Fiscal Officer Meeting
Thursday, September 18, 2008
Healthy For Life
T. E. Atkins UM Wellness Program
Jaime Capizzi - Wellness Program Manager
234 General Services Building
314-516-4001
capizzij@umsystem.edu
SENIOR FISCAL OFFICERS
MEETING
Joann Wilkinson
September 18, 2008
C&C DEPTIDS
• C&C -- Communications and Computing
Purpose of deptid is to spread the cost of
telephones (communications) and computing.
Faculty/Staff parking expense is spread to C&C
deptids as well.
• Transfer in an amount equal to the amount of
the expense being charged. Ending balance
should always be zero.
• Contact Joann Wilkinson if C&C deptid is out of
balance.
C&C Deptids
• Setting up new C&C deptids so there is
one C&C deptid for each deptnode on the
PS Department Tree at the department
level.
• Joann Wilkinson will initiate new chartfield
request.
Funding Commitment Form
• Required for any transfers of funds from
“the Campus” to units.
• To be completed after both parties have
agreed to the details. If funding a position,
complete after the person has accepted
the offer.
• Joann will route from Provost/Vice
Chancellor to Chancellor.
TRANSFERS
• Running monthly report to check that transfer
budget is in balance.
• Helps if use name convention
TR-Transfer
CSD1 = Unit giving up the funds
CSD2 = Units receiving the funds
Description = short description
Example: TR-Nrsg-A&S-Fall semester courses
(total of 30 characters)
New Chartfield Request
• New Chartfield Request – provide both
sides of transfers on the request form, I
will enter budget and process the transfer.
• Include the name of the chartfield on
subject line.
• CC: Joann Wilkinson when you send a
new chartfield request to the UMSL, NEW
ACCT REQ.
PeopleSoft Upgrade to Version 9.0
BUDGET
• Financial System will be down the week of
November 24th.
• End users will not see a difference in the
panels
• May affect queries
• Will need assistance with testing.
Budget Potpourri
• BASE transfers reports will be sent out
monthly.
• Outlook out of office message – very
helpful when handling BCM errors.
• Beginning balances – zero budgets have
been entered. Working on upload to
adjust budget beginning balance to equal
actual beginning balance.
University of Missouri-St.
Louis
Senior Fiscal Officer’s Meeting
September 18, 2008
Randall Vogan
Revised Business Policies
• BPM 504 – Methods of Transportation
– Old rule: If use personal vehicle for official
business outside of Missouri, reimbursement
cannot exceed the rate of lowest available
airfare
– New rule: Effective July 1, 2008, if use
personal vehicle for official business for a
distance of more than 400 miles one-way or
800 miles round trip, the amount reimbursed
cannot exceed an estimate of the lowest
available airfare
• Must prepare a flying vs. driving cost comparison
and attach copy to Travel Expense Voucher
Revised Business Policies
• Example of flying versus driving cost comparison
Revised Business Policies
• BPM 505 – Allowable Expenses
– Affects: Reimbursement of meals when eaten
alone and no overnight travel is involved
– Old rule: Allowed reimbursement of meals on
a non-taxable basis if the employee was in
continuous travel status for 12 hours or more
– New rule: Effective May 1, 2008, employee
may receive an occasional meal
reimbursement (typically Dinner) on a nontaxable basis if day travel extends their work
day
PeopleSoft Financials Upgrade to
9.0
• Upgrade from version 8.8 to 9.0 scheduled
for the week of November 24
– No Finance Production access that week
• Go live on version 9.0 on Monday,
December 1
• Product support from Oracle for version
8.8 ends in December 2008
• Version 9.0 includes enhanced
functionality
PeopleSoft Financials Upgrade to
9.0
• PeopleSoft HR will not be affected, this is
only an upgrade to the Finance modules
• PS 8.8 Reporting instance and any web
applications that point to the Reporting
instance, such as PS Financial Reports,
will be available during conversion
• Any web applications that rely on the
production system will not be available,
such as PS Journal Entry
PeopleSoft Financials Upgrade to
9.0
• Prior to upgrade, all Finance modules in a
test instance of version 9.0 and affected
web applications will be tested by
individuals in primary and secondary
testing groups
• Preliminary testing indicates minor
changes between versions 8.8 and 9.0
• Campuses will determine the appropriate
style of training (online, classroom, etc.)
