Financial Rep Meeting February 17, 2014

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Accounts Payable: New Expenditure Guidelines Effective April 1 st, 2014 At-a-Glance changes ◦ Athletics and Student Activities have been removed ◦ Technology Fee has been added ◦ Account column has been added 3

Expenditure Guidelines Student Activities will mirror the Auxiliaries column ◦ Except for items funded by A&S (Activity & Service) fees Reference the use of A&S funds when preparing ◦ Purchase requisitions ◦ Payment request forms (PRFs) When in doubt, please call either Accounts Payable or Purchasing 4

Expenditure Guidelines Additions Dues/Fees for professional, occupational or other license ◦ Allowable if specifically authorized by law and necessary to perform duties Student travel is allowable if it benefits the University ◦ Does NOT include recruiting Frames for pictures or art is allowable on vending ◦ If it meets the mission of the University – Instructional or Informational 5

Accounts Payable Monthly Lease Payments ◦ New way to create lease payments:  PRFs or  Spreadsheet upload ◦ You may prepare the entire budget year’s payments at one time  For example, 12 PRFs or 1 upload file ◦ Each payment will be budget checked and posted  However, payment will not be made until the scheduled payment date ◦ Payments that require SRA approval must be routed appropriately 6

Accounts Payable Monthly Lease Payments, cont’d ◦ This will impact your budget in that you will see the whole year’s worth of payments at one time ◦ Efficiency: you will not have to think about leases until next year ◦ If there is a problem and you need to stop a payment, then contact Accounts Payable before the next payment is due 7

P-Card Updates Receipt Exceptions – All departments must /fax receipts with their monthly reconciliation beginning July 2014 Expanded Duties – The P-Card unit will begin auditing Travel and Accounts Payable Updated P-Card manual in the works 8

Updated Travel Policy New items to note ◦ Fly America Act ◦ Rentals of GPS units necessary for conducting business is allowed ◦ Documentation of traveler’s receiving “less than entitled to” must be maintained by the departments 9

Disbursement Services Contacts Carla Daniels Associate Controller Raynell King Accounts Payable Jennifer Pittman Travel Denise Winchester P-Card Justin Kraft P-Card 10