Presented by: Barb Shafer & Jill Brown BUSINESS SERVICES Presented by: Barb Shafer & Jill Brown

Contact Information Student Accounts/Cashier Mike Morgan 657-1711 Renee Pfingsten 657-1707 Valerie Dekker 657-2140 Carla Tilton 657-1709 System Analyst Connie Rohrdanz 657-2138 Account Payable/Travel Jill Brown 657-2151 Michael Fabricius 657-2301 Tami Eller 657-1706 JoAnn Rhodes 657-1683 Mailroom/Print Shop Kris Douglas 657-2241/2330 Josh Panasuk Barb Shafer Director 657-1710 New Employee Josh

Purchasing Basic questions to ask: What is the estimated cost of the supply or service? Is my Department authorized to buy this? (ie. IT related purchases/within my delegated authority) Are funds available? Is this a controlled item? Does competition exist or is this a sole source procurement? Controlled Items: IT related (software/hardware) Copiers

Delegated Authority Title 18 Montana Code Annotated (MCA), Montana Procurement Act, Administrative Rules of Montana (ARM) Current Agreement at: http://www.msubillings.edu/boffice/Policy/Delegated%20Authority%205-8-13.pdf MSU Billings Departments Authority up to $5,000 Montana State University Billings Purchasing delegation; authorized to purchase all non-controlled supplies or services up to $150,000. All MSU Billings Departments have authority up to $5,000. Anything with a TCV over that must be processed through Purchasing.

Total Contract Value TCV* = Total Contract Value The total contract value is the initial contract period, plus any options to renew, or the total potential purchase price of an item. This includes: Shipping & handling, Warranties, Maintenance & support, Convenience fees, ANY cost that the University will incur throughout the length of the contract term. Total Contract Value is used to determine the proper procurement method. Always consider the TCV for each purchases, keeping in mind that some purchases may have yearly warranty/license agreements, etc. Terms can range from IT Software/Hardware up to 10 years. Equipment/Services up to 7 years.

Departmental Purchases $5,000 and under. Use the method that best meets your departments needs. Shop around! Use your P-Card when possible. Departmental Purchase Order or Contracted Service Agreement recommended when appropriate, but not required.

Purchases requiring the Purchasing Dept. Limited Solicitations $5,000 to $25,000 (Services) $5,000 to $50,000 (Equipment/Supplies) Formal Bids IFB (Invitation For Bid) RFP (Request for proposal) $25,000 and above for services $50,000 and above for equioment/supplies All Purchases over $5000 must be run through the University Purchasing Office. Submit any quotes with the DPO for any Limited Solicitations. All IFB & RFP do take time. Please be prepared to have delays. Purchasing works with MSU Bozeman on any purchase with a TCV over $150,000

Departmental Purchases University Purchasing Card State eMarket Amazon Business * Purchases of $5,000 or More must be sent to Purchasing to process. Order Options * Can this be bought with………

Submit The DPO/PO Orders for up to $5,000 Orders over $5,000 Email / Fax / Mail DPO to Vendor Orders over $5,000 Send DPO to Purchasing to process Include any requirements i.e. space limitations, compatibility to existing equipment, etc. Sole Source/Brand Information Always include any quotes or additional information with the DPO

Product &/or Services Receive your Order Check for accuracy Review all items received. Review all Services rendered. It is up to your department to be aware of any issue on an order. i.e. Warranty, etc – A number of items have some replacement options (especially furniture)

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. Review the order if the University is paying the invoice issue the BPA or submit the invoice to the Foundation for payment. -Let the Business office know it will be paid by another source if this is the case. Vendors can also submit Invoices to accountspayable@msubillings.edu

All Highlighted area are required Remember to notify the Business Office if the payment is not being made from the University.

The Hospitality form is required before an event takes place. When filling out the form be as specific as possible. Use the same index on the form that will pay for the event expenses. if the index is different this will cause AP to request another HF from you. More time and paperwork for both offices. Be specific in the function description We need to know why and how this event is related to the Expense code chosen on the top of the form. i.e. 62809 – how is your event educational and are the activities directly related to the objectives of the campus 62824 – Again how are the activities directly related to the objectives of the campus. 62826 – Recruiting, remember that only one employee and the guest are allowable expense. Name(s) of those in attendance! Signatures - have two different signatures for the Department Head and Dean/Vice Chancellor/Chancellor (if over $50)

What needs to be included with the BPA?? INVOICES OTHER RELEVANT FORMS Travel forms Purchasing forms Hospitality Approval forms Required for any food purchase W9 Forms 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) Having all the information available with the BPA will assist Accounts Payable on making the payment or reimbursement in a timely matter.