Accounts Payable Module
Non-PO Voucher
screen print from
current PeopleSoft 8.8
production instance
Accounts Payable Module
Non-PO Voucher
screen print from
PeopleSoft 9.0 test
instance
Accounts Payable Module
Plan to prepare
Non-PO Voucher
Quick Reference
Guide similar to
this for use in
PeopleSoft 9.0
Unrelated Business Income
(UBI)
• UBI Questionnaires (long form) were due back to
Accounting last Friday, September 12
– Contact John Creamer if need assistance with form
• Criteria used to determine if activity generates UBI
– Production of income from the sale of goods or the
performance of services and expectation of profit
– Conducted on a regular (year-round, periodic,
seasonal, etc.) basis or in the same manner as
commercial activities
– Not substantially related to the University’s exempt
mission of education, research, and public service
• If activity does generate UBI, must isolate
revenues and expenses associated with activity
TRIP
• PeopleSoft Travel and Expense module
purchased
• Implementation postponed until
completion of PeopleSoft 9.0 conversion
Fiscal Officer Meeting
Thursday, September 18, 2008
Meal Reimbursements
Ernie Cornford
Non-taxable Reimbursements
• Three meal reimbursement categories are
non-taxable to employees
– Travel expense
– Business expense
– De minimis fringe benefit, hereafter referred to
as overtime meal
• Excluded from employee’s gross income
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Non-taxable ReimbursementsTravel Expense
• The employee is required to stay away from
home overnight for business purposes
• Substantiation requirement – business
purpose of trip must be documented
• Frequency – reimbursement not limited as
long as business purpose is adequately
documented
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Non-taxable ReimbursementsBusiness Expense
• Business purpose of meals must be adequately
documented
– Substantiate amount, time and place, and business
purpose
– Meal must include bona fide business discussion
– Meals eaten alone are not reimbursable as business
expense
• Meal is considered a “working condition” fringe benefit,
excludable from employee’s gross income
• Frequency – reimbursement not limited as long as
business purpose is adequately documented
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Non-taxable ReimbursementsOvertime Meal
• Employee on a day trip eats a meal while
working additional hours
– Meal reimbursement may qualify as a nontaxable overtime meal
– Substantiation requirement – that employee
was required to work beyond regularly
scheduled hours
– Meal reimbursement may only be provided on
“occasional or infrequent” basis – not a regular
occurrence
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Non-taxable ReimbursementsOvertime Meal
• Requirements for exclusion from income
as a non-taxable overtime meal if:
– The meal is provided on an occasional basis
AND
– Overtime work required an extension of the
employee’s normal work schedule AND
– The meal enabled the employee to work
overtime
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Key Points in UM’s New Policy
• Options if employee makes day trips and
is frequently and regularly reimbursed
meals due to extended workday that do
not meet the criteria for business
expenses
– Department should consider providing
employee with a taxable meal allowance, or
– Meal may be reimbursed to employee at
departmental discretion and is included in
employee’s taxable income, or
– Department may choose not to reimburse.
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Taxable Meal Allowances
 Departmental discretion is used in providing a
meal allowance to an employee who is required
to make day trips for business purposes and is
frequently and regularly reimbursed for meals
due to extended workday.




Approved by department head or supervisor
Included in taxable income on Form W-2
TMA – new earnings code for taxable meal
allowance
Submit Additional Pay form to the campus
HR/Payroll Office using new earnings code TMA
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Taxable Meal Reimbursements
• New earnings code for taxable meal
reimbursements
– TFM – reimbursement for meal no longer
considered occasional due to frequency
– Complete travel voucher and Additional Pay
Form using earnings code “TFM”
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Example
• An employee attends training at a
downtown hotel. The training does not
provide lunch, so the employee buys lunch
at the hotel restaurant.
– Since this situation did not involve overtime or
overnight travel status, the meal cannot be
reimbursed as a non-taxable overtime meal.
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Example
• An employee leaves for an out-of-town
training at 6:00 am and returns at 9:00 pm,
eating dinner on the way home.
– Since this situation required overtime hours, the
dinner can be reimbursed as a non-taxable
overtime meal as long as it is “occasional.”
– Reimbursement is at the discretion of the
department.
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