1. Presented by: Barb Shafer & Jill Brown
BUSINESS SERVICES
Presented by:
Barb Shafer & Jill Brown

2. Contact Information
Student Accounts/Cashier
Mike Morgan
Renee Pfingsten
Valerie Dekker
Carla Tilton
System Analyst
Connie Rohrdanz
Account Payable/Travel
Jill Brown
Michael Fabricius
Tami Eller
JoAnn Rhodes
Mailroom/Print Shop
Kris Douglas /2330
Josh Panasuk
Barb Shafer Director
New Employee
Josh

3. Purchasing Basic questions to ask:
What is the estimated cost of the supply or service?
Is my Department authorized to buy this? (ie. IT related purchases/within my delegated authority)
Are funds available?
Is this a controlled item?
Does competition exist or is this a sole source procurement?
Controlled Items:
IT related (software/hardware)
Copiers

4. Delegated Authority
Title 18 Montana Code Annotated (MCA), Montana Procurement Act, Administrative Rules of Montana (ARM)
Current Agreement at:
MSU Billings Departments Authority up to $5,000
Montana State University Billings Purchasing delegation; authorized to purchase all non-controlled supplies or services up to $150,000.
All MSU Billings Departments have authority up to $5,000.
Anything with a TCV over that must be processed through Purchasing.

5. Total Contract Value TCV* = Total Contract Value
The total contract value is the initial contract period, plus any options to renew, or the total potential purchase price of an item. This includes:
Shipping & handling,
Warranties,
Maintenance & support,
Convenience fees,
ANY cost that the University will incur throughout the length of the contract term.
Total Contract Value is used to determine the proper procurement method.
Always consider the TCV for each purchases, keeping in mind that some purchases may have yearly warranty/license agreements, etc.
Terms can range from
IT Software/Hardware up to 10 years.
Equipment/Services up to 7 years.

6. Departmental Purchases
$5,000 and under. Use the method that best meets your departments needs. Shop around!
Use your P-Card when possible.
Departmental Purchase Order or Contracted Service Agreement recommended when appropriate, but not required.

7. Purchases requiring the Purchasing Dept.
Limited Solicitations
$5,000 to $25,000 (Services)
$5,000 to $50,000 (Equipment/Supplies)
Formal Bids
IFB (Invitation For Bid)
RFP (Request for proposal)
$25,000 and above for services
$50,000 and above for equioment/supplies
All Purchases over $5000 must be run through the University Purchasing Office.
Submit any quotes with the DPO for any Limited Solicitations.
All IFB & RFP do take time. Please be prepared to have delays.
Purchasing works with MSU Bozeman on any purchase with a TCV over $150,000

8. Departmental Purchases
University Purchasing Card
State eMarket
Amazon Business
* Purchases of $5,000 or More must be sent to Purchasing to process.
Order Options
* Can this be bought with………

9. Submit The DPO/PO Orders for up to $5,000 Orders over $5,000
/ Fax / Mail DPO to Vendor
Orders over $5,000
Send DPO to Purchasing to process
Include any requirements
i.e. space limitations, compatibility to existing equipment, etc.
Sole Source/Brand Information
Always include any quotes or additional information with the DPO

10. Product &/or Services Receive your Order Check for accuracy
Review all items received.
Review all Services rendered.
It is up to your department to be aware of any issue on an order.
i.e. Warranty, etc – A number of items have some replacement options (especially furniture)

11. Invoices & Statements
All University Invoices and Statements must be addressed to the University Business Office.
Business Office routes invoices to departments for review and payment.
Review the order if the University is paying the invoice issue the BPA or submit the invoice to the Foundation for payment.
-Let the Business office know it will be paid by another source if this is the case.
Vendors can also submit Invoices to

12. All Highlighted area are required
Remember to notify the Business Office if the payment is not being made from the University.

13. The Hospitality form is required before an event takes place.
When filling out the form be as specific as possible.
Use the same index on the form that will pay for the event expenses.
if the index is different this will cause AP to request another HF from you.
More time and paperwork for both offices.
Be specific in the function description
We need to know why and how this event is related to the Expense code chosen on the top of the form.
i.e – how is your event educational and are the activities directly related to the objectives of the campus
62824 – Again how are the activities directly related to the objectives of the campus.
62826 – Recruiting, remember that only one employee and the guest are allowable expense.
Name(s) of those in attendance!
Signatures - have two different signatures for the Department Head and Dean/Vice Chancellor/Chancellor (if over $50)

14. What needs to be included with the BPA??
INVOICES
OTHER RELEVANT FORMS
Travel forms
Purchasing forms
Hospitality Approval forms
Required for any food purchase
W9 Forms
These things are not invoices:
Work Orders
Statements
Pro-Forma Invoices
Quotes
Missing Receipt Forms
(Missing receipt forms are ONLY allowed with Pcard reports and even then we Cannot over use them)
Having all the information available with the BPA will assist Accounts Payable on making the payment or reimbursement in a timely matter.

