AP/Travel Reminders

1. AP/Travel Reminders How To Session 05/21/2019

2. AP/Travel Office contact information • NormaReyna -Accounting Group Manager x4602 • Maricarmen Ramirez - Accounting Group Supervisor x4609 • Patricia Jackson –Accountant x4695 • Samantha Balboa – Accounting Specialist – AP X4691 • Kaela Garcia – Accounting Specialist – Travel X4628 • Maria Gonzalez– Accounting Specialist-Special Projectsnew phone • Beatriz Saldana–Accounting Assistant x4631 • Areli Alvizo – Accounting Assistant X4611 • Bertha Arriaga–Accounting Assistant x4659 • Marcos Naveja –Accounting Assistant x4642 • Jeanette Villarreal – Accounting Assistant x4673 • Maria Martinez – Accounting Assistant X4623 • Tonya Ecker - Accounting Assistant-Travel x4618 • Melissa Lara – Accounting Assistant – Travel X4656 • Marcy Gonzalez–Records Technician x4654 • Daisy Granado – Records Technician X4654 • Accountspayable@southtexascollege.edu • TravelOffice@southtexascollege.edu

3. End of Fiscal Year notes • Fiscal year end is August 31 • All items received, services rendered or Travel taken by 8/31 needs to be processed in Fiscal Year 2019. • All invoices should have date received or services rendered noted on the invoice • Tentative deadlines (AA Round Up or Alert Notice will be sent with final deadline dates) • 8/26/19 – final day to submit all TR documentation attached to TA for FY2019 (this allows all approvals to finalize before 8/30/19) • 8/30/19 – close all pending TA/TR and mileage encumbrance paperwork • 9/3/19 – Report dates will be 9/3/19 or later for online travel • 9/6/19 – submit all FINAL paper travel documentation for FY2019 • 9/10/19 – submit all invoices for 8/31/19 services/goods received

4. Employee Direct Deposit • Part of the Business Office Go green initiative and our commitment to pay vendors/employees promptly • Used for employee travel per diem payments, tuition and mileage reimbursements • EFT payment allows funds to be transferred directly to the employee’s financial institution without the need to cash or deposit a printed check. • No worries about check being lost in mail • Direct Deposit Authorization Form

5. Accounts Payable Do’s • Do submit prepayment form to AP • Do submit all itemized receipts for prepayment purchases • Do submit an agenda and sign in sheet for food purchases for staff meetings • Do advise vendors that STC is tax exempt • Do submit completed Consultant Services Rendered form after services are rendered • Do keep track of open PO balances (FGIENCD) • Do keep open communication with AP • Do provide correct PO number to vendor • Do refer to Business Office website for account code listing • Do meet all Accounts Payable deadlines, especially end of fiscal year (see attached calendar)

6. Accounts Payable Calendar

7. Accounts Payable Don’ts • Don’t promise payment date to vendors. • Don’t request Emergency Hand Cut check every time a deadline is missed • Don’t keep invoices/receipts in your office • Don’t alter dollar amounts on invoices • Don’t contact consultant from another country without verifying what paperwork is needed to set them up as vendor

8. Accounts Payable Payments • Prepayments • Vendor does not accept purchase orders • No invoice provided (quotes) • Prepayment form required • No receipt required payments • Regular purchase order • FM approval required • Invoice must match purchase order information/FOAP • Receipt required payments • Receiving must post for payment to process • Items that need to be returned must be submitted through Receiving • Contact PO buyer or Receiving dept for key receiving form

9. Accounts Payable Payments • Foreign Vendor payments • Do not contract with foreign vendor without discussing with Purchasing or Business Office • Require extra review • Different set up forms (W-8 and/or Treaty request forms) • Possible tax withholding • Gross up the amount or withhold from vendor payment

10. Department Signature Authority Form • BO 1800 – Form should be filled out each fiscal year each time a change takes place, such as new organization or new Financial Manager • Financial Manager may designate an employee to sign invoices on their behalf if needed • These forms must be submitted to the Accounts Payable department • Payments may be delayed if department approvals are not legible or the form is not properly submitted

11. Helpful Banner forms • FGITRND – expense detail • FOIDOCH – document history • FAIVNDH – vendor detail history • FGIBAVL – budget availability • FGIENCD – detail encumbrance activity • FGIOENC – organizational encumbrances list • FPIOPOV – open purchase order list

12. Helpful Accounts Payable forms • Account Code classifications • IRS Form W-9 • BO-1300 – Request for Prepayment form • BO-1800 – Department Signature Authority Form • BO-6610 – Consultant services agreement form • BO-8400 – Institutional Membership form

13. Accounts Payable Friendly reminders • Submit all approvals timely • Keep track of purchase order balances • Keep AP staff updated on problem invoices • Invoices need to have PO# for timely payment • All invoices must be emailed or mailed to AP department • Do not promise payment date to vendor

14. Questions?

15. Travel

16. Travel Deadlines and Fund Availability not all inclusive • All employees that are authorized to travel on behalf of the College must submit Travel Authorization, whether paperwork or processed on line • Submit Travel authorization request at least 15 business days prior to travel date – keep registration deadlines in mind • Submit mileage encumbrance for in district travel at beginning of semester or fiscal year • Submit Travel voucher request within 20 business days after return from trip • In State and Out of State travel has different account codes and approval queues, please choose carefully when processing online travel – incorrect coding can delay travel document approvals • Very important to verify fund availability – if funds not available, purchase orders cannot be processed for registration or airfare

17. End of Fiscal Year notes - Travel • 8/26/19 – please submit the last of your TR docs that can be attached to a TA • Please remember that all mileage encumbrances will be closed by 8/31, if an employee is no longer traveling, or has left the department or College, submit a request to close the encumbrance • Travel prior to 8/31/19 must be posted to FY2019 budget • Any conferences after 9/1/19 whose early bird or registration deadlines are after 9/1/19 should not be entered in the online travel system until after 9/3/19. For airfare of September travel – please contact Travel Office. • Any conferences with early bird deadlines prior to 8/31/19: • Online travel departments – submit registration only with all signature approvals on Travel Authorization paper documents. • On 9/3/19 or after – attach the documentation to the online travel system with the rest of the information

18. Travel Cancellations • Cancellations • Require FM approval email • Department responsibility to cancel all lodging, airfare, car rental reservations and contact vendors for reimbursement if needed • Airfare cancellations must go through designated Travel Agency vendor (Shands) so credit can be used at another date • Employee must deposit any cashed advance perdiem/mileage to the cashiers using FOAP provided by Travel Office within 3 working days of cancellation • If the check has not been cashed, it must be returned to the Travel Office within 3 working days of cancellation

19. Travel Changes in Itinerary • Changes in itinerary • When leaving later than originally documented, or returning early, submit justification and adjust any per diem amounts given in advance • The Financial Manager should determine if the employee will reimburse the College for any fees related to early departure such as airfare adjustments, hotel early departure fee, etc.

20. Standard Mileage Method form • The Standard Mileage Method Form should be completed when the employee’s first or last destination point is not their home base. The completed form should be attached to the Employee Mileage Reimbursement Authorization Form or to the Travel Voucher with attached map readings to determine the correct mileage.

21. Standard Mileage Method Example

22. Chrome River Travel & Expense system • New Travel and Expense system • Will process most types of travel including Grant and student travel • Easier to work with • Will be able to post pictures of receipts from your phone directly into the app

32. The End - Questions