BUSINESS SERVICES

Contact Information Student Accounts/Cashier –Mike Morgan –Treva Nemeth –Frankie Malmstrom –Carla Tilton System Analyst –Connie Rohrdanz Account Payable/Travel –Jill Brown –Valerie Dekker –Tami Eller –JoAnn Rhodes Mailroom/Print Shop –Barb House –Kris Douglas Barb Shafer Director

ORDER APPROVAL DPO Approval from Department Head or Fund Controller

Options University Purchasing Card State eMarket Purchases of $5,000 or More must be sent to Purchasing to process.

ORDER APPROVAL DPO Approval from Department Head or Fund Controller PAPERWORK PRIOR TO ORDERING Hospitality Form Travel Authorization

ORDER APPROVAL DPO Approval from Department Head or Fund Controller PAPERWORK PRIOR TO ORDERING Hospitality Form Travel Authorization DPO/PO Submit the DPO to the Vendor or Purchasing as required

Submit The DPO/PO Orders for up to $5,000 – / Fax / Mail DPO to Vendor Orders over $5,000 – Send DPO to Purchasing to process

ORDER APPROVAL DPO Approval from Department Head or Fund Controller PAPERWORK PRIOR TO ORDERING Hospitality Form Travel Authorization DPO/PO Submit the DPO to the Vendor or Purchasing as required RECEIVE PRODUCT/SERVICE Check order for accuracy

Product &/or Services Receive your Order – Check for accuracy – Review all items received. – Review all Services rendered.

ORDER APPROVAL DPO Approval from Department Head or Fund Controller PAPERWORK PRIOR TO ORDERING Hospitality Form Travel Authorization DPO/PO Submit the DPO to the Vendor or Purchasing as required RECEIVE PRODUCT/SERVICE Check order for accuracy REVIEW INVOICES Invoices should be issued through the Business Office and copied to your department

Invoices & Statements All University Invoices and Statements must be addressed to the University Business Office. Business Office routes invoices to departments for review and payment.

ORDER APPROVAL DPO Approval from Department Head or Fund Controller PAPERWORK PRIOR TO ORDERING Hospitality Form Travel Authorization DPO/PO Submit the DPO to the Vendor or Purchasing as required RECEIVE PRODUCT/SERVICE Check order for accuracy REVIEW INVOICES Invoices should be issued through the Business Office and copied to your department CREATE BPA FOR PAYMENT Check the remit to address Fund Controller Signatures

ORDER APPROVAL DPO Approval from Department Head or Fund Controller PAPERWORK PRIOR TO ORDERING Hospitality Form Travel Authorization DPO/PO Submit the DPO to the Vendor or Purchasing as required RECEIVE PRODUCT/SERVICE Check order for accuracy REVIEW INVOICES Invoices should be issued through the Business Office and copied to your department CREATE BPA FOR PAYMENT Check the remit to address Fund Controller Signatures INCLUDE COPIES OF IMPORTANT PAPERWORK Copies of the DPO/PO Hospitality Forms TA Receipts W9

What needs to be included with the BPA?? INVOICES These things are not invoices: –Work Orders –Statements –Pro-Forma Invoices –Quotes –Missing Receipt Forms (Missing receipt forms are ONLY allowed with Pcard reports and even then we Cannot over use them) OTHER RELEVANT FORMS Travel forms Purchasing forms Hospitality Approval forms –Required for any food purchase W9 Forms

Questions? Barb Shafer Jill Brown Tami Eller JoAnn Rhodes

Travel Travel Authorization

No Expenses should be incurred until and approved TA is on file.

Travel Travel AuthorizationReservations

Making Reservations Registration Airfare Hotel (State Hotels will waive taxes with the University TIN# ) Rental Cars – Enterprise Online Reservation account. etc

Travel Travel AuthorizationReservationsTravel

Collect all receipts for every expenses, except meals. –Receipts must be detailed not summary. Meals are a set Per Diem –Do not use a Pcard for Meals –New Out-of-state Meal Rates as of October 1 st, 2015 Morning $11 Lunch $12 Dinner $23 Mileage Expense as of January 1 st, 2016 * Mileage must be documented with Map Miles or Odometer readings. –Up to 1,000 $0.54 per mile –Over 1,000 $0.51 per mile

Foreign Travel Requirements Travel Authorization – Minimum of two weeks prior – Before any expenses occur Documents Required – Participants List and All Emergency Contact Information – Travel Itinerary – Copy of Travelers Passport

Travel Travel AuthorizationReservationsTravelTravel Expense Voucher

Travel Travel AuthorizationReservationsTravelTravel Expense VoucherSignatures

Traveler must sign along with the Fund Controller(s) – Fund Controllers cannot sign to reimburse themselves.

Travel Travel AuthorizationReservationsTravelTravel Expense VoucherSignaturesSubmit to Business Services

Questions Barb Shafer Jill Brown Valerie Dekker

eMarket

Website easy to navigate Shop from the office Pricing is more economical than in store/phone/online choices Products are delivered quickly to the campus No Shipping charges Less Paperwork

Comments from the Users! “Saves Money” “Quick Delivery” “Easy to Use” “Less Paperwork”

Questions Barb Shafer Jill Brown