PAPERWORK PRIOR TO ORDERING DPO/PO RECEIVE PRODUCT/SERVICE 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’s new? Business Services is piloting document imaging and scanning all documents to EDM, attaching them to each Idoc in Banner

Travel Travel Authorization Reservations Travel Travel Expense Voucher Signatures Submit to Business Services Including all sufficient documentation will allow Business Services to process the reimbursement in a timely manner.

No Expenses should be incurred until an approved TA is on file. TA is required prior to any expenses being incurred. Travel Advance request must be received a minimum of 2 weeks before travel (Minimum of $50 and checks are printed 1/week) and should not be used for Lodging or Vehicle Rentals. Fund Controllers cannot sign to approve their own travel or expenses Student Travel Authorizations are also required prior to travel, this form is available online. High Cost lodging is included in the TA!

Making Reservations Conference Registration Airfare Hotel (State Hotels may waive taxes with the University TIN# 81-6001642) Rental Cars Enterprise Online Reservation account. etc Pcards must be used for any Registrations, Airfare, Hotels, Car rentals etc. Mention the University Tax exempt status when reserving and paying the hotel. Tax Id # is needed. Located on the new Pcards or as Purchasing. Meals are not allowed on the Pcard Rental Cars decline the insurance as we have insurance with the U University has a number of contracts and accounts available, Contact Business Services for assistance. Hotel Reservations – Standard Rate for Montana is $93 plus tax. With the exception for the high cost counties, list is available online Also available online is a list of participating hotels for state rates. Remember the State policy on travel is to have the least expense means. The University does not cover Seat upgrades Insurance Pet Lodging Meals covered in Conference Registration expenses. Etc.

Collect all receipts for all expenses, except meals. Receipts must be detailed not summary. Meals are a set Per Diem Do not use a Pcard for Meals Out-of-state Meal Rates as of October 1st, 2015 Morning $11 Lunch $12 Dinner $23 Mileage Expense as of January 1st, 2017 * Mileage must be documented with Map Miles or Odometer readings. Up to 1,000 $0.535 per mile Over 1,000 $0.505 per mile Remember The state policy on the most economical way of travel. If the Travel wants to drive but it is more economical to fly we would reimburse at the lower fare. Meals included in a conference Registration cannot be reimbursed in per-diem. U does not reimburse for gifts for house sitting or pet boarding. Mileage must be documented by Map Miles or Odometer readings.

Foreign Travel Requirements Travel Authorization Minimum of 30 days prior Before any expenses occur Documents Required Participants List and All Emergency Contact Information Travel Itinerary Copy of Travelers Passport TA must be in the Business office no later than 30 days prior to travel and before expenses are incurred - Insurance must be added for foreign travel The University will need to approve that the travel is not into areas with Travel Warning and safety issues. Emergency Contact Information Names/Phone/Etc

All expenses incurred during the trip must be included in this form All expenses incurred during the trip must be included in this form. Even if they are paid by pcard, reimbursed in advance, or cash advance Traveler must sign along with the Fund Controller(s) - Fund Controllers cannot sign to reimburse them selves. Multiple trips in a month should be combined to one TEV if possible. Mileage must be documented by Map Miles or Odometer Readings.

Traveler must sign along with the Fund Controller(s) Fund Controllers cannot sign to reimburse themselves. Attach all required documentation Collecting all required signatures prior to sending to the Business Office

PCard Process Updates New Lost/Missing Receipt Form Document Imaging New missing pcard receipt form must be signed by the travelers supervisor and attached to the pcard statement. Excessive use of the Missing Receipt form may revoke the privilege of the use of the University PCard. Business Services is currently piloting the new Document Imaging process both with the Department Pcards and invoicing. * Show process*

Questions Barb Shafer, Director 657-1710 Jill Brown, AP Supervisor 657-2151 JoAnn Rhodes, AP 657-1683 Tami Eller, AP 657-1706 Michael Fabricius, Travel 657-2301 Anyone not familiar with the new GET process to add funds to a Ucard?