1. STAFF and PHONE NUMBERS Marcia Girdler450-3245 Project Coordinator AP/Travel Fax 450-5319 Peggy Robinson 450-5024 Travel Supervisor Shannon Lucey450-3620 Travel Clerk Brandi Mauldin450-5025 A-J Jolyn Spencer 450-5023 K-Z

2. Pam Giblet 450-3182 Departmental sponsored credit cards Part of Individual Credit cards Ghost credit Cards Rae Miller 450-5028 AppleFisher Scientific ARAMARK Food ServicesGoddess Arkansas Democrat Gazette IncHiegel Supply AT&THome Depot Credit Services AT&T MobilityIrby Ben E KeithLog Cabin Democrat CanonLowe's Centerpoint EnergySherwin Williams City of Conway SanitationShred-it Conway CorporationTextbook Brokers DellUnifirst Corp Department of Information SystemsUSBank Federal ExpressWindstream Starting July 10, 2015

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

4. This applies to grants also.

5. Last check run in June June 26, 2015 Must be physically received Must have a valid invoice Must be received in Banner

6. Last check run of the fiscal year July 8, 2015. Physically received on or before June 30, 2015 The invoice must be dated June 30, 2015 or before The receiving transaction date must be June 30, 2015 or before

7. Received date must be June 30, 2015 or before

9. Ordered 12 Order Date 5/27/2015

10. INVOICEInvoice ReferenceInvoice DateHewlett-Packer Company hp 5515374235533465-001 06/28/15 PO Box 101149 Order DatePurchase Order #Payment TermsAtlanta, GA 30392-1149 05/27/15P0090510Net 30 DAYS GOV Ship DateDue DateTotal Amount (USD)D-U-N-S 00-912-2532 06/25/1507/26/15$100.00FED ID#: 94-1081436 Billed to:Shipped to: University of Central Arkansas 201 Donaghey Ave Accounts PayableInformation Technology Conway, AR 72035 Line Number Order Quantity Backorder Quantity Quantity ShippedProduct #Product Description Unit Price (USD) Extended Price (USD) 11266WSCA B27164ProBook 655 567.45 3,404.70 2120 WSCA E56971Configurable HP EliteDesk 705 G1 Small 443.00 5,316.00 Sub-Total 8,720.70 Shipping - Sales Tax 763.06 TOTAL USD 9,483.76 6 shipped Invoice Date 6/28/2015

11. Order on time, May 27, 2015 Physically received on June 26, 2015 The invoice dated is June 28, 2015 The receiving transaction date in Banner is June 26, 2015 Which year should it be paid from 2014- 2015 or the 2015-2016?

12. 2014-2015

13. INVOICEInvoice ReferenceInvoice DateHewlett-Packer Company hp 5515375935533465-001 07/01/15 PO Box 101149 Order DatePurchase Order #Payment TermsAtlanta, GA 30392-1149 05/27/15P0090510Net 30 DAYS GOV Ship DateDue DateTotal Amount (USD)D-U-N-S 00-912-2532 06/29/1507/29/15$100.00FED ID#: 94-1081436 Billed to:Shipped to: University of Central Arkansas 201 Donaghey Ave Accounts PayableInformation Technology Conway, AR 72035 Line Number Order Quantity Backorder Quantity Quantity ShippedProduct #Product Description Unit Price (USD) Extended Price (USD) 11206WSCA B27164ProBook 655 567.45 3,404.70 Sub-Total 3,404.70 Shipping - Sales Tax 297.91 TOTAL USD 3,702.61 Second 6 shipped Invoice Date July 1, 2015

14. Order on time, May 27, 2015 Physically received on June 30, 2015 The invoice dated is July 1, 2015 The receiving transaction date in Banner is June 30, 2015 Which year should it be paid from 2014- 2015 or the 2015-2016?

