ADVANCES Business Center Training for Travel Advance Travel Departmental Advance and Departmental Advance (non-travel) 11/14/2018

Overview Transfer of Responsibility Prepare BC staff to independently process the different types of advances from start to finish Provide BC staff with the resources and tools they need to process the different types of advances Notify BC staff of policy updates 11/14/2018

There are two types of Travel Advances Travel Departmental Advance 11/14/2018

The Travel Advance/Travel Departmental Advance create a credit risk to the university and should only be authorized when all other options have been exhausted 11/14/2018

Use alternative payment methods when available Direct Vendor Payment Corporate Card Department Procurement Card Personal Reimbursement Advance 11/14/2018

Travel Advance and Travel Departmental Advance ~For Official University Business ~ The Travel Advance and Travel Departmental Advance are given to a traveler or an OSU employee, on behalf of the traveler, for official university business. The travel must benefit the university’s educational, research or public service to qualify as official university business 11/14/2018

What you need to know about Travel Advances and Travel Departmental Advances Who can get one What is the qualifying criteria Where to complete the request Who reviews the advance Who enters the advance into Banner When the funds are released Settlement of the advance Reconciliation of the Business Center clearing fund 11/14/2018

Who can request a Travel Advance? OSU Employee with at least > .5 FTE GRA, GTA Student that = .49 FTE 11/14/2018

Who can request a Travel Departmental Advance ? OSU Employee with at least > .5 FTE, usually the supervisor, who can request a Travel Departmental Advance on behalf of: Official Volunteers, who do not qualify for a Travel Advance Employees, who do not qualify for a Travel Advance Students, who do not qualify for a Travel Advance 11/14/2018

What is the Qualifying Criteria? All previous Travel Advances have been settled in full Budget authority has signed authorizing the travel OPAA has signed authorizing the travel when on Grant Funds Minimum of $250 that cannot be pre-paid for by other means 11/14/2018

Qualifying Criteria continued: And the travel is: Out-of state or international travel that is longer than five days Or Travel is on an extended trip (longer than 15 days) and the use of the Corporate Card is not a viable alternative to a travel advance Traveler is not eligible for the Corporate Travel Card- refer to OSU TRA 202:Corporate Travel Card for qualifications 11/14/2018

Where to complete a Travel Advance/Travel Departmental Advance Request The Travel Advance task is found under Travel in the OSCAR navigation panel (https://oscar.oregonstate.edu/) Both types of travel advances can be completed at this site Login is required by the traveler or the OSCAR user to complete the task 11/14/2018

Business Center Reviews the Travel Advance/Travel Departmental Advance Before approval verify the following: The Travel Advance meets the qualifying criteria Is the traveler eligible for the Corporate Travel Card? If yes, applications should be turned in with the Travel Advance request The traveler has submitted the Advance form at least five working days prior to the date the advance is needed 11/14/2018

Business Center Reviews the Travel Advance/Travel Departmental Advance continued Verify appropriate budget signature authorizing the Advance Verify allowable estimated amounts for per diem meals, lodging and other expenses that are requested in the advance amount Estimates are used as a guideline to determine what percentage should be granted 11/14/2018

Travel Advance 11/14/2018

Travel Departmental Advance 11/14/2018

Travel Advances are entered into Banner by the Business Center How will the traveler receive the Travel Advance/Travel Departmental Advance, will it be through an ACH or Check? ACH - Allow enough time for the ACH to be deposited into the account by the date needed ~ 3 day rule The Business Center will have to override the ACH option in FAAINVE if a check has been requested Check Pick Up - In the vendor invoice field include PU, Business Center phone extension and change the document indicator from M to 1 to ensure a single check 11/14/2018

Travel Advances are entered into Banner by the Business Center continued: In the commodity line use the following standard: Traveler’s last name, first initial and description plus dates of travel. Use FOATEXT to add any additional information Enter the accounting against the Business Centers clearing fund and use account code A3151 (Travel Advances) Scan supporting documentation into Nolij 11/14/2018

When the Advance funds are released Funds will not be released more than 7 days before the departure date Business Center staff will pick up and sign for the check in Kerr Admin (Window 16) The traveler or the OSU employee, on behalf of the traveler, must show photo ID at the time the check is picked up from your Business Center (if not known by the Business Center staff) 11/14/2018

When the Advance funds are released continued: The traveler or OSU employee must sign the Advance form acknowledging the receipt of the funds and agrees to the terms at the time the check is picked up or prior to the release of the ACH The settlement is due 45 days after the completion of the trip The settlement date is written on the Travel Advance/Travel Departmental Advance form and a copy is given to the traveler or the OSU employee, on behalf of the traveler 11/14/2018

Settlement of Travel Advance and Travel Departmental Advance The traveler submits travel receipts with a copy of the Travel Advance or the Travel Departmental Advance form to the Business Center The traveler receives a reimbursement when expenses are greater than the amount advanced The Business Center uses TRES to create an invoice using the travel itinerary, expenses and other details Use the accounting field to credit the Business Center clearing fund on account code A3151 Reference the original “I” doc # in the description All back up documentation is scanned into Nolij 11/14/2018

The traveler has travel expenses of $4160 The traveler has travel expenses of $4160.50 less the Travel Advance -$3753.00 that has been entered into TRES that shows a reimbursement to the traveler for $407.50 11/14/2018

Settlement continued: Traveler or OSU employee is responsible for the reimbursement to the university when expenses are less than the amount advanced Use TRES to create a “T” document using the travel itinerary, expenses and other details (To be deleted later ) A check is written to OSU for funds not expensed and the deposit is sent to the Cashier’s Office in Kerr Admin crediting it to the Business Center clearing fund on account code A3151 A JV is done by the Business Center to complete the settlement by a debit to the travel expenses and a credit to the Business Center clearing fund on account code A3151 Remember to scan back up documentation to the JV. For example: a copy “T” document from TRES, Advance form, conference documents, and other travel receipts 11/14/2018

