1. STAFF and PHONE NUMBERS Marcia Girdler 450-5025 Project Coordinator AP/Travel Fax 450-5319 Peggy Robinson 450-5024 Travel Supervisor Shannon Lucey 450-3620 Travel Clerk Jaleesa Farris (Thomas) 450-3245 A-J and Goddess Products Jolyn Spencer 450-5023 K-Z and AT&T Mobility

2. Pam Giblet 450-3182 Departmental sponsored credit cards Part of Individual Credit cards Ghost credit Cards Rae Miller 450-5028 Apple ComputerFisher Scientific ARAMARK Food ServicesHP, Inc. Arkansas Democrat Gazette IncHiegel Supply AT&THome Depot Credit Services Ben E KeithIrby Canon SolutionsLog Cabin Democrat Centerpoint EnergyLowe's City of Conway SanitationSherwin Williams Conway CorporationShred-it Textbook Brokers Department of Information SystemsUnifirst Corp Federal ExpressUSBank – P-Cards Windstream

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

4. This applies to grants also.

5. Last check run in June June 28, 2016 Must be physically received Must have a valid invoice Must be received in Banner

6. Last check run of the fiscal year July 7, 2016. Physically received on or before June 30, 2016 The invoice must be dated June 30, 2016 or before The receiving transaction date must be June 30, 2016 or before

7. Received date must be June 30, 2016 or before

9. Ordered 6 Order Date 5/31/2016

10. INVOICEInvoice ReferenceInvoice DateHP INC hp 5780750239533465-001 06/28/16 PO Box 101149 Order DatePurchase Order #Payment TermsAtlanta, GA 30392-1149 06/01/16P0100511Net 30 DAYS GOV Ship DateDue DateTotal Amount (USD)D-U-N-S 00-912-2532 06/25/1607/27/16$2,803.44FED ID#: 94-1081436 Billed to:Shipped to: University of Central Arkansas 201 Donaghey Ave Accounts PayableInformation Technology Conway, AR 72035 Line Number Order Quantity Backorder Quantity Quantity ShippedProduct #Product Description Unit Price (USD) Extended Price (USD) 1101WSCA B27164 ProBook 655 G2 607.32 3624WSCA E56971 HP EliteDesk 705 G2 492.64 1,970.56 Sub-Total 2,577.88 Shipping - Sales Tax 225.56 TOTAL USD 2,803.44 4 shipped Invoice Date 6/28/2016

11. Order on time, June 1, 2016 Physically received on June 30, 2016 The invoice dated is June 28, 2016 The receiving transaction date in Banner is June 30, 2016 Which year should it be paid from 2015- 2016 or the 2016-2017?

12. 2015-2016

13. INVOICEInvoice ReferenceInvoice DateHewlett-Packer Company hp 5915375939133465-001 07/01/16 PO Box 101149 Order DatePurchase Order #Payment TermsAtlanta, GA 30392-1149 05/27/16P0100511Net 30 DAYS GOV Ship DateDue DateTotal Amount (USD)D-U-N-S 00-912-2532 06/28/1607/30/16$1,198.73FED ID#: 94-1081436 Billed to:Shipped to: University of Central Arkansas 201 Donaghey Ave Accounts PayableInformation Technology Conway, AR 72035 Line Number Order Quantity Backorder Quantity Quantity ShippedProduct #Product Description Unit Price (USD) Extended Price (USD) 2101WSCA B27454 UltraSlim Docking Station 117.00 3602 WSCA E56971 HP EliteDesk 705 G2 492.64 985.28 Sub-Total 1,102.28 Shipping - Sales Tax 96.45 TOTAL USD 1,198.73 Second 2 shipped Invoice Date July 1, 2016

14. Order on time, June 1, 2016 Physically received on June 30, 2016 The invoice dated is July 1, 2016 The receiving transaction date in Banner is June 30, 2016 Which year should it be paid from 2015- 2016 or the 2016-2017?

15. 2016-2017

16. ARAMARK Approval Process When a department receives an order confirmation or an invoice copy from Aramark, the department should confirm if the order, and amounts are correct. Then send the approval to Accounts Payable via campus mail (McCastlain 019) or email (apstaff@uca.edu). 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.

18. Go to FGIENCD to see payments on a purchase order.

19. Items purchased Balance of PO

20. Balance of PO $7.00

21. You must be setting in the last block to EXTRACT the data.

22. If you go to “Help” Then “Extract Data No Key” Then “Open” You can extract your data into an EXCEL spreadsheet.

25. Balance of PO $7.00 Transaction DateTypeAction Transaction Amount Remaining BalanceDocument Code 8-Jul-14PORD 45.50 P0082115 114-Aug-14INEI (3.50) 42.00I0256176 217-Sep-14INEI (3.50) 38.50I0259004 316-Oct-14INEI (3.50) 35.00I0261807 412-Nov-14INEI (3.50) 31.50I0263849 511-Dec-14INEI (3.50) 28.00I0266683 615-Jan-15INEI (3.50) 24.50I0268703 711-Mar-15INEI (3.50) 21.00I0272707 Increase13-Mar-15CORD 45.00 66.00P0082115 816-Mar-15INEI (3.50) 62.50I0273077 927-Apr-15INEI (12.50) 50.00I0276572 Extra27-Apr-15INEI (49.50) 0.50I0276619 Increase27-May-15CORD 10.00 10.50P0082115 1028-May-15INEI (3.50) 7.00I0279719

