1. UNC GA Business Services Guidelines
Accounting Services – DP Singla
Purchasing – Melaina Hall
Contracts & Grants – Sarah Smith
PeopleSoft – Scott Ganas
Q&A
**Please turn off cell phones or place them on silent

2. University of North Carolina General Administration
Accounting Services
University of North Carolina
General Administration

3. Accounting Office Topics: Who are we, what do we do?
What’s involved in all that?
Travel Process
Travel Authorization Form, Travel Advance, Travel Reimbursement, Web Travel, various Forms, and Procedures, i.e., per diem, breakfast, dinner, overnight stay, … etc.
Conference Approval Process
Conference Approval Form and Procedure
Campus Voucher
Deposit
VISP
AR/Billing
Who to contact for what?

4. Accounting Office– What do we do all day?
On a daily basis, we handle cash transactions for UNC GA, UNC-TV, NCSEAA, NCCIU, SAA
What does this mean?
We collect money
We pay people
We do other things too
Financial Reporting
Assist departments with research

5. Accounting Office – What do we do all day?
What does this entail?
Coordination with GA budgeting
Coordination with Office of State Budget and Management (OSBM)
Coordination with Office of State Controller (OSC)
Coordination with UNC-CH
Payroll
Processing checks

6. Accounting Office – A simplified view

7. Accounting Office – Travel Authorization Form (TAF) for Employees and Non-Employees
Required for overnight travel
Prior to travel happens, fill out the form below (appropriate Box should be checked for employee or non-employee) and route for approvals

8. Accounting Office – Travel Advance (Employees ONLY)
Travel Advance has 2 components
Paper travel authorization (TAF)
Web Travel authorization in PeopleSoft for issuing travel advance to traveler and Registration amount directly to the outside Vendor
TAF should be initiated ASAP once someone knows they are traveling that has overnight stay involved since this is usually the process that takes more time
Once TAF is approved, initiate the Web Travel advance
two weeks ahead of the trip departure date for employee advance
ASAP for vendor in case of registration
Attach all supporting documents including approved TAF

9. Accounting Office – Travel Reimbursement (TR)
For employees:
Travel Reimbursement has 2 components
Paper travel authorization (TAF) - required for overnight travel
Web Travel in PeopleSoft and attach supporting documents including approved TAF
For non-employees:
Travel Reimbursement has 3 components
Paper travel authorization (TAF) – required for overnight travel
Paper travel reimbursement form (shown on next slide)
Campus Voucher in PeopleSoft and attach all supporting documents including approved TAF and travel reimbursement form

10. Accounting Office – Travel Reimbursement Form for Non-Employees
Create Campus Voucher & attach all supporting documents including approved TAF

11. Accounting Office – Web Travel (WT) Guidelines
Traveler Acknowledgment Form – Signed and dated
For all travel to Washington, DC for lobbying purposes-Lobbying is distinguished on the UNCGA ‘paper’ travel authorization. Also include this information in Web Travel in the travel purpose field - the description should be Lobbying = Yes or Lobbying = No
Mileage is measured from the closer of duty station or point of departure to destination and return.
Round trips 75 miles or less – Reimbursed at .54/mile – Trans Type = Car
Round trips over 75 miles-Reimbursed at .34/mile –Trans Type=Car Motor Pool
Trans Type –Ground includes taxi, shuttle, train, bus, subway, gas, parking, tolls, rental car
Trans Type –Air includes airfare and baggage fees
Meals - Reimbursable if travel involves a destination located 35 miles from employee’s duty station or point of departure whichever is less. Not reimbursable if included in registration or paid by others. Departure and Arrival times are required to determine meal eligibility

12. Accounting Office – Web Travel (WT) Guidelines
Reminder:
Mileage is measured from the closer of duty station or point of departure to destination (and return) – attach documentation to prove which is shorter…especially for those will several road trips…e.g. New Teacher support
Put in NotePad – details/narrative of trip for travel auditor to better understand.
Any non-reimbursable items such as hotel or transportation – explain in NotePad to issues with WT

13. Accounting Office – Web Travel (WT)

14. Accounting Office – Web Travel (WT)
Reimbursement Rates per OSBM as of 7/1/ includes tip

15. Accounting Office – Web Travel (WT)
Lodging
Reimbursable if travel involves a destination located 35 miles from employees duty station or point of departure whichever is less
Check for incidentals not covered (food/beverage, movies, etc.)
Tips for housekeeping, room service, and other hotel services are not reimbursable
Tips
No receipt required for tips for baggage at air terminals or place of lodging if reasonable
Per OSBM
Airports: Baggage Handling/Skycaps = no more $2 per bag
Shuttle Drivers = no more than $2 per bag
Airports: Parking/Auto related: Valets = $2 per car when collecting
Taxi Driver = 15% of fare and $1-$2 a bag

16. Accounting Office – Travel Authorization Form (TAF) for BOG only
Create Campus Voucher and attach all supporting documents including form below