The traveler has travel expenses that are less than the Travel Advance-$4,500.00. The travel is entered into TRES to create a “T” document (To be deleted later) and used as part of the back up documentation to the JV that posts the accounting Txxxxxxx 11/14/2018

Reconciliation of the Business Center clearing fund An excel spreadsheet is recommended to track the open Travel Advances Open Travel Advances/Travel Departmental Advances should be monitored monthly and balanced to the Business Centers Banner clearing fund Use FGITBAL to find the balance of your Business Center clearing fund All advances must be settled in the fiscal year the travel was completed 11/14/2018

Reconciliation spreadsheet example: 11/14/2018

Departmental Advances (non travel) 11/14/2018

The Departmental Advance creates a credit risk to the university and should only be issued for participant payment at the time of the activity Not to be held for the duration of the Research Project if there is an identifiable difference 11/14/2018

Departmental Advances ~For Official University Business ~ The Departmental Advance is given to an OSU employee for official university business. The approved use must directly benefit the university’s educational, research or public service objective to qualify as official university business. 11/14/2018

What you need to know about Departmental Advances Who can get one What is the qualifying criteria Where to complete a request Who reviews the advance Who enters it into Banner When the funds are released Settlement of the advance Reconciliation of the Business Center clearing fund 11/14/2018

Who can request a Departmental Advance (non-travel)? OSU Employee with at least > .5 FTE GRA, GTA Student that = .49 FTE 11/14/2018

What is the Qualifying Criteria? All previous Departmental Advances have been settled in full Budget authority has signed authorizing the use of the funds Preferred minimum of $250 11/14/2018

Where to complete a Departmental Advance Request The Departmental Advance is found under Payment Request in the OSCAR navigation panel (https://oscar.oregonstate.edu/) Login is required by the OSU employee to complete the task 11/14/2018

The Business Center Reviews the Departmental Advance Before approval verify the following: The Departmental Advance meets the qualifying criteria The OSU employee has submitted the Departmental Advance form at least five working days prior to the date the advance is needed Appropriate budget signature authorizing the departmental advance Description detailing the use of the funds Type of project Number of participants and each payment amount Institutional Review Board (IRB) number if one has been assigned 11/14/2018

Departmental Advances are entered into Banner by the Business Center How will the employee receive the Departmental Advance, will it be through an ACH or Check? ACH - Allow enough time for the ACH to be deposited into the account by the date needed ~ 3 day rule The Business Center will have to override the ACH option in FAAINVE if a check has been requested Check Pick Up - In the vendor invoice field include PU, Business Center phone extension and change the document indicator from M to 1 to ensure a single check 11/14/2018

Departmental Advances are entered into Banner by the Business Center continued: In the commodity line use the following standard: Employee’s last name, first initial and description plus dates of the participant activity. Use FOATEXT to add any additional information Enter the accounting against the Business Centers clearing fund on account code A3150 (Departmental Advances) Scan supporting documentation into Nolij 11/14/2018

When the Departmental Advance funds are released Funds will not be released more than 7 days before the date of the participant activity Business Center staff picks up and signs for the check in Kerr Admin (Window 16) The OSU employee must show photo ID at the time the check is picked up from your Business Center (if not known by the Business Center staff) 11/14/2018

When the Departmental Advance funds are released continued: The OSU employee must sign the Departmental Advance form acknowledging the receipt of the funds and agrees to the terms at the time the check is picked up or prior to the release of the ACH The settlement is due by the 15th of the next month following the completion of the participant activity The settlement date is written on the Departmental Advance form and a copy is given to the OSU employee 11/14/2018

Settlement of the Departmental Advance The OSU employee submits confirmation of the completion of the participant activity, a copy of the IRB if applicable, and a copy of the Departmental Advance form to the Business Center The OSU employee is responsible for the reimbursement to the university when expenses are less than the amount of the advance Use the Personal Reimbursement form found in Oscar to detail the participant activity A check is written to OSU for excess funds not expensed and credited against the Business Center Clearing fund on account code A3150 at the Cashier’s Office in Kerr Admin A JV is done by the Business Center to complete the settlement of the Departmental Advance by a debit to the expense and a credit to the Business Center Clearing Fund on account code A3150 11/14/2018

Settlement of the Departmental Advance continued: When no reimbursement is due to the OSU employee or to the university A JV is done by the Business Center to complete the settlement of the Departmental Advance by a debit to the expense and a credit to the Business Center Clearing Fund on account code A3150 Remember to scan back up documentation for example: a copy of Personal Reimbursement form, IRB, if necessary, and other receipts 11/14/2018

Reconciliation of the Business Center clearing fund An excel spreadsheet is recommended to track the open Departmental Advances Open Departmental Advances should be monitored monthly and balanced to the Banner clearing fund Use FGITBAL to find the balance of your Business Center clearing fund All advances must be settled in the fiscal year the participant activity was completed 11/14/2018

QUESTIONS? 11/14/2018

Thank you for attending Business Affairs Contacts General Questions Fixed Assets Janna Storm 737-4084 Financial Accounting and Analysis Diane McGill 737-6047 Accounts Payable & Travel Stephanie Smith 737-1825 Paul Marinello 737-0637 A/P 737-4262 Mark Fryman 737-0624 Treasure Hunt 737-9370 Autopays Bezu Abebe 737-0635 Charlotte Rooks 737-5422 Pcards Email Rose Hamilton 737-0650 BAFF.Accounting@oregonstate.edu Grants, Gift, and Foundation Funds OPAA 737-4711 11/14/2018