-options • https://spo.berkeley.edu/policy/fa.html • https://vcresearch.berkeley.edu/sites/default/files/inline-files/IDCPrimer11-19-04.pdf

23. Paying People • Student Workers: plan hire and pay hourly rate (not eligible for stipends/ gift cards) • Administrative Stipends • Extremely rare - processed by Seana (SPH HR) • Granted to recognize temporary performance of higher-level duties or “other significant duties” not part of the employee’s regular position • Honorarium - All Honorarium payments must be approved by Dean • Website resources • http://sph.berkeley.edu/faculty-staff/forms • https://controller.berkeley.edu/financial-operations/accounts-payable/honoraria-guidelines

24. Guidelines for gift cards • Obtain pre-approval from Emily • Purpose (recognition award or gift) -Annual Per Person limit/ Tax treatments (per person limit does not include incidental costs) • Do’s and Don’ts • Website resources • https://supplychain.ucsf.edu/gift-cards • https://controller.berkeley.edu/payroll/payroll-procedures/recognition-awards-and-gifts-employees • https://policy.ucop.edu/doc/3420353/BFB-G-41 • https://policy.ucop.edu/doc/3420354/BFB-G-42 • https://supplychain.berkeley.edu/gifts-employees-and-non-employees • https://cfo.berkeley.edu/news/important-policy-updates-relocation-expenses-and-gift-cards-employees

25. Other Resources • SPH Intranet • http://sph.berkeley.edu/faculty-staff/forms • Click the Finance and Purchasing and Payment Request links • Currently being updated • BearBuy Job Aids • https://supplychain.berkeley.edu/bearbuy/instructional-resources • https://supplychain.berkeley.edu/campus/bearbuy/2030-webinar-training-series

26. Professional Schools Region Purchasing and Reimbursement Financial Services If you are unsure of where to start with your purchasing transaction, contact your Berkeley Regional Services Team Lead or your Supply Chain Management Buyer for assistance Latara Harris - Supervisor latara_harris@berkeley.edu 510 643-0384 Elaina Fernandez-Hutchinson - Team Lead elaina@berkeley.edu 510 664-9370 Kathryn Wight - SCM Senior Buyer kwright@berkeley.edu 510 642-0407 Zeke Gonzalez - SCM Buyer zeke.gonzales@berkeley.edu 510 664-4043 https://pros.berkeley.edu/regional-services/purchasing-and-reimbursements

27. Thank you!