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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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slide1

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

everything you want to know about budget finance

“Everything you want to know about”BUDGET & FINANCE

  • Purchasing
  • Accounts Payable
  • Travel
  • Gaining Access to Web Reports
  • Utilizing Web Reports
purchasing
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”

slide4

PURCHASING

  • TCNJ’S Purchasing Policy
  • Purchasing Authority
  • Department’s responsibility

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

slide5

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”

slide6

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”

purchases on nj state contracts
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”

slide8

WAIVERS

  • Emergency Purchases
  • Sole Source Waiver
  • Board Waivers

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

slide9

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”

slide10

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”

slide11

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”

slide12

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”

slide15

TRAVEL REGULATIONS

  • Authorization to Travel
  • Travel Request/Faculty Absence Form
  • Assignment of T- #’s

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

slide16

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”

travel regulations
TRAVEL REGULATIONS
  • Transportation
  • Car Rental
  • Reimbursable Expenses
  • Per Diem Rates (see Travel Manual).
  • Required Receipts

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

purchasing travel contacts
Purchasing & Travel Contacts
  • Lloyd Ricketts, x2495 or ricketts@tcnj.edu
  • Matt Farr, x3073 or mfarr@tcnj.edu

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

slide19

An Overview of Financial Reports

  • Security
  • Gaining access to Web Reports
  • Training
  • Utilizing Web Reports

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

slide20

Procurement Services and Financial Reporting

  • Accounts Payable: Debra Watson, x2526 or watsond@tcnj.edu
  • Web Report Access: Tammie Brown, x2496 or

browntam@tcnj.edu

  • Head Bookkeeper: Sandra Callahan, x3323 or callahan@tcnj.edu

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