15. 2015-2016

17. Go to FGIENCD to see payments on a purchase order.

18. Items purchased Balance of PO

19. Balance of PO $7.00

20. You must be setting in the last block to EXTRACT the data.

21. If you go to “Help” Then “Extract Data No Key” Then “Open” You can extract your data into an EXCEL spreadsheet.

24. Balance of PO $7.00 Transaction DateTypeAction Transaction Amount Remaining BalanceDocument Code 8-Jul-14PORD 45.50 P0082115 114-Aug-14INEI (3.50) 42.00I0256176 217-Sep-14INEI (3.50) 38.50I0259004 316-Oct-14INEI (3.50) 35.00I0261807 412-Nov-14INEI (3.50) 31.50I0263849 511-Dec-14INEI (3.50) 28.00I0266683 615-Jan-15INEI (3.50) 24.50I0268703 711-Mar-15INEI (3.50) 21.00I0272707 Increase13-Mar-15CORD 45.00 66.00P0082115 816-Mar-15INEI (3.50) 62.50I0273077 927-Apr-15INEI (12.50) 50.00I0276572 Extra27-Apr-15INEI (49.50) 0.50I0276619 Increase27-May-15CORD 10.00 10.50P0082115 1028-May-15INEI (3.50) 7.00I0279719

25. Accounts Payable makes twelve payments per year on monthly payments. Example: Cintas Example of a standing PO to see the invoices paid is Goddess

26. FGIBDST

27. Then next block Type in your index When you set in the first column you will see Encumbrances, Budget, & Expenses When you set in the YTD column you will see only Expenses

28. Select “Options” then select “Transaction Detail Information” (FGIFRND)

29. When you set in the first column you can see encumbrances, budget, & expenses.

30. When you set in the YTD column you will see only expenses.

31. To extract data into EXCEL select “Help” & select “Extract Data No Key”

32. Select “Open”

33. AccountOrganizationProgram Activity DateTypeDocumentDescription Commit TypeFundActivityLocation Transaction DateField Amount Increase (+) or Decrease (- ) 710101703000215021-May-15RGJVJ0036972April 2015 HR Penalty FeeU110001 6-May-15YTD 25.00+ 710101703000215014-Aug-14INEII0256176Cintas CorporationU110001 14-Aug-14YTD 3.50+1 710101703000215017-Sep-14INEII0259004Cintas CorporationU110001 17-Sep-14YTD 3.50+2 710101703000215016-Oct-14INEII0261807Cintas CorporationU110001 16-Oct-14YTD 3.50+3 710101703000215012-Nov-14INEII0263849Cintas CorporationU110001 12-Nov-14YTD 3.50+4 710101703000215011-Dec-14INEII0266683Cintas CorporationU110001 11-Dec-14YTD 3.50+5 710101703000215015-Jan-15INEII0268703Cintas CorporationU110001 15-Jan-15YTD 3.50+6 710101703000215011-Mar-15INEII0272707Cintas CorporationU110001 11-Mar-15YTD 3.50+7 710101703000215016-Mar-15INEII0273077Cintas CorporationU110001 16-Mar-15YTD 3.50+8 710101703000215027-Apr-15INEII0276572Cintas CorporationU110001 27-Apr-15YTD 12.50+9 710101703000215027-Apr-15INEII0276619Cintas CorporationU110001 27-Apr-15YTD 49.50+Extra 710101703000215028-May-15INEII0279719Cintas CorporationU110001 28-May-15YTD 3.50+10 710101703000215019-Aug-14RGJVJ0033556Copy Center ChargesU110001 19-Aug-14YTD 63.80+ 710101703000215022-Apr-15DCENFP000188Goddess 03/15 INVOICE 762248111001U110001 22-Apr-15YTD 271.86+ 71010170300021502-Jun-15DCENFP000200Goddess 04/15 INVOICE 762920089001U110001 22-May-15YTD (134.49)- 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 3.39+ 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 3.64+ 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 4.37+ 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 4.65+ 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 5.02+ 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 7.93+ 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 8.54+ 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 9.83+ 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 12.42+ 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 17.39+ 710101703000215025-Aug-14DCENFP000118Goddess 07/14 INVOICE 721389550001U110001 25-Aug-14YTD 231.51+ 71010170300021504-Nov-14DCENFP000141Goddess 10/14 INVOICE 737912767001U110001 31-Oct-14YTD 268.98+ 71010170300021507-Jan-15DCENFP000162Goddess 12/14 INVOICE 745193410001U110001 31-Dec-14YTD 1.35+ 71010170300021507-Jan-15DCENFP000162Goddess 12/14 INVOICE 745193410001U110001 31-Dec-14YTD 5.02+ 71010170300021507-Jan-15DCENFP000162Goddess 12/14 INVOICE 745193410001U110001 31-Dec-14YTD 5.56+

