STAFF and PHONE NUMBERS
Marcia Girdler
450-5025
AP/Travel Manager
Fax
450-5319
Peggy Robinson
450-5024
Travel Supervisor
Shannon Lucey
450-3620
Travel
Jaleesa Farris
450-3245
AP
Jolyn Spencer
450-5023
AP
Pam Giblet
450-3182
Accountant/Travel
Rae Miller
450-5028
Accountant/AP
Department e-mail: apstaff@uca.edu
AP Vendor Assignments
Rae Miller
Jaleesa Farris
Jolyn Spencer
450-5028
450-3245
450-5023
RaeM@uca.edu
jaleesaf@uca.edu
JolynS@uca.edu
A-J
K-Z
Apple
Aramark Food Service
Arkansas Democrat Gazette
AT&T
AT&T Mobility
Ben E Keith
Canon Solutions
Centerpoint Energy
City of Conway Sanitation
Conway Corporation
Dept of Info Sys
FedEx
Fisher Scientific
Goddess Products Inc.
Hewlett-Packard Co.
Hiegel Supply
Home Depot
Irby
Log Cabin
Lowe's
Sherwin Williams
Shred-it Arkansas
Textbook Brokers
UniFirst
US Bank
Windstream
Do you always
have to have
an invoice?
Yes, but there is
one exception.
What is the one
exception to
having an invoice?
Postmaster
Can contracts
be used in place
of an invoice?
Contracts should
only be used on
services never
for items.
Why are
account codes
important?
Account codes are very
important because they
affect:
Equipment (Inventory)
1099’s (Services to individuals)
Travel
Financials
When determining which
account code to use,
should you take into
consideration tax,
shipping, and other fees?
Yes, for example if you
purchase ten chairs for $460
each the account code should
be 730205 because $460
times ten plus tax and
shipping equals $5,052.50
divided by 10 equals $505.25
each.
Total
Cost
460.00 X
10.00
=
Tax
4,600.00
402.50
5,002.50
Shipping
Each
5.00
X
10.00
=
500.25
50.00
5,052.50
505.25
Is UCA tax exempt?
UCA is NOT tax exempt.
 Most Arkansas vendors charge sales tax
on all taxable items, but many out of
state vendors do not.
 If there is not tax on the invoice, but the
item is taxable, UCA is required by law to
remit use tax.
 Current tax rate is .0875
 State is .065
 City is .0175
 County is .005
Are all items taxable?
NO
List three items that are
not taxable.
Nontaxable Items
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Advertising
Insurance
Memberships
Online books or other services that are all online
USPS (Postmaster)
Prescription drugs, insulin and test strips
Referees
Registrations
Reimbursements
Royalties
Shipping only vendors (Example: DHL, FedEx or UPS)
Software or software licenses when no tangible items are received (Example:
downloaded)
Some Contracts - depending on the terms of the contract.
Stipends/honorariums
Subscriptions
Travel
What is a tax rebate?
City and county tax is capped at
$2,500 thus rebates are given on
invoices over $2,500.
For a tax rebate it does not matter
if the vendor charges the tax or if
UCA paid use tax.
Is receiving required on all
invoices?
Receiving is NOT required on the following:
•
•
•
•
•
•
•
•
•
•
•
Contracts
Dues
Memberships
USPS (Postmaster)
Prepays
Registrations
Reimbursements
Standing orders
Subscriptions
Travel
Annual Software license renewal
Can you make a partial
payment?
Partial Payments
Yes, partial payments may be made for
only part of the purchase order.
Example #1: four items were ordered
and only three came in, one was backordered.
Example #2: Airline ticket, registration,
hotel and travel reimbursement were all
done on separate days.
What is a pre-pay and list
three items that are
normally pre-paid?
Under GAAP (Generally
Accepted Accounting
Principles) expenses that will
cross the fiscal year must be
recorded in the period in
which they occurred.
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Prepays
Advertising
Annual Access Fee
Insurance
License Renewal
License/Support
Maintenance
Membership
Online Training
Protection Plan
Service Contract
Software License
Subscription
Tech Support
Termite contract
Do pre-pays
affect your
budget?
If so how?
The part of the expense
that is for the next fiscal
year is credited back to the
current year budget and
deducted from next year
budget.
What is a Direct
Billing Request?
The Direct Billing Request should be
completed when requesting
payments for food or lodging. For
example, but not limited to:
•
•
•
•
•
Staff Development
University Advancement
Student Recruitment
Student Orientation
Student Training/Development
When can a
check request
be used?
Check Request/Refunds
•
•
•
•
•
Scholarship refunds
Overpayment
Ticket refunds
Registration refunds
HR may use check requests for GAP and other
payroll deductions that are designated for a
particular purpose. For example: United Way
• Other refunds where UCA first receipted the
funds, but now there is a need for the funds
to be returned to the original owner
Where do you
see approvals?
• Self-Service
• View Document
• Approval History
What is the order the
requisitions are approved?
Document Number
Originator:
Queue
GRN1
Document Identification
R0012345
Type
PGIBLET
Pam Giblet
Approvals required
Description
Level
GR TRAVEL CATCH ALL
QUEUE
Requisition
Approvers
20
Carmesha Jemerson
Sandy Ahne
PRG1
PROVOST GR TRAVEL
32
Jonathan Glenn
Laura Young
BCD1
SCIENCE
30
Tom Smith
Tom Addison
TRA1
Travel Administrator
10
Jeremy Bruner
Marcia Girdler
Peggy Robinson
Queue
SBC1
Level
Approvals recorded
Date
20
User
10-Oct-14Ben Cates
• Follows the chain of
command
• Then Grants
• Next Travel
• Then to budget if NSF
Where do you find your
Banner