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Get in touch with the Student Accounts/Cashier department at our university for information and assistance regarding payments, invoices, travel, and purchasing. Contact Mike Morgan, Treva Nemeth, Frankie Malmstrom, Carla Tilton, and other relevant staff members.
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Contact Information • Student Accounts/Cashier • Mike Morgan 657-1711 • Treva Nemeth 657-1707 • Frankie Malmstrom 657-2140 • Carla Tilton 657-1709 • System Analyst • Connie Rohrdanz 657-2138 • Account Payable/Travel • Jill Brown 657-2151 • Valerie Dekker 657-2301 • Tami Eller 657-1706 • JoAnn Rhodes 657-1683 • Mailroom/Print Shop • Barb House 657-2330 • Kris Douglas 657-2241 Barb Shafer Director 657-1710
Options • University Purchasing Card • State eMarket • Purchases of $5,000 or More must be sent to Purchasing to process.
Submit The DPO/PO • Orders for up to $5,000 • Email / Fax / Mail DPO to Vendor • Orders over $5,000 • Send DPO to Purchasing to process
Product &/or Services • Receive your Order • Check for accuracy • Review all items received. • Review all Services rendered.
Invoices & Statements • All University Invoices and Statements must be addressed to the University Business Office. • Business Office routes invoices to departments for review and payment.
What needs to be included with the BPA?? INVOICES OTHER RELEVANT FORMS Travel forms Purchasing forms Hospitality Approval forms Required for any food purchase W9 Forms • These things are not invoices: • Work Orders • Statements • Pro-Forma Invoices • Quotes • Missing Receipt Forms (Missing receipt forms are ONLY allowed with Pcard reports and even then we Cannot over use them)
Questions? • Barb Shafer 657-1710 • Jill Brown 657-2151 • Tami Eller 657-1706 • JoAnn Rhodes 657-1683
No Expenses should be incurred until and approved TA is on file.
Making Reservations • RegistrationAirfare • Hotel (State Hotels will waive taxes with the University TIN# 81-6001642) • Rental Cars • Enterprise Online Reservation account. • etc
Collect all receipts for every expenses, except meals. • Receipts must be detailed not summary. • Meals are a set Per Diem • Do not use a Pcard for Meals • New Out-of-state Meal Rates as of October 1st, 2015 • Morning $11 • Lunch $12 • Dinner $23 • Mileage Expense as of January 1st, 2016 * Mileage must be documented with Map Miles or Odometer readings. • Up to 1,000 $0.54 per mile • Over 1,000 $0.51 per mile
Foreign Travel Requirements • Travel Authorization • Minimum of two weeks prior • Before any expenses occur • Documents Required • Participants List and All Emergency Contact Information • Travel Itinerary • Copy of Travelers Passport
Traveler must sign along with the Fund Controller(s) • Fund Controllers cannot sign to reimburse themselves.
Questions • Barb Shafer 657-1710 • Jill Brown 657-2151 • Valerie Dekker 657-2301
Website easy to navigate • Shop from the office • Pricing is more economicalthan in store/phone/online choices • Products are delivered quickly to the campus • No Shipping charges • Less Paperwork
Comments from the Users! • “Saves Money” • “Quick Delivery” • “Easy to Use” • “Less Paperwork”
Questions • Barb Shafer 657-1710 • Jill Brown 657-2151
