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Financial Rep Meeting

Financial Rep Meeting. February 17, 2014. Controller’s Office DISBURSEMENT SERVICES Carla Daniels. Accounts Payable: New Expenditure Guidelines . Effective April 1 st , 2014 At-a-Glance changes Athletics and Student Activities have been removed Technology Fee has been added

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Financial Rep Meeting

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  1. Financial Rep Meeting February 17, 2014

  2. Controller’s OfficeDISBURSEMENT SERVICESCarla Daniels

  3. Accounts Payable: New Expenditure Guidelines • Effective April 1st, 2014 • At-a-Glance changes • Athletics and Student Activities have been removed • Technology Fee has been added • Account column has been added

  4. Expenditure Guidelines • Student Activities will mirror the Auxiliaries column • Except for items funded by A&S (Activity & Service) fees • Reference the use of A&S funds when preparing • Purchase requisitions • Payment request forms (PRFs) • When in doubt, please call either Accounts Payable or Purchasing

  5. Expenditure Guidelines Additions • Dues/Fees for professional, occupational or other license • Allowable if specifically authorized by law and necessary to perform duties • Student travel is allowable if it benefits the University • Does NOT include recruiting • Frames for pictures or art is allowable on vending • If it meets the mission of the University – Instructional or Informational

  6. Accounts Payable • Monthly Lease Payments • New way to create lease payments: • PRFs or • Spreadsheet upload • You may prepare the entire budget year’s payments at one time • For example, 12 PRFs or 1 upload file • Each payment will be budget checked and posted • However, payment will not be made until the scheduled payment date • Payments that require SRA approval must be routed appropriately

  7. Accounts Payable • Monthly Lease Payments, cont’d • This will impact your budget in that you will see the whole year’s worth of payments at one time • Efficiency: you will not have to think about leases until next year • If there is a problem and you need to stop a payment, then contact Accounts Payable before the next payment is due

  8. P-Card Updates • Receipt Exceptions – All departments must email/fax receipts with their monthly reconciliation beginning July 2014 • Expanded Duties – The P-Card unit will begin auditing Travel and Accounts Payable • Updated P-Card manual in the works

  9. Updated Travel Policy • New items to note • Fly America Act • Rentals of GPS units necessary for conducting business is allowed • Documentation of traveler’s receiving “less than entitled to” must be maintained by the departments

  10. Disbursement Services Contacts

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