PCard ATM Cash Withdrawal/Miscellaneous Expenses Reconciliation Form VS. Travel and Business Hosting Expense Report For

1. PCard ATM Cash Withdrawal/Miscellaneous Expenses Reconciliation Form VS.Travel and Business Hosting Expense Report Form Presented by the Flint Accounting Office Dalana Moore

2. AGENDA • Definitions • PCard ATM Cash/Misc Exp Rec Form • Form Breakdown • Scenarios (1-4) • Travel & Hosting Exp Report Form • Form Breakdown • Scenarios (5&6) • References • Documentation Guides • Summary of Reimbursable and Non-Reimbursable Expenses • Quick Tips • Resources

3. Definitions • PCard ATM Cash Withdrawal/Miscellaneous Expenses Reconciliation Form (ATM/MER) • Used in 2 Conditions • To voucher if the PCard Holder has ATM cash withdrawal capability on their PCard (max is $100 per day). • The form details how the withdrawals are spent and accompanies the PCard statement in the same reporting period that the withdrawal was made. • To collect any travel or hosting reimbursement due to or from the PCard Holder. • Once a PCard Holder is approved to use their PCard for travel and/or hosting expenses, the PCard Holder can no longer use the Travel and Business Hosting Expense Report Form for reimbursement. The PCard Holder must use the ATM/MER form instead and submit it with their PCard Statement. A reimbursement will be processed based on the information provided on this form.

4. Definitions • Travel and Business Hosting Expense Report Form –This form is an accounting for a trip or hosted event and is also used when a reimbursement is due for travel or hosting expenditures. Note: This form should only be used if the traveler DOES NOT have a P-Card. • The cover page is a summary and lists the ChartFields to which each major category of expenditures will be charged. Any Travel Advance(s) are also listed on the cover page to ensure the proper reimbursement is made. • The second page is a grid to detail each travel expenditure by day and type of expense. • The third page is a hosting form to complete when hosting activity must be reimbursed. BOTTOM LINE If the person is a PCard holder, they MUST use the PCard ATM Form!

5. PCard ATM/Misc Exp Form • Review the Form • Go over scenario's

7. Itemization for Travel Expense

8. Itemization for Hosting Expense

9. Mileage Log

10. Mileage Log for Odometer Reading

11. PCard ATM Scenario’s Completing the ATM Cash Withdrawal/Miscellaneous Expense Reconciliation Form EXAMPLES When submitting your PCard statement and receipts, you should also include the ATM Cash Withdrawal/Miscellaneous Expense Reconciliation statement if appropriate. This form should be attached directly behind your PCard statement if there is PCard activity for the month. If not, send the form in by itself. All vendor receipts should be attached to this form. Once completed, send the PCard and/or ATM Cash Withdrawal/Miscellaneous Expense Reconciliation form to the Flint Accounting Office at 213 UCEN 1950. • Example 1: Tracy Taurus took $100.00 out of the ATM using her PCard. She used the cash for a research trip she took in September. During the trip she spent exactly $100.00. Therefore, she does not owe the University money, nor does the University owe her money. • Example 2: Tracy Taurus took $100.00 out of the ATM using her PCard. She used the cash for a research trip she took in September. During the trip she spent $90.00. Therefore, she owes the University $10.00. The reimbursement check should be indicated on this statement and included when the statement is sent to the Flint Accounting office on the 15th of the month. • Example 3: Tracy Taurus took $100.00 out of the ATM using her PCard. She used the cash for her mileage reimbursement for a meeting she had in Ann Arbor in September. Her mileage reimbursement is $52.64 (118.29 miles round trip between Flint and Ann Arbor at $.445 per mile). Therefore, Ms. Taurus owes the University $47.36. • Example 4: Tracy Taurus took $100.00 out of the ATM using her PCard. She used the cash for a research trip she took in September. During the trip she spent $120.00. However, Ms. Taurus also watched a movie in her room during the trip. The cost of the movie was $10.00. Therefore, she owes the University $10.00, but the University owes Ms. Taurus $20.00.

12. ***Travel Expenses require an Event ID #***

13. Example 1 ***ALSO ATTACH THE FLINT TRAVEL/HOSTING PRE-AUTHORIZATION FORM***

14. ***Travel Expenses require an Event ID #***

15. Example 2 ***ALSO ATTACH THE FLINT TRAVEL/HOSTING PRE-AUTHORIZATION FORM***

17. OPTION 1 Example 3

18. OPTION 2 Example 3

19. ***Travel Expenses require an Event ID #***

20. Example 4 ***ALSO ATTACH THE FLINT TRAVEL/HOSTING PRE-AUTHORIZATION FORM***

21. Travel & Hosting Exp Form • Review the Form • Go over scenario's

23. Itemization for Travel Expense

24. Itemization for Hosting Expense

25. Mileage Log

26. Mileage Log for Odometer Reading

27. Scenarios Completing the Travel and Business Hosting Expense Report Form* *Note: This form is ONLY used if the person is NOT a PCard Holder! SCENARIOS The Travel & Business Hosting Expense Report should be completed and all vendor receipts should be attached to this form. Once completed, send to the Flint Accounting Office at 213 UCEN 1950. • Example 5: Tracy Taurus traveled for a research trip she took in September. During the trip she spent exactly $100.00 on travel related expenditures. Therefore, the University owes her $100.00 to reimburse her for her travel expenses. • Example 6: Tracy Taurus traveled to Ann Arbor for a meeting in September. Ms. Taurus drove her own car to the meeting from Flint and returned back to work after the meeting was over. Therefore, the University owes Ms. Taurus mileage reimbursement is $52.64 (118.29 miles round trip between Flint and Ann Arbor at $.445 per mile).

29. Example 5 ***ALSO ATTACH THE FLINT TRAVEL/HOSTING PRE-AUTHORIZATION FORM***

31. Example 6

32. DOCUMENTATION GUIDE for Travel/Hosting

33. DOCUMENTATION GUIDE for Pcards

34. Summary of Reimbursable and Non-Reimbursable Expenses See Accounts Payable Website: http://www.procurement.umich.edu/pcards.html • Travel • Hosting & Catering

35. Quick Tips • Documentation Order • Documentation Preparation • Documentation Needed • Rules • Most Common Accounts/Explanations **SEE HANDOUT**

36. Resources • Travel & Hosting SPG 501.4-1 http://spg.umich.edu/pdf/501.04-1.pdf • Websites • Procurement http://www.procurement.umich.edu/ • Financial Services & Budget http://vca.umflint.edu/fs/