1. STAFF and PHONE NUMBERS
Pam Giblet AP/Travel Manager
Fax
Carmesha Jemerson AP Supervisor
Sharla Ashcraft AP
Sheila Williams AP
Rae Miller Accountant/AP
Peggy Robinson Travel Supervisor
Shannon Lucey Travel

2. Does AP always require an invoice?

4. Yes, with only
two exceptions.

5. United States Postal Service
Gift Cards

6. Can contracts be used in place of an invoice?

7. Contracts should only be used on services never for items.

8. If you are creating an invoice for an honorarium or stipend, you must use the invoice template on the AP page.

9. Canon Invoices
Copies of Canon invoices are available on the Canon emanage website
Instructions are available on MyUCA > Accounts Payable > “Canon Solutions Invoice Instructions”

10. Approving ARAMARK Invoices
Sign the order confirmation or invoice copy and return to Accounts Payable with the correct PO number or
Confirmation sent by to must have correct PO# in subject line or in the body of the

11. Why are account codes important?

12. Account codes are very important because they affect:
Equipment (Inventory)
1099’s (Services to individuals)
Travel
Financials

13. When determining which account code to use, should you take into consideration tax, shipping, and other fees?

14. A $460 chair could be 730205 after adding tax and shipping charges.
Yes
A $460 chair could be after adding tax and shipping charges.

15. Total
Each
Cost
460.00 X
10.00 =
4,600.00
Tax
.0875
402.50
5,002.50
500.25
Shipping
5.00
50.00
5,052.50
505.25

16. Is UCA tax exempt?

17. UCA is NOT tax exempt.
Most Arkansas vendors charge sales tax on all taxable items, but many out of state vendors do not.
If there is no tax on the invoice, but the item is taxable, UCA is required by law to remit use tax.
Current tax rate is .0875
State is .065
City is .0175
County is .005

18. Not all purchases are taxable

19. Nontaxable Purchases
Advertising
Insurance
Memberships
Online books or other services that are all online (May be changing soon)
Postage
Prescription drugs, insulin and test strips
Registrations
Reimbursements
Royalties
Services are exempt unless listed in the DFA Sales Tax Rules
Shipping only vendors (Example: DHL, FedEx or UPS)
Software or software licenses when no tangible items are received (Example: downloaded) (May be changing soon)
Some Contracts - depending on the terms of the contract.
Stipends/honorariums
Subscriptions
Travel

20. What is a tax rebate?

21. City and county tax is capped at $2,500 thus rebates are given on invoices over $2,500.
For a tax rebate, it does not matter if the vendor charges the tax or if UCA paid use tax.

22. Is receiving required on all invoices?

23. Receiving is NOT required on the following:
Contracts
Dues
Memberships
USPS (Postmaster)
Prepays
Registrations
Reimbursements
Standing orders
Subscriptions
Travel
Annual Software license renewal

24. When should I complete a partial receiver?

25. Four items were ordered and only three came in, one was back-ordered.
Accounts Payable has an invoice for 3 items that is due for payment.

26. Under GAAP (Generally Accepted Accounting Principles) expenses that will cross the fiscal year must be recorded in the period in which they occurred.

27. This is why we have
pre-pays.

28. Prepays
Advertising
Annual Access Fee
Insurance
License Renewal
License/Support
Maintenance
Membership
Online Training
Protection Plan
Service Contract
Software License
Subscription
Tech Support
Termite contract

29. Do pre-pays affect your budget?
If so how?

30. The part of the expense that is for the next fiscal year is credited back to the current year budget and deducted from next year’s budget.

