1. STAFF and PHONE NUMBERS Marcia Girdler450-3245AP/Travel Manager Fax 450-5319 Peggy Robinson 450-5024Travel Supervisor Shannon Lucey450-3620Travel Lisa Srite450-5025AP Jolyn Spencer 450-5023AP Pam Giblet 450-3182 Accountant Rae Miller 450-5028 Accountant

2. Do you always have to have an invoice?

3. Yes, but there is one exception. What is the one exception to having an invoice?

4. Postmaster

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

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

7. Why are account codes important?

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

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

10. Yes, for example if you purchase ten chairs for $460 each the account code should be 730205 because $460 times tens plus tax and shipping equals $5,052.50 divided by 10 equals $505.25 each.

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

12. Is UCA tax exempt?

13. UCA is NOT tax exempt.  Most Arkansas vendors charge sales tax on all taxable items, but many other states don’t.  If there is not 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

14. Are all items taxable?

15. NO List three items that are not taxable.

16. Nontaxable Items Advertising Insurance Memberships Online books or other services that are all online USPS (Postmaster) Prescription drugs, insulin and test strips Referees Registrations Reimbursements Royalties Shipping only vendors (Example: DHL, FedEx or UPS) Software or software licenses when no tangible items are received (Example: downloaded) Some Contracts - depending on the terms of the contract. Stipends/honorariums Subscriptions Travel

17. What is a tax rebate?

18. 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.

19. Is receiving required on all invoices?

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

21. Can you make a partial payment?

22. Partial Payments Yes, partial payments may be made for only part of the purchase order. Example #1: four items were ordered and only three came in, one was back- ordered. Example #2: Airline ticket, registration, hotel and travel reimbursement were all done on separate days.

23. What is a pre-pay and list three items that are normally pre-paid?

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

25. 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

26. Does pre-pays affect your budget? If so how?

27. 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 budget.

28. What is a Direct Billing Request?

29. The Direct Billing Request should be completed when requesting payments for food or lodging. For example, but not limited to: Staff Development University Advancement Student Recruitment Student Orientation Student Training/Development

30. When can a check request be used?

31. Check Request/Refunds Scholarship refunds Overpayment Ticket refunds Registration refunds HR may use check requests for GAP and other payroll deductions that are designated for a particular purpose. For example: United Way Other refunds where UCA first receipted the funds, but now there is a need for the funds to be returned to the original owner

32. Where do you see approvals?

33. Self-Service View Document Approval History

35. What is the order the requisitions are approved?

36. Document Identification Document NumberR0012345TypeRequisition Originator:PGIBLETPam Giblet Approvals required QueueDescriptionLevelApprovers GRN1 GR TRAVEL CATCH ALL QUEUE20 Carmesha Jemerson Sandy Ahne PRG1PROVOST GR TRAVEL32 Jonathan Glenn Laura Young BCD1SCIENCE30 Tom Smith Tom Addison TRA1Travel Administrator10 Jeremy Bruner Marcia Girdler Peggy Robinson Approvals recorded QueueLevelDateUser SBC12010-Oct-14Ben Cates

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

38. Where do you find your Banner messages?

39. Click on Check Banner messages to see them

40. If the message is too long you can see it all by clicking on the pencil.

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

42. FOIDOCH

43. Can faculty share a room with a student?

44. No, never.

45. Can students drive other students?

46. No, never.

47. Can you ever purchase your own airline ticket?

48. NO

49. How many days in Advance should an airline ticket be purchased?

50. Fourteen days Airline tickets purchased less than 14 days in advance must have approval in writing from the President before purchasing airline tickets.

51. What are the percentages for travel advances?

52. 50% in the US 75% in foreign countries 90% group travel

53. What three items can’t you receive an advance?

54. Airfare Registration Lodging

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

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

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

58. $34.50

59. Does UCA pay per diem rates?

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

61. Is there a form that will help the traveler keep up with their expenses?

62. Yes! “Traveler’s Daily Meal Expenses”

63. Travelers' Daily Meal Expenses Traveler's Name:Marcia Girdler PO #P0099999 Cost Tip Total Cost Tip Total Date:Sunday, September 15, 2013 Date:Thursday, September 19, 2013 Breakfast - - Lunch 15.00 2.25 17.25 Lunch 16.00 2.25 18.25 Dinner 25.25 3.50 28.75 Dinner - Snacks 1.50 Snacks 1.50 Snacks - - - - TOTAL 41.75 5.75 47.50 TOTAL 17.50 2.25 19.75 Maximum allowed 34.50 Maximum allowed 22.00 Date:Monday, September 16, 2013 Date:Friday, September 20, 2013 Breakfast - 10.00 1.50 11.50 Lunch - 17.00 2.55 19.55 Dinner 30.00 4.50 34.50 Dinner 30.00 4.50 34.50 Snacks - - - - - - TOTAL 30.00 4.50 34.50 TOTAL 57.00 8.55 65.55 Maximum allowed 33.00 Maximum allowed 66.00 Date:Tuesday, September 17, 2013 Date:Saturday, September 21, 2013 Breakfast - 5.00 0.75 5.75 Lunch 10.00 1.50 11.50 Lunch 17.00 2.55 19.55 Dinner 20.00 3.00 23.00 Dinner 8.00 - Snacks - - - - - - TOTAL 30.00 4.50 34.50 TOTAL 30.00 3.30 33.30 Maximum allowed 55.00 Maximum allowed 34.50 Date:Wednesday, September 18, 2013 Date: Breakfast - - Lunch - - Dinner 25.00 3.75 28.75 Dinner - Snacks - - - - - - TOTAL 25.00 3.75 28.75 TOTAL - - - Maximum allowed 33.00

64. When does the maximum allowed update?

65. October 1 every year.

66. When can you have meals without overnight stay?

67. When away from your official station twelve hours or more Must complete the form” Day Travel without overnight Stay” Must have an itemized receipt

68. What is required for moving expenses?

69. Moving Expenses Approval in writing by the administrative head or vice president must be attached to the TR-1. Account 717202-commodity 96256 An approved travel purchase order. Attach the itemized receipts to the TR-1 and forward them to the Travel Office.

70. Should the conference agenda always be attached to the TR-1 for conferences?

71. Yes, always.

72. What is the most common reason for mileage being marked down?

73. Not listing vicinity miles on a separate line.

74. What is the most common mistake on meals at conferences?

75. Claiming meals when meals where provided at the conference.

76. What should the sponsored credit cards be used?

77. 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

78. Should sponsored credit cards be used for meals?

79. Only when purchasing meals for student groups while traveling.

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

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

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

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

84. For items paid with a university credit card, the PO amount can’t go over any more not even a penny.