Fiscal Officer Meeting Thursday, September 18, 2008

Healthy For Life T. E. Atkins UM Wellness Program Jaime Capizzi - Wellness Program Manager 234 General Services Building

SENIOR FISCAL OFFICERS MEETING Joann Wilkinson September 18, 2008

C&C DEPTIDS C&C -- Communications and Computing Purpose of deptid is to spread the cost of telephones (communications) and computing. Faculty/Staff parking expense is spread to C&C deptids as well. Transfer in an amount equal to the amount of the expense being charged. Ending balance should always be zero. Contact Joann Wilkinson if C&C deptid is out of balance.

C&C Deptids Setting up new C&C deptids so there is one C&C deptid for each deptnode on the PS Department Tree at the department level. Joann Wilkinson will initiate new chartfield request.

Funding Commitment Form Required for any transfers of funds from “the Campus” to units. To be completed after both parties have agreed to the details. If funding a position, complete after the person has accepted the offer. Joann will route from Provost/Vice Chancellor to Chancellor.

TRANSFERS Running monthly report to check that transfer budget is in balance. Helps if use name convention TR-Transfer CSD1 = Unit giving up the funds CSD2 = Units receiving the funds Description = short description Example: TR-Nrsg-A&S-Fall semester courses (total of 30 characters)

New Chartfield Request New Chartfield Request – provide both sides of transfers on the request form, I will enter budget and process the transfer. Include the name of the chartfield on subject line. CC: Joann Wilkinson when you send a new chartfield request to the UMSL, NEW ACCT REQ.

PeopleSoft Upgrade to Version 9.0 BUDGET Financial System will be down the week of November 24 th. End users will not see a difference in the panels May affect queries Will need assistance with testing.

Budget Potpourri BASE transfers reports will be sent out monthly. Outlook out of office message – very helpful when handling BCM errors. Beginning balances – zero budgets have been entered. Working on upload to adjust budget beginning balance to equal actual beginning balance.

University of Missouri-St. Louis Senior Fiscal Officer’s Meeting September 18, 2008 Randall Vogan

Revised Business Policies BPM 504 – Methods of Transportation –Old rule: If use personal vehicle for official business outside of Missouri, reimbursement cannot exceed the rate of lowest available airfare –New rule: Effective July 1, 2008, if use personal vehicle for official business for a distance of more than 400 miles one-way or 800 miles round trip, the amount reimbursed cannot exceed an estimate of the lowest available airfare Must prepare a flying vs. driving cost comparison and attach copy to Travel Expense Voucher

Revised Business Policies Example of flying versus driving cost comparison

Revised Business Policies BPM 505 – Allowable Expenses –Affects: Reimbursement of meals when eaten alone and no overnight travel is involved –Old rule: Allowed reimbursement of meals on a non-taxable basis if the employee was in continuous travel status for 12 hours or more –New rule: Effective May 1, 2008, employee may receive an occasional meal reimbursement (typically Dinner) on a non- taxable basis if day travel extends their work day

PeopleSoft Financials Upgrade to 9.0 Upgrade from version 8.8 to 9.0 scheduled for the week of November 24 –No Finance Production access that week Go live on version 9.0 on Monday, December 1 Product support from Oracle for version 8.8 ends in December 2008 Version 9.0 includes enhanced functionality

PeopleSoft Financials Upgrade to 9.0 PeopleSoft HR will not be affected, this is only an upgrade to the Finance modules PS 8.8 Reporting instance and any web applications that point to the Reporting instance, such as PS Financial Reports, will be available during conversion Any web applications that rely on the production system will not be available, such as PS Journal Entry

PeopleSoft Financials Upgrade to 9.0 Prior to upgrade, all Finance modules in a test instance of version 9.0 and affected web applications will be tested by individuals in primary and secondary testing groups Preliminary testing indicates minor changes between versions 8.8 and 9.0 Campuses will determine the appropriate style of training (online, classroom, etc.)

