Welcome

1. Welcome

2. Welcome to the KDEM Fiscal Self-Help PowerPoint • If you’re new to PowerPoint, it’s simple. Just advance slides by clicking the right arrow (ð) on your keyboard. Try it now. • If you want to return to the previous slide, click the left arrow on your keyboard (ï). • When you’re done with the presentation, hit the escape key.

3. KDEM Fiscal Self Help Table of Contents Non-Contract Purchase: 503 Form….…9 Contract Purchase: 508 Form………….18 Travel Requests……………………………..20 Travel Reimbursement…………………...30 • Click on one of the above links to jump to that topic, • or hit the spacebar to view the complete presentation.

4. KDEM Fiscal Office Procedures Absolutely nothing you’ve wanted to know about fiscal and didn’t care to ask. . . But we’re going to tell you anyway.

5. The Fiscal Process • The goal of Fiscal is to work with you to efficiently process your payments. • The better your paperwork, the better the process will go. • We will help you whenever possible. • However, you are responsible to do your part.

6. This chart illustrates the process of payment and reimbursement as it flows through the Fiscal Office. Cooperation is key.

7. Paperwork

8. Paperwork No one likes paperwork, but it’s necessary for you to get what you want– payment!

9. Paperwork These are the forms that keep the operation running smoothly. • The 503 Form • The 508 Form • The Travel Request Form • The Travel Expense Voucher, DA 125 (DA-121 is not used by KDEM.)

10. Getting Your Stuff Paid • The Fiscal Office requires written documentation of the expense to process your payment. • This can be in the form of an invoice, Travel Payment Voucher, or other verification of services rendered. • We cannot pay by your verbal direction only.

11. Getting Your Stuff Paid The Process • Requestor submits an approved 503, 508, or Travel Request. • Product or service is provided to requestor. • Requestor provides invoice and written verification that product or service was received. • We then know it’s okay to pay.

12. The 503 Form The 503 form is used for requesting purchase authority for a non-contract expense. When in doubt about which form to use, just ask the Fiscal section. • Examples: • direct billed lodging • cell phone accessories • vehicle rental

13. The 503 Form The FEIN is the Federal Employer Identification Number. The FEIN is necessary to pay the vendor. You are responsible for filling in this number. Please provide who, what, when, where, and why.

14. The 503 Form Sometimes paying bills takes some fiscal sleuthing. You can help by providing clues.

15. The 503 Form It helps when you tell us why you want to spend this money. Clues are good.

16. The 503 Form It’s important for us to know the Funding and Spending Unit. Any funding splits must be indicated as a percentage. If you are unsure, ask your program director. Don’t guess.

17. The 503 Form You sign as the requestor. If you are not a program manager, your program manager should sign as the Controlling Supervisor. Fiscal will determine if these signatures are required.

18. We look for at least two signatures on all documents requesting purchase authority.

19. The 503 Form 08P-0213 When approved, you will be issued a Purchase Authority Number and a copy of this form will be returned to you. When you receive the invoice or receipt for the item or service rendered, mark it “OK to pay” and attach it to your copy of the 503 Form. Submit them both to the Fiscal Section for payment.

20. The 508 Form The 508 form is used for requesting purchase authority for a contract expense. When in doubt about which form to use, just ask the Fiscal section. • Examples: • office and computer supplies • software • contracted professional services

21. The 508 Form • Once again, we need: • the FEIN • why it’s needed • funding information Clues are good.

22. Travel Reimbursement World’s Largest Ball of Twine– Cawker City, KS

23. Travel Request Form Use this area to indicate whether your vehicle will be KDEM, a rental, or a private vehicle. Use the vehicle comparison chart to help you with your choice. (Click here.) The State cannot require you to drive your own vehicle, even if it costs less. If you drive your own vehicle, you may only be reimbursed the amount a rental would have cost.

24. Travel Request Form When purchasing fuel for a rented vehicle, you are required to use a Wright Express card whenever possible.