31. When can a check request be used?

32. Check Request/Refunds
Scholarship refunds
Overpayment
Ticket refunds
Registration refunds
Other refunds where UCA first receipted the funds, and the funds must be returned to the original owner

33. Where do you see requisition
approvals?

34. Self-Service
Finance
View Document
Approval History

36. Document Identification
Document Number R
Type
Requisition
Originator:
Jane Doe
Approvals required
Queue
Description
Level
Approvers
GRN1
GR TRAVEL CATCH ALL QUEUE 20
Nancy Turner
Sandy Ahne
PRG1
PROVOST GR TRAVEL 32
Jonathan Glenn
Laura Young
BCD1
SCIENCE 30
Tom Smith
Tom Addison
TRA1
Travel Administrator 10
Jeremy Bruner
Pam Giblet
Peggy Robinson
Approvals recorded
Date
User
SBC1
10-Oct-14
Ben Cates

37. In what order are requisitions approved?

38. Follows the chain of command
Then Grants
Next Travel
Then to budget if NSF

39. Where do you find your Banner messages?

40. Click on Check Banner Messages to see them

41. Where can you see if a check has cleared the bank?

42. Direct deposits do not show as cleared
Check has cleared the bank

43. What is a Direct Billing Request?

44. The Direct Billing Request should be completed when paying a vendor directly for a state employee’s food or lodging. For example, but not limited to:
Staff Development
University Advancement
Student Recruitment
Student Orientation
Student Training/Development

45. What is New in Travel?

46. Students may be listed as Guests of State on an employees PO.
All conference travel including student groups must now be coded to
Students may be listed as Guests of State on an employees PO.

47. Memberships May be paid with registration if required.
Must be paid on account.
Second line on travel PO
Separate membership PO

48. POs with Multiple FOAPs
Must indicate in document text which FOAP to use first if there is a preference.

49. Where does my original receipt go?

50. Attached to the TR-1
Ghost Card Receipts
Individual sponsored card receipts
Expenses paid with personal funds
No personal meal receipts except day travel
Attached to Travel Card Log
Original receipts for all charges

51. Employees must never share a room with a student!

52. Renting a vehicle always requires a PO.

53. Normally, the expense should go on the traveler’s PO for the trip.

54. AACUBO Conference in Heber Springs, AR
October 4-6, 2016
Registration was paid on P
Lodging - Ghost Card $
Meal $
Rental Van - Enterprise Ghost Card $

55. If you create a PO to Enterprise you will also need a PO to WEX for gas.

56. Can you ever purchase your own airline ticket?

57. Only when it can be documented that it saves the university money.

58. Can you purchase airfare and lodging together?

59. Yes, but only if you provide documentation of the cost savings before purchase.

60. Cost Separately
Percent
Split
Cost Together $
Flight $
30% $
Lodging $
70% $
Total
$ 1,150.00
100% $

61. How many days in advance should an airline ticket be purchased?

62. 14 days
An “Airfare Purchased Less Than 14 Days” form must be signed by the President
before purchase

63. What are the percentages for travel advances?

64. 50% in the US
75% in foreign countries
90% student group travel

65. Which travel expenses are not eligible for an advance?

66. Airfare
Registration
Lodging
Rental Car

67. How many days in advance can you pickup a travel advance and who can pick it up?

68. Two working days and only the traveler can pick it up.

69. Does UCA pay per diem rates?

70. The traveler must claim actual expense up to the maximum allowed.
No, never!
The traveler must claim actual expense up to the maximum allowed.

71. On the first day of travel what is the maximum a state employee can claim for meals?

72. Per state travel regulations
75% of the maximum allowed for the destination city

73. On the last day of travel what is the maximum a state employee can claim for meals?

74. This is 75% of the maximum allowance for Conway.
$38.25
This is 75% of the maximum allowance for Conway.

76. The Traveler’s Daily Meal Expense Form will help the traveler keep up with meal expenses.

77. Travelers' Daily Meal Expenses
Traveler's Name:
Pam Giblet
PO # P
Cost
Tip
Total
Date:
Sunday, February 4, 2017
Thursday, February 8, 2017
Breakfast -
 Provided by conf
Lunch
15.00
2.25
17.25
16.00
18.25
Dinner
25.25
3.50
28.75
Snacks
1.50
TOTAL
41.75
5.75
47.50
17.50
19.75
Maximum allowed
40.50
45.00
Monday, February 5, 2017
Friday, February 9, 2017
10.00
11.50
17.00
2.55
19.55
30.00
4.50
34.50
Awards Banquet
27.00
4.05
31.05
Tuesday, February 6, 2017
Saturday, February 10,2017
5.00
0.75
20.00
3.00
23.00
8.00
3.30
33.30
38.25
Wednesday, February 7, 2017
25.00
3.75

78. When can a traveler be reimbursed for meals without an overnight stay?

79. Traveler must have been away from their official station twelve hours or more
Must attach completed “Day Travel Without Overnight Stay Form” and the itemized receipt(s) to TR-1.

