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“Everything you ever want to know about” BUDGET & FINANCE An overview of Purchasing, Accounts Payable, Travel Regul PowerPoint Presentation
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“Everything you ever want to know about” BUDGET & FINANCE An overview of Purchasing, Accounts Payable, Travel Regul

“Everything you ever want to know about” BUDGET & FINANCE An overview of Purchasing, Accounts Payable, Travel Regul

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“Everything you ever want to know about” BUDGET & FINANCE An overview of Purchasing, Accounts Payable, Travel Regul

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  1. “Everything you ever want to know about”BUDGET & FINANCEAn overview of Purchasing,Accounts Payable, Travel Regulations & Web Reports

  2. “Everything you want to know about”BUDGET & FINANCE • Purchasing • Accounts Payable • Travel • Gaining Access to Web Reports • Utilizing Web Reports

  3. PURCHASING • Purchasing policy and authority • Department’s responsibility • What is a … • Purchasing Limits/Thresholds • Types of Waivers • Purchase Requisition • Encumbrance • Purchase Order “Everything you ever want to know about Budget & Finance”

  4. PURCHASING • TCNJ’S Purchasing Policy • Purchasing Authority • Department’s responsibility “Everything you ever want to know about Budget & Finance”

  5. In Purchasing............... • What is a Purchase Requisition? • What is an encumbrance? • What is a Purchase Order? • How do I cancel a Purchase Order? “Everything you ever want to know about Budget & Finance”

  6. TCNJ’S PURCHASING LIMITS • Purchases up to $1,000 • Purchases over $1,000 up to $2,500 • Purchases over $2,500 up to $19,500 • Purchases over $19,500 • Purchases on NJ State Contracts “Everything you ever want to know about Budget & Finance”

  7. Purchases on NJ State Contracts • Division of purchase & property • www.state.nj.us/treasury/purchase/contracts.htm • State purchasing bureau has prequalified various vendors for a variety of goods and services • TCNJ purchasing thresholds do not apply to purchases made on State Contracts. “Everything you ever want to know about Budget & Finance”

  8. WAIVERS • Emergency Purchases • Sole Source Waiver • Board Waivers “Everything you ever want to know about Budget & Finance”

  9. EMERGENCY PURCHASES • Emergency purchases will be authorized when a situation affects the public health or safety but not to compensate for improper planning. • Who can authorize emergency purchases? “Everything you ever want to know about Budget & Finance”

  10. SOLE SOURCE PURCHASES • Who is considered a sole source vendor? • What is the procedure for obtaining goods or services from a sole source vendor? “Everything you ever want to know about Budget & Finance”

  11. BOARD WAIVERS • The concept of board waivers • Exceptions under NJ State contract laws • What is the procedure for obtaining a board waiver? “Everything you ever want to know about Budget & Finance”

  12. IF YOU ONLY REMEMBER ONE THING................. NEVER PLACE AN ORDER WITH A VENDOR…... • UNLESS YOU HAVE PROPER AUTHORIZATION. “Everything you ever want to know about Budget & Finance”

  13. ACCOUNTS PAYABLE • PROCESSING TIME • CHECK CYCLES • ORIGINAL INVOICE • UNDER $2,500 • OVER $2,500 • SIGNATURES • DISCOUNTS • GRANTS ENTERPRISES • SPECIAL HANDLING • NEW VENDOR W-9 • PAYMENTS TO INDIVIDUALS • STOP PAYMENTS “Everything you ever want to know about Budget & Finance”

  14. TRAVEL OVERVIEW • Authorization • Travel Request Form • T- Numbers • $ Levels of Approval • Transportation – Do’s and Don’ts • Car Rentals • Reimbursable Expenses • Questions “Everything you ever want to know about Budget & Finance”

  15. TRAVEL REGULATIONS • Authorization to Travel • Travel Request/Faculty Absence Form • Assignment of T- #’s “Everything you ever want to know about Budget & Finance”

  16. TRAVEL REGULATIONS Levels of Approval • Travel request up to $1,000 • Request between $1,000 - $2,500 • Request over $2,500 • International Travel “Everything you ever want to know about Budget & Finance”

  17. TRAVEL REGULATIONS • Transportation • Car Rental • Reimbursable Expenses • Per Diem Rates (see Travel Manual). • Required Receipts “Everything you ever want to know about Budget & Finance”

  18. Purchasing & Travel Contacts • Lloyd Ricketts, x2495 or ricketts@tcnj.edu • Matt Farr, x3073 or mfarr@tcnj.edu “Everything you ever want to know about Budget & Finance”

  19. An Overview of Financial Reports • Security • Gaining access to Web Reports • Training • Utilizing Web Reports “Everything you ever want to know about Budget & Finance”

  20. Procurement Services and Financial Reporting • Accounts Payable: Debra Watson, x2526 or watsond@tcnj.edu • Web Report Access: Tammie Brown, x2496 or browntam@tcnj.edu • Head Bookkeeper: Sandra Callahan, x3323 or callahan@tcnj.edu “Everything you ever want to know about Budget & Finance”