STAFF and PHONE NUMBERS Pam Giblet 450-3182 Project Coordinator AP/Travel Carissa Castleberry 450-5024 Fiscal Support Supervisor - Travel Jordan Kellybrew 450-3620 Fiscal Support Specialist – Travel Rae Miller 450-5028 Fiscal Support Analyst Sheila Williams 450-5025 Fiscal Support Specialist Dharmi Patel 450-5023

Last check run in June June 26, 2019 TR-1s to Travel by June 24 Invoices to AP by June 25

Last check run of the fiscal year July 8, 2019. Physically received on or before June 30 The receiving transaction date must be June 30, 2019 or before The invoice must be dated June 30, 2019 or before Invoices & TR-1s must be submitted by noon on July 3

This includes computers received in IT by June 30.

The date must be manually changed to June 30, 2019 if receiving is completed in July.

Under GAAP (Generally Accepted Accounting Principles) expenses must be recorded in the period in which they are incurred.

This applies to grants also.

FAQs on the Accounts Payable Website Prepaid Expense FAQs on the Accounts Payable Website https://uca.edu/financialaccounting/faq/

Sales Tax Music, video, and book downloads are taxable. UCA is required to pay tax on all taxable items. Vendors are not required to charge tax on the invoice if they do not have a physical location in Arkansas.

Send Pcard receipts for prepaid expenses and partial sales tax to apstaff@uca.edu

Tax is only on the items sold by Amazon

If the Sales Tax  column, shows a Y, the tax is correct Purchases on a P-CARD The P-Card log has been created to identify transactions with an incorrect sales tax rate for Conway. If the Sales Tax  column, shows a Y, the tax is correct If sales tax was charged on the purchase, and the Sales Tax  column shows an N, please send a copy of the Amazon receipt to apstaff@uca.edu.

ARAMARK Approval Process All ARAMARK invoices must have an approval sent to AP. Upon receipt of an order confirmation or an invoice copy  from Aramark,  the department should confirm that the order and amounts are correct and send to Accounts Payable via campus mail (McCastlain Basement) or email apstaff@uca.edu.  Approvals  sent by campus mail must have a valid PO number, and an approval signature.    Approvals sent by email must have the correct PO number added to the subject line, or in the body of the email.

Receiving in Banner is not sufficient to approve payment for Aramark invoices.

Example: Canon and AT&T Mobility Accounts Payable makes twelve payments per year on vendors that invoice monthly. Example: Canon and AT&T Mobility

AT&T Mobility If service is not canceled by May 21, you must have a PO in the next fiscal year.

Travel If the trip is completed please turn in your TR-1s ASAP. If the trip will cross the fiscal year the expenses up through June 30 must be turned in by July 3, 2019. Under GAAP, expenses that will cross the fiscal year must be recorded in the period in which they are incurred.

For example the trip is from June 27 to July 8. A TR-1 for the June 27 to June 30 expenses must be submitted by July 3. Travel Office will accept copies of receipts and the TR-1. The traveler will turn in the original receipts, sign the first TR-1 and submit a second TR-1 for the July 1 through July 8 expenses after returning from travel.

The June 30 Travel Card Transaction Logs are due in the Travel Office by 10:00 am July 3.

Open PO Report Memos

Rolling POs Must notify Accounts Payable and/or the Travel Office by email if you want a PO to roll Normally when a PO is rolled the budget does NOT roll with it Most standing POs do not roll

Bad excuses There wasn’t enough funds in the budget to create a PO so I thought we would pay the invoice next fiscal year. We did not submit the TR-1 because the traveler was not on campus. I didn’t have time to see if all invoices were paid on the PO and return the memo. Please roll the PO because I was on vacation the last week of June and/or the first week in July It was too late to do POs (call Purchasing)

July - Bad excuses I thought that was paid last year I thought since the PO was on a grant it would roll automatically I thought since the date of the travel was in the new fiscal year the PO would roll automatically

Please hand deliver all invoices and TR-1s after June 23