HOW TO WORKSHOP

1. HOW TO WORKSHOP ACCOUNTS PAYABLE

2. Introductions • Michelle Bates – Assistant Controller – Accounts Payable and Grant Accounting • Trudy Smith – Accounts Payable Specialist • Payments made to person vendors, Pre-Pays, Check requests for individuals, travel reimbursements, advances • TBA – Accounts Payable Assistant • Non-Person Vendor A-L • Stephanie Carter – Accounts Payable Assistant • Non-Person Vendor M-Z • Nicole Croteau – Grant Accountant • CUWeb Liason

3. Purchase Orders • Department Approval – Must be Primary Budget Authority or Authorized Signer • If PO over $500 – Requires Planning & Finance Office Approval – all copies must be signed • Grant funded purchases - Grant Accounting must approve all POs – all copies must be signed • Terms = 30 days • Make sure to use POs with the $200 limit • When is a purchase order is not necessary? • White to vendor - Yellow to accounting - Pink to department - Blue to accounting once order is complete/ready to pay invoice.

4. Check Request, Travel Form & Cash Advances • All forms can be found on the Intranet - Documents & Forms http://www.clarku.edu/intranet/bizforms.cfm • Budget Authority and Approvals – additional approvals required for advances • You cannot authorize your own reimbursements or advances even if you have Budget Authority • Original receipts are required for reimbursements • Requests under $50.00 should be cashed at Cashiers Office

5. Check Distribution • Distribution on Wednesday (cut-off Monday @ 4:00) – Person Vendors • Distribution on Friday (cut-off Wednesday @ 4:00) – Person and Non-Person Vendors

6. Meals, Travel & Entertainment • Reimbursements, as define by the IRS, must have a business related purpose • If other individuals in attendance they must be listed or identified as a group • A flyer, copy of invitation, copy of registration, email correspondence is an excellent form up documentation • University funds should not be used to purchase flowers, gifts, parties for staff, etc, • Receipts for meals should be an itemized accounting and not just the credit card payment.

7. Sales Tax Exempt • Let vendor know Clark is tax exempt • Use vendors that accept Purchase Orders • Sales Tax exempt certificate - Company does not have to accept this • If company does not accept PO or the exempt form we should attempt to find an alternative vendor. • Exception: If requesting reimbursement that includes more than $10 complete Sales Tax Reimbursement Request Form

8. CUWEB • Clark University has initiated the use of internet access to Banner - CUWEB. Rather than Using Native Banner • CUWeb is real time • Login to CUWeb: https://prodssb.clarku.edu/pls/prod/twbkwbis.P_WWWLogincuweb.clarku.edu. • Link: To get access, complete the Banner Account Request Form - http://www.clarku.edu/offices/ais/docs/banneraccess • Send to Jackie Simoes with appropriate signatures

9. Visa Purchasing Card (PCard) • University Credit Card used for small dollar purchases • Charges not allowed to be charged to P-Card are car rental, travel, meals, entertainment, services, airline tickets, and hotel, cash advances, gift cards or certificates, professional services. • Application located on the intranet http://www.clarku.edu/intranet/pcarddocs/Purchasing%20Card%20Application%20and%20agreement.doc • Questions regarding PCard – Michelle Bates ext 7550

10. American Express Card • American Express card is for Travel/Entertainment purposes only. • Charges allowed are air travel, hotel, car rentals, meals, etc. while traveling on Clark University business. • Original receipts including the date business purpose, attendees, and location are needed for all “entertainment” type transactions. • Charges not allowed, phone bills, books, equipment, food for events/functions, etc. • Questions regarding American Express – Jan Adamec ext 7443

11. New Vendor Setup (W8 – W9) • W9 – to be completed by all US citizens or resident aliens (green card holders) • W8BEN - to be completed by all foreign individuals or non-resident aliens

12. Payments to Nonresident Aliens • INS and IRS regulations are complex and this discussion is just a simplified summary. • We want to make sure we set the correct expectation of payment to the individuals • Payments are dependant on persons visa status – This is reviewed and approved by Amy Daly • Subject to 30% tax withholding – unless exempt or reduced tax rate under a tax treaty • Must have SSN of TIN to qualify for tax treaty benefits • All U.S. payments made to a nonresident alien contractors are reported on IRS Form 1042-S. • Compensation paid for services performed by nonresident aliens outside the United States is not subject to 30% withholding, and not reported to IRS. • Reimbursements for travel, lodging, meals, etc. are not subject to tax withholding and reporting as long as they are substantiated business expenses following IRS "accountable plan rules" used to reimburse employee business expenses

13. Q &A Thank You