1. STAFF and PHONE NUMBERS
Pam Giblet
Project Coordinator AP/Travel
Peggy Robinson
Travel Supervisor
Shannon Lucey
Travel Clerk
Angela Haynie
A-J
Sheila Williams
K-Z
Fax

2. Carmesha Jemerson 450-5023 Rae Miller 450-5028 AP Supervisor
Departmental Travel Credit Cards
Apple Computer
ARAMARK Food Services
Arkansas Democrat Gazette Inc.
AT&T
AT&T Mobility
Ben E Keith
Centerpoint Energy
City of Conway Sanitation
Conway Corporation
Textbook Brokers
Windstream
Rae Miller
Fiscal Support Analyst
Canon Solutions
Department of Information Systems
Federal Express
Fisher Scientific
Gatehouse Media AR Holdings (Log Cabin Democrat)
Ghost Credit Card
HP, Inc.
Hiegel Supply
Home Depot Credit Services
Lowe’s
Rock Solid Data Management Corp
US Bank

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

4. This applies to grants also.

5. Last check run in June
June 27, 2018
Invoice to AP by June 26

6. Last check run of the fiscal year
July 9, 2018.
Physically received on or before June 30, 2018
The receiving transaction date must be June 30, 2018 or before
The invoice must be dated June 30, 2018 or before
Invoice must be to AP by 10:00 am July 5

7. This includes computers received in IT by June 30.

8. The date must be manually changed to June 30, 2018 if receiving is completed in July.

10. Accounts Payable Website
FAQs:
Look up invoices paid on a PO
Check payment status on an invoice
Extract data from Banner to Excel
Prepaid expenses
Gift card instructions and prohibited uses

11. ARAMARK Approval Process
All ARAMARK invoices must have an approval sent to AP.
Upon receipt of an order confirmation or an invoice copy  from Aramark,  the department should confirm that the order and amounts are correct and send to Accounts Payable via campus mail (McCastlain 017) or
Approvals  sent by campus mail must have a valid PO number, and an approval signature. 
Approvals sent by must have the correct PO number added to the subject line, or in the body of the .

12. Receiving in Banner is not sufficient to approve payment for Aramark invoices.

13. Example: Canon and AT&T Mobility
Accounts Payable makes twelve payments per year on vendors that invoice monthly.
Example: Canon and AT&T Mobility

14. AT&T Mobility
If service was not canceled by May 21, you must have a PO in the next fiscal year.

15. Each cell phone must be on a separate PO

16. Sales Tax Music, video, and book downloads are taxable.
UCA is required to pay tax on all taxable items.
Vendors are not required to charge tax on the invoice if they do not have a physical location in Arkansas.

17. Amazon Purchases on a P-CARD
The P-Card log has been created to identify transactions with an incorrect sales tax rate for Conway.
If the Sales Tax  column, shows a Y, the tax is correct
If sales tax was charged on the purchase, and the Sales Tax  column shows an N, please send a copy of the Amazon receipt to

18. Tax is only on the items sold by Amazon

19. Travel If the trip is completed please turn in your TR-1s ASAP.
If the trip will cross the fiscal year the expenses up through June 30 must be turned in by July 5, 2018.
Under GAAP (Generally Accepted Accounting Principles) expenses that will cross the fiscal year must be recorded in the period in which they are incurred.

20. For example the trip is from June 27 to July 8.
A TR-1 for the June 27 to June 30 expenses must be submitted by July 5. Travel Office will accept copies of receipts and the TR-1.
The traveler will turn in the original receipts, sign the first TR-1 and submit a second TR-1 for the July 1 through July 8 expenses after returning from travel.

21. The June 30 Travel Card Transaction Logs are due in the Travel Office by 10:00 am July 5.

22. Coming July 1
Updated Travel Manual

23. Highlights Receipts required for taxis
Calculate mileage with Google Maps
Airfare Purchased Within 14 Days of Departure form required for airfare purchased for guests of the State
– UCA Student Individual Travel

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

25. Bad excuses There wasn’t enough funds in the budget to create a PO
so I thought we would pay the invoice next fiscal year.
We did not submit the TR-1 because the traveler was not on campus.
I didn’t have time to see if all invoices were paid on the PO and return the memo.
Please roll the PO because I was on vacation the last week of June and/or the first week in July
It was to late to do POs (call Pam or Cassandra)

26. July - Bad excuses
I thought that was paid last year
I thought since the PO was on a grant it would roll automatically
I thought since the date of the travel was in the new fiscal year the PO would roll automatically

27. Please, hand deliver all invoices and
June 27 to July 5
Please, hand deliver all invoices and
TR-1s