17. Accounting Office – Conference Approval Form (CAF)
For conferences, meetings, etc.
Any event that involves food needs to be Pre-approved
Fill out the form below in its entirety and route for approvals
Create Campus Voucher and attach supporting documents including approved CAF

18. Accounting Office – Conference Approval Form (CAF)
All meal expenses paid from non-state funds
Lunch : Meeting lasts more than 6 hours and involve external participants
Dinner: Meeting lasts more than 1 day and involves external participants
Breakfast and Break will not be authorized
Any exceptions to the guidelines must be approved by the Sr. VP of Finance and Budget and Sr. VP of AA
Breakfast $ 8.30 per person
Lunch $ per person
Dinner $ per person
Break $ 4.50 per person

19. Accounting Office – Conference Approval Form (CAF)
Information below came from Best Practices and Tips Manual

20. Accounting Office – Business Meal Entertainment (BME)
For President and SVPs use only; otherwise special permission is needed from Finance (SVP)
NOT intended for internal entertainment or meals
Form must be filed out in its entirety and signed
Attach copy of itemized receipt and credit card slip
Identification of the persons or group being entertained. If a small group (eight or fewer individuals) is being entertained, the names and total number of all persons attending must be shown
A statement as to the reason for such business entertainment. Indicate how the business entertainment benefited the organization and clarify the relationship of the persons in attendance to the particular aspects of the organization's programs or activities (titles, committee names, field of interest of person being entertained, reason for visitor being on campus, etc.)
The place of entertainment. The location must be provided. Receipts for business entertainment expenses are required for reimbursement to employees
Payments are made for business entertainment expenses when the documentation is complete. If appropriate action cannot be taken to properly document the expense, the employee must bear the cost of the business entertainment

21. Accounting Office – Business Meal Entertainment (BME)
Location of the BME form:

22. Accounting Office – Campus Voucher
Do not create a Campus Voucher (CV) until you have all required documents needed for approval
Remember to attach any TAF’s, CAF’s, or BME’s before submitting voucher
When paying an invoice for membership, subscription dues, etc. (anything with date range), the date range needs to be put in the “Description” field
Once a Campus Voucher has been created do not forget about it. Be on the lookout for any s received indicating an approval or denial. If denied, review comments and make corrections as soon as possible.
Also, if you have entered a CV and have not received an approval notification within a reasonable period of time, check the status and follow up with your approver.
When keying vouchers associated with Non-Employee travel, separate invoice lines (not Distribution lines) needs to be created for each Travel expense; i.e., meals, lodging, etc.
If you have been contacted by Central Office to make any corrections on CV, correct it and re-submit for approvals

23. Accounting Office – Campus Voucher
Instructions to hold Check in the Office or to Change the Payment Terms:
Enter comments in the comment section of the Campus Voucher AND Accounting Office to change the handling code “Y”
such as; return check to the department, enclose copy of invoice with check, or hold check in the Accounting Office to be picked up, etc.
Accounting Office to change the “Payment Terms”

24. Accounting Office – Campus Voucher – Common issues
Creating vouchers without documentation attached (TAF, CAF, and Receipts etc.)
Incorrect remit to address and location
Missing description
Missing date range for subscription/membership
Incorrect account number for travel (meals, lodging, parking)
Incorrect Fund for food and entertainment (florist, linens, party rental, etc.) should be 19XXX; should always use Non-State funds
Incorrect naming convention for reimbursement (last name, amount including cents, abbreviation of the expense, month and year)
Uploading attachments without signatures
Not separating expenses, (one invoice line) entering the expenses on distribution lines instead of creating additional invoice lines

25. Accounting Office – Deposit
To deposit Checks, fill out the following form

26. Accounting Office – VISP
Confirm remittance address is on file in PS before submitting invoice
Submit receipt in PS and record receipt number on invoice
Indicate what lines on the PO the invoice needs to be paid from
Scan invoice along with any other required documentation and save as one PDF
Do not create multiple PDF’s unless file size exceeds limit.

27. Accounting Office – VISP
Log on to VISP and enter the following:

28. Accounting Office – AR/Billing
Requester completes below Template and s to Accounting to generate invoices
Accounting generates and s invoices to the requester
Requester s invoices to recipients with supporting documentation

29. Accounting Office – AR/Billing
Required fields:
Customer Name
Contact Name
Address
Contact /Phone
Amount to Bill
Description of Billing Charge
ChartField string for Billing
Backup documentation showing our legal right to bill, Memorandums about items being billed, invoices, exchanges, etc.

30. Accounting Office – Who to Contact for What?
Note: Please cc: on ALL s to following individuals.
For questions on Travel, Conference Approvals, & BMEs:
Angela Glaspie
For questions on Deposits, to change Payment Terms on Vouchers, and to hold Checks:
Beatrice Powell
For questions on Vouchers and AR/Billing:
Debra Mosley
For question on VISP and other Invoices including related to POs:
Michelle Lett
For all other questions:
DP Singla