15. PAPERWORK PRIOR TO ORDERING DPO/PO RECEIVE PRODUCT/SERVICE
ORDER APPROVAL
DPO Approval from Department Head or Fund Controller
PAPERWORK PRIOR TO ORDERING
Hospitality Form
Travel Authorization
DPO/PO
Submit the DPO to the Vendor or Purchasing as required
RECEIVE PRODUCT/SERVICE
Check order for accuracy
REVIEW INVOICES
Invoices should be issued through the Business Office and copied to your department
CREATE BPA FOR PAYMENT
Check the remit to address
Fund Controller Signatures
INCLUDE COPIES OF IMPORTANT PAPERWORK
Copies of the DPO/PO
Hospitality Forms TA
Receipts W9
What’s new? Business Services is piloting document imaging and scanning all documents to EDM, attaching them to each Idoc in Banner

16. Travel Travel Authorization Reservations Travel Travel Expense Voucher
Signatures
Submit to Business Services
Including all sufficient documentation will allow Business Services to process the reimbursement in a timely manner.

17. No Expenses should be incurred until an approved TA is on file.
TA is required prior to any expenses being incurred.
Travel Advance request must be received a minimum of 2 weeks before travel (Minimum of $50 and checks are printed 1/week) and should not be used for Lodging or Vehicle Rentals.
Fund Controllers cannot sign to approve their own travel or expenses
Student Travel Authorizations are also required prior to travel, this form is available online.
High Cost lodging is included in the TA!

18. Making Reservations Conference Registration Airfare
Hotel (State Hotels may waive taxes with the University TIN# )
Rental Cars
Enterprise Online Reservation account.
etc
Pcards must be used for any Registrations, Airfare, Hotels, Car rentals etc.
Mention the University Tax exempt status when reserving and paying the hotel.
Tax Id # is needed. Located on the new Pcards or as Purchasing.
Meals are not allowed on the Pcard
Rental Cars decline the insurance as we have insurance with the U
University has a number of contracts and accounts available, Contact Business Services for assistance.
Hotel Reservations – Standard Rate for Montana is $93 plus tax. With the exception for the high cost counties, list is available online
Also available online is a list of participating hotels for state rates.
Remember the State policy on travel is to have the least expense means. The University does not cover
Seat upgrades
Insurance
Pet Lodging
Meals covered in Conference Registration expenses.
Etc.

19. Collect all receipts for all expenses, except meals.
Receipts must be detailed not summary.
Meals are a set Per Diem
Do not use a Pcard for Meals
Out-of-state Meal Rates as of October 1st, 2015
Morning $11
Lunch $12
Dinner $23
Mileage Expense as of January 1st, 2017
* Mileage must be documented with Map Miles or Odometer readings.
Up to 1,000 $0.535 per mile
Over 1,000 $0.505 per mile
Remember The state policy on the most economical way of travel.
If the Travel wants to drive but it is more economical to fly we would reimburse at the lower fare.
Meals included in a conference Registration cannot be reimbursed in per-diem.
U does not reimburse for gifts for house sitting or pet boarding.
Mileage must be documented by Map Miles or Odometer readings.

20. Foreign Travel Requirements
Travel Authorization
Minimum of 30 days prior
Before any expenses occur
Documents Required
Participants List and All Emergency Contact Information
Travel Itinerary
Copy of Travelers Passport
TA must be in the Business office no later than 30 days prior to travel and before expenses are incurred
- Insurance must be added for foreign travel
The University will need to approve that the travel is not into areas with Travel Warning and safety issues.
Emergency Contact Information Names/Phone/Etc

21. All expenses incurred during the trip must be included in this form
All expenses incurred during the trip must be included in this form. Even if they are paid by pcard, reimbursed in advance, or cash advance
Traveler must sign along with the Fund Controller(s)
- Fund Controllers cannot sign to reimburse them selves.
Multiple trips in a month should be combined to one TEV if possible.
Mileage must be documented by Map Miles or Odometer Readings.

22. Traveler must sign along with the Fund Controller(s)
Fund Controllers cannot sign to reimburse themselves.
Attach all required documentation
Collecting all required signatures prior to sending to the Business Office

23. PCard Process Updates New Lost/Missing Receipt Form Document Imaging
New missing pcard receipt form must be signed by the travelers supervisor and attached to the pcard statement.
Excessive use of the Missing Receipt form may revoke the privilege of the use of the University PCard.
Business Services is currently piloting the new Document Imaging process both with the Department Pcards and invoicing.
* Show process*

24. Questions Barb Shafer, Director 657-1710
Jill Brown, AP Supervisor
JoAnn Rhodes, AP
Tami Eller, AP
Michael Fabricius, Travel
Anyone not familiar with the new GET process to add funds to a Ucard?