26. Accounts Payable makes twelve payments per year on monthly payments. Example: Canon Example of a standing PO to see the invoices paid is Cintas

27. FGIBDST

28. Then next block Type in your index When you set in the first column you will see Encumbrances, Budget, & Expenses When you set in the YTD column you will see only Expenses

29. Select “Options” then select “Transaction Detail Information” (FGIFRND)

30. When you set in the first column you can see encumbrances, budget, & expenses.

31. When you set in the YTD column you will see only expenses.

32. To extract data into EXCEL select “Help” & select “Extract Data No Key”

33. Select “Open”

34. AccountOrganizationProgram Activity DateTypeDocumentDescription Commit TypeFundActivityLocation Transaction DateField Amount Increase (+) or Decrease (- ) 710101703000215021-May-15RGJVJ0036972April 2015 HR Penalty FeeU110001 6-May-15YTD 25.00+ 710101703000215014-Aug-14INEII0256176Cintas CorporationU110001 14-Aug-14YTD 3.50+1 710101703000215017-Sep-14INEII0259004Cintas CorporationU110001 17-Sep-14YTD 3.50+2 710101703000215016-Oct-14INEII0261807Cintas CorporationU110001 16-Oct-14YTD 3.50+3 710101703000215012-Nov-14INEII0263849Cintas CorporationU110001 12-Nov-14YTD 3.50+4 710101703000215011-Dec-14INEII0266683Cintas CorporationU110001 11-Dec-14YTD 3.50+5 710101703000215015-Jan-15INEII0268703Cintas CorporationU110001 15-Jan-15YTD 3.50+6 710101703000215011-Mar-15INEII0272707Cintas CorporationU110001 11-Mar-15YTD 3.50+7 710101703000215016-Mar-15INEII0273077Cintas CorporationU110001 16-Mar-15YTD 3.50+8 710101703000215027-Apr-15INEII0276572Cintas CorporationU110001 27-Apr-15YTD 12.50+9 710101703000215027-Apr-15INEII0276619Cintas CorporationU110001 27-Apr-15YTD 49.50+Extra 710101703000215028-May-15INEII0279719Cintas CorporationU110001 28-May-15YTD 3.50+10 710101703000215019-Aug-14RGJVJ0033556Copy Center ChargesU110001 19-Aug-14YTD 63.80+ 710101703000215022-Apr-15DCENFP000188Goddess 03/15 INVOICE 762248111001U110001 22-Apr-15YTD 271.86+ 71010170300021502-Jun-15DCENFP000200Goddess 04/15 INVOICE 762920089001U110001 22-May-15YTD (134.49)- 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 3.39+ 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 3.64+ 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 4.37+ 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 4.65+ 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 5.02+ 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 7.93+ 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 8.54+ 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 9.83+ 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 12.42+ 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 17.39+ 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 231.51+ 71010170300021504-Nov-14DCENFP000141Goddess 10/14 INVOICE 737912767001U110001 31-Oct-14YTD 268.98+ 71010170300021507-Jan-15DCENFP000162Goddess 12/14 INVOICE 745193410001U110001 31-Dec-14YTD 1.35+ 71010170300021507-Jan-15DCENFP000162Goddess 12/14 INVOICE 745193410001U110001 31-Dec-14YTD 5.02+ 71010170300021507-Jan-15DCENFP000162Goddess 12/14 INVOICE 745193410001U110001 31-Dec-14YTD 5.56+

37. A T & T Prefer each cell phone on a separate PO Easier to increase Easier for AP to process

38. A T & T If services is not canceled by May 23 a PO must be process in the next fiscal year.

39. Travel If the trip is completed please turn in your TR-1’s ASAP. If the trip will cross the fiscal year the expenses up through June 30 must be turned in by July 5, 2016. Under GAAP (Generally Accepted Accounting Principles) expenses that will cross the fiscal year must be recorded in the period in which they occurred.

40. For example the trip is from June 27 to July 3. 1.You will need to turn in a TR-1 for June 27 to June 30. Travel Office will accept copies of receipts and the TR-1. 2.When the traveler returns from their trip then they should turn in the original receipts plus a second TR-1 for July 1 to July 3.

41. Starting July 1, 2016 1.Mileage rate will be.42 2.Old version of the TR-1 and Change of Date Memo will no longer be accepted.

42. Other Travel Updates 1.US Bank PO’s cannot be used for employee’s travel expenses 2.Memberships should be paid on 710101 not a travel account code. a)Separate line on travel PO b)Separate PO 3.No Airfare upgrades should be paid with a UCA credit card

43. Rolling PO’s Must notify Accounts Payable and/or the Travel Office in writing if you want a PO to roll Normally when a PO is rolled the budget does NOT roll with it Most standing PO’s do not roll

44. The credit card logs from June 16 to June 30 are due in to the Travel Office by noon July 5.

45. Bad excuses 1.Please roll the PO because there is not enough funds to pay the invoice in this fiscal year 2.Please roll the PO because the traveler is not on campus to complete their TR-1 3.Please roll the PO because I don’t have time to mess with it, I’m getting ready for …. 4.Please roll the PO because I was on vacation the last week of June and/or the first week in July 5.It was to late to do PO’s (call Marcia and/or Cassandra)

46. Come the first of July-Bad excuses 1.There wasn’t enough funds in the budget to create a PO 2.I thought that was paid last year 3.I thought since it was a grant it would roll 4.I thought since the date of the travel was in the new fiscal year the PO would roll

47. From June 27 to July 6 please hand deliver items to Accounts Payable