25. Travel Request Form Meals are paid as quarters.

26. In-State/Border City Quarters FY2009 • Quarters are meal reimbursements based on travel quarters of the day. • Quarters are only provided in the case of an overnight stay. • Your travel will usually be In-State/Border City. The reimbursement amount for each of these quarters is $9.00. • A quarter is not the same as reimbursement for a specific meal.

27. IN-STATE/BORDER CITY QUARTERS 2009 Step 1 Figuring Quarters Figure the number of quarters you are entitled to. You get the quarter you leave in, but not the quarter you return in. EXAMPLE: A person who leaves home at 5:59 am will get the first quarter. A person who leaves at 6:01 am will not. A person who returns at 5:59 pm will not get the third quarter. A person who returns at 6:01 pm will get the third quarter.

28. IN-STATE/BORDER CITY QUARTERS 2009 Step 2 Figuring Quarters Multiply the number of quarters times $9.00 (In-State/Border City). Four quarters will be $36.00.

29. IN-STATE/BORDER CITY QUARTERS 2009 Step 3 Figuring Quarters Deduct any meals that were provided free, or as part of a conference or other registration. Use the table below. Reduced Meal Allowance Deductions (In-State/Border City) Breakfast $8.50 Lunch 9.50 Dinner 18.00

30. IN-STATE/BORDER CITY QUARTERS 2009 Step 4 Figuring Quarters Figure the dollar amount based on your deductions, ifany. EXAMPLE: You left at 7 am, stayed through the next day, and returned at 3 pm the third day. Lunch was provided on the second day. What would be your reimbursement? You would qualify for nine quarters ($81.00), minus $9.50 for lunch, equalling $71.50.

31. Travel Request Form Use this schedule to figure your deductions. Remember, you’re deducting meals provided, not quarters.

32. Travel Request Form Don’t forget the Funding Details. We can’t pay it without this. Your travel must be pre-approved except in cases of emergency. You sign here.

33. DA-125 Travel Payment Voucher After your travel, you need to submit a Travel Payment Voucher form, and your receipts.

34. DA-125 Travel Payment Voucher The Fiscal Office has developed a worksheet to assist you in filling out the DA 125 Travel Payment Voucher. Click here to go there or you may continue with this show.

35. DA-125 Travel Payment Voucher The DA-125 is the official KDEM form for travel reimbursement.

36. DA-125 Travel Payment Voucher The Vendor is the person or entity to whom the check will be written. “No/Sfx” is the Vendor’s FEIN or the individual’sSocial Security Number.

37. DA-125 Travel Payment Voucher Fill in this section completely. 1-22-09 0700 1930 112 Salina 27.00 Comfort Inn 75.00 50.00 Hazmat Conf Registration The date you traveled Your destination Departure & arrival times Quarters Hotel where you stayed and its cost. If this was billed to KDEM, write-in “DB” instead of amount. Log private vehicle miles, if any. Indicate other fees, tolls, etc., here. Verify the rate is correct.

38. DA-125 Travel Payment Voucher 1-22-09 0700 1930 112 Salina 27.00 Comfort Inn 75.00 50.00 Hazmat Conf Registration 1-23-09 36.00 Comfort Inn 75.00 -9.50 lunch provided 112 1-24-09 1500 18.00 Break out your expenses per day.

39. DA-125 Travel Payment Voucher 1-22-09 0700 1930 112 Salina 27.00 Comfort Inn 75.00 50.00 Hazmat Conf Registration 75.00 36.00 Comfort Inn 1-23-09 -9.50 lunch provided 1-24-09 112 18.00 1500 The spreadsheet will automatically fill in the totals below. 224 113.12 384.62 71.50 150.00 50.00

40. Payments can be. . . • Mailed directly • Returned to KDEM and put in your box • Electronically deposited

41. The End A Production of The Fiscal Section Of Kansas Emergency Management

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