Non-PO Voucher screen print from current PeopleSoft 8.8 production instance Accounts Payable Module

Non-PO Voucher screen print from PeopleSoft 9.0 test instance

Accounts Payable Module Plan to prepare Non-PO Voucher Quick Reference Guide similar to this for use in PeopleSoft 9.0

Unrelated Business Income (UBI) UBI Questionnaires (long form) were due back to Accounting last Friday, September 12 –Contact John Creamer if need assistance with form Criteria used to determine if activity generates UBI –Production of income from the sale of goods or the performance of services and expectation of profit –Conducted on a regular (year-round, periodic, seasonal, etc.) basis or in the same manner as commercial activities –Not substantially related to the University’s exempt mission of education, research, and public service If activity does generate UBI, must isolate revenues and expenses associated with activity

PeopleSoft Travel and Expense module purchased Implementation postponed until completion of PeopleSoft 9.0 conversion TRIP

Fiscal Officer Meeting Thursday, September 18, 2008 Meal Reimbursements Ernie Cornford

24 Non-taxable Reimbursements Three meal reimbursement categories are non-taxable to employees –Travel expense –Business expense –De minimis fringe benefit, hereafter referred to as overtime meal Excluded from employee’s gross income

25 Non-taxable Reimbursements- Travel Expense The employee is required to stay away from home overnight for business purposes Substantiation requirement – business purpose of trip must be documented Frequency – reimbursement not limited as long as business purpose is adequately documented

26 Non-taxable Reimbursements- Business Expense Business purpose of meals must be adequately documented –Substantiate amount, time and place, and business purpose –Meal must include bona fide business discussion –Meals eaten alone are not reimbursable as business expense Meal is considered a “working condition” fringe benefit, excludable from employee’s gross income Frequency – reimbursement not limited as long as business purpose is adequately documented

27 Non-taxable Reimbursements- Overtime Meal Employee on a day trip eats a meal while working additional hours –Meal reimbursement may qualify as a non- taxable overtime meal –Substantiation requirement – that employee was required to work beyond regularly scheduled hours –Meal reimbursement may only be provided on “occasional or infrequent” basis – not a regular occurrence

28 Requirements for exclusion from income as a non-taxable overtime meal if: –The meal is provided on an occasional basis AND –Overtime work required an extension of the employee’s normal work schedule AND –The meal enabled the employee to work overtime Non-taxable Reimbursements- Overtime Meal

Key Points in UM’s New Policy Options if employee makes day trips and is frequently and regularly reimbursed meals due to extended workday that do not meet the criteria for business expenses –Department should consider providing employee with a taxable meal allowance, or –Meal may be reimbursed to employee at departmental discretion and is included in employee’s taxable income, or –Department may choose not to reimburse. 29

Taxable Meal Allowances Departmental discretion is used in providing a meal allowance to an employee who is required to make day trips for business purposes and is frequently and regularly reimbursed for meals due to extended workday. Approved by department head or supervisor Included in taxable income on Form W-2 TMA – new earnings code for taxable meal allowance Submit Additional Pay form to the campus HR/Payroll Office using new earnings code TMA 30

Taxable Meal Reimbursements New earnings code for taxable meal reimbursements –TFM – reimbursement for meal no longer considered occasional due to frequency –Complete travel voucher and Additional Pay Form using earnings code “TFM” 31

Example An employee attends training at a downtown hotel. The training does not provide lunch, so the employee buys lunch at the hotel restaurant. –Since this situation did not involve overtime or overnight travel status, the meal cannot be reimbursed as a non-taxable overtime meal. 32

Example An employee leaves for an out-of-town training at 6:00 am and returns at 9:00 pm, eating dinner on the way home. –Since this situation required overtime hours, the dinner can be reimbursed as a non-taxable overtime meal as long as it is “occasional.” –Reimbursement is at the discretion of the department. 33