80. Am I allowed to pay tips?

81. Only on meals
Not taxis

82. Is there any time that I am allowed to pay more than 15% tips?

83. Only on student groups when a mandatory gratuity was added by the vendor due to the size of the group.

84. What is required for moving expenses?

85. Moving Expenses
Approval in writing by the administrative head or vice president must be attached to the TR-1.
Account commodity 96256
An approved travel purchase order.
Attach the itemized receipts to the TR-1 and forward them to the Travel Office.

86. What are the most common reasons for the amount on my
TR-1 being marked down?

87. Vicinity miles not listed separately
Claiming meals provided by the conference
Incorrect amounts for meals on first and last days of travel

88. What are the most common reasons for a delay in receiving my travel reimbursement?

89. Not attaching a conference agenda
Not providing receipts for incidentals
Not listing departure and return times
Not listing actual travel dates on the PO
Not completing the Special Lodging Authorization or Rental Car Justification sections

90. All travel dates should be listed on the second page even if you don’t have charges for that particular date

91. What are some valid reasons a traveler might exceed the maximum lodging allowance?

92. Conference hotel
Safety & availability
Networking – you must list why and/or with whom
Event held at the hotel

93. Why is it important to complete the third page of the TR-1?

94. To ensure PO has enough money to reimburse the traveler and pay the credit card.

95. 2102.70 UCA's Travel Expense Reconciliation Form
Expenses paid on the Ghost Credit Card, Department Credit Card or Individual UCA Credit Card
Name of Payee:
Pam Giblet
Travel PO Number: P
DATE
NAME OF TOWN VISITED
PO # or CREDIT CARD TYPE
HOTEL ROOM
COMMON CARRIER
RENTAL CAR
INCIDEN-TALS**
OTHER
REGISTRATION FEE (C)
TOTAL DIRECT BILLED PER DAY
TOTAL FROM TR-1
GRAND TOTAL DAILY EXPENSES
09/12/15
St Louis MO
Ghost C/C
135.00
493.00
300.00
948.00
81.70 *
20.00 ** C
09/13/15
155.00
27.00
182.00
09/14/15
34.50
189.50
09/15/15
09/16/15
18.00
173.00
09/17/15
47.00
202.00
09/18/15
0.00
144.50
01/00/00
SUB-TOT EXPENDITURES
XXXX
#REF!
379.70
**A)Postage B)Parking Fees C)Registration D)Emergency Car Repairs E)Guide Services for the Blind & Wards of State
F) Minor Purchases G)Meals for State Guests H)Other (Explain)
*Hotel tax rate
16% ``

96. When are TR-1s due in to the Travel Office?

97. Five working days after the last day of the trip.

98. Please, do not contact the Travel Office to inquire about TR-1 reimbursements until 3 weeks after submission.

99. Does a guest of state have to sign their own TR-1?

100. Yes, if at all possible. If not, the guest the completed TR-1 and they may approve it with an .

101. What should the sponsored credit cards be used for?

102. GUIDELINES FOR USE OF SPONSORED CREDIT CARDS
The Sponsored credit card can be used for, but not limited to:
Airline tickets
Conference fees
Lodging
Meals with a team/group of students.
Incidentals within the scope of normal group travel
Must have itemized receipts

103. Can department credit cards be used for meals?

104. Only when purchasing meals for student groups while traveling.
Must notify Travel Office to have meals allowed on the card.

105. Always go to MyUCA or the Travel Page for the latest version of the TR-1.