36. A T & T Prefer each cell phone on a separate PO Easier to increase Easier for AP to process

37. Travel If the trip is completed please turn in your TR-1’s ASAP. If the trip will cross the fiscal year the expenses up through June 30 must be turned in by July 6, 2015. Under GAAP (Generally Accepted Accounting Principles) expenses that will cross the fiscal year must be recorded in the period in which they occurred.

38. For example the trip is from June 27 to July 3. 1.You will need to turn in a TR-1 for June 27 to June 30. Travel Office will accept copies of receipts and the TR-1. 2.When the traveler returns from their trip then they should turn in the original receipts plus a second TR-1 for July 1 to July 3.

39. Starting July 1, 2015 1.Mileage must be in whole miles. 2.TR-1 the phone column is being charged to registration and phone charges will go in incidents. 3.Meals will be enter to pay by day in order to be able to track how much expense there is for meals. The is no change on the end user side except for the way it appears in your budget.

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

41. Goddess US Bank P-cards Canon

42. Goddess Roll $100.00 Increase $3000.00 Total$3100.00 $3,100 will come from new fiscal year budget $2,850.57 will be available to spend on your Goddess PO Why? $249.43 is the tax ($3,100 / 1.0875 = $2,850.57)

43. Goddess PO Amount Why? ($3,100 / 1.0875 = $2,850.57) ($3,100 - $2,850.57 = $249.43) $249.43 is the tax

44. Scenario #1 Goddess PO Increase by $3,262.50 Item 3,000.00 Amount in Goddess Tax 262.50 Total Increase 3,262.50 Change order/Banner ($3,262.50 / 1.0875 = $3,000,00)

45. Scenario #2 Goddess PO Increase by $3,000.00 Item 2,758.62 Amount in Goddess Tax 241.38 Total Increase 3,000.00 Change order/Banner ($3,00.00 / 1.0875 = $2,758.62)

46. Wrong Way Item $3,000.00 Tax - $262.50 (3,000 x.0875) Total Increase $2,737.50 Amount Banner Why? ($2,737.50 X.0875 = $239.53) ($2,737.50 + $239.53 = $2,977.03

47. $839.96 + 73.50 = 913.46

48. Goddess wants this number Banner wants this number

49. Wrong Way Item $913.46 Tax - $79.93 (913.46 x.0875) Total Increase $833.53Amount Banner Does not equal invoice amouts $839.96 + 73.50 = 913.46

50. The credit card logs from June 16 to June 30 are due in to the Travel Office by noon July 6.

51. Bad excuses 1.Please roll the PO because there is not enough funds to pay the invoice in this fiscal year 2.Please roll the PO because the traveler is not on campus to complete their TR-1 3.Please roll the PO because I don’t have time to mess with it, I’m getting ready for …. 4.Please roll the PO because I was on vacation the last week of June and/or the first week in July 5.It was to late to do PO’s (call Marcia and/or Cassandra)

52. Come the first of July-Bad excuses 1.There wasn’t enough funds in the budget to pay to create a PO 2.I thought that was paid last year 3.I thought since it was a grant it would roll 4.I thought since the date of the travel was in the new fiscal year the PO would roll

53. From June 25 to July 7 please hand deliver items to Accounts Payable