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 (  ) on your keyboard. Try it now. If you want to return to the previous slide, click the left arrow on your keyboard (  ). 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 Non-Contract Purchase: 503 Form….…9 Contract Purchase: 508 Form………….18 Contract Purchase: 508 Form………….18 Travel Requests……………………………..20 Travel Requests……………………………..20 Travel Reimbursement…………………...30 Travel Reimbursement…………………...30 Click on one of the above links to jump to that topic, or hit the spacebar to view the complete presentation.

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 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. Getting Your Stuff Paid

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

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

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

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

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

19 The 503 Form 08P-0213 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. When approved, you will be issued a Purchase Authority Number and a copy of this form will be returned to you.

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

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

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.)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 Quarters are meal reimbursements based on reimbursements based on travel quarters of the day. travel quarters of the day. Quarters are only provided in the case of an overnight stay. 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. 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. In-State/Border City Quarters FY2009 In-State/Border City Quarters FY2009

27 IN-STATE/BORDER CITY QUARTERS 2009 IN-STATE/BORDER CITY QUARTERS 2009 Figure the number of quarters you are entitled to. You get the quarter you leave in, but not the quarter you return in. Step 1 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. Figuring Quarters

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

29 IN-STATE/BORDER CITY QUARTERS 2009 IN-STATE/BORDER CITY QUARTERS 2009 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 Dinner18.00 Step 3 Figuring Quarters

30 IN-STATE/BORDER CITY QUARTERS 2009 IN-STATE/BORDER CITY QUARTERS 2009 Figure the dollar amount based on your deductions, if any. Step 4 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 $ Figuring Quarters

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

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’s Social Security Number.

37 DA-125 Travel Payment Voucher The date you traveled Departure & arrival times 1930 Log private vehicle miles, if any. 112Salina27.00Comfort Inn75.00 Your destination 50.00Hazmat Conf Registration Quarters Hotel where you stayed and its cost. If this was billed to KDEM, write-in “DB” instead of amount. Indicate other fees, tolls, etc., here. Fill in this section completely. Verify the rate is correct.

38 DA-125 Travel Payment Voucher Break out your expenses per day Salina27.00Comfort Inn Hazmat Conf Registration Comfort Inn lunch provided -9.50

39 DA-125 Travel Payment Voucher Salina27.00Comfort Inn Hazmat Conf Registration The spreadsheet will automatically fill in the totals below Comfort Inn lunch provided 224

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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