1. STAFF and PHONE NUMBERS
Pam Giblet
Project Coordinator AP/Travel
Carissa Castleberry
Fiscal Support Supervisor - Travel
Jordan Kellybrew
Fiscal Support Specialist – Travel
Rae Miller
Fiscal Support Analyst
Sheila Williams
Fiscal Support Specialist
Dharmi Patel

2. Last check run in June
June 26, 2019
TR-1s to Travel by June 24
Invoices to AP by June 25

3. Last check run of the fiscal year
July 8, 2019.
Physically received on or before June 30
The receiving transaction date must be June 30, 2019 or before
The invoice must be dated June 30, 2019 or before
Invoices & TR-1s must be submitted by noon on July 3

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

5. The date must be manually changed to June 30, 2019 if receiving is completed in July.

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

7. This applies to grants also.

8. FAQs on the Accounts Payable Website
Prepaid Expense
FAQs on the Accounts Payable Website

9. 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.

10. Send Pcard receipts for prepaid expenses and partial sales tax to apstaff@uca.edu

11. Tax is only on the items sold by Amazon

12. If the Sales Tax  column, shows a Y, the tax is correct
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

13. 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 Basement) 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 .

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

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

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

17. 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 3, 2019.
Under GAAP, expenses that will cross the fiscal year must be recorded in the period in which they are incurred.

18. 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 3. 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.

19. The June 30 Travel Card Transaction Logs are due in the Travel Office by 10:00 am July 3.

20. Open PO Report
Memos

21. 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

22. 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 too late to do POs (call Purchasing)

23. 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

24. Please hand deliver all invoices and
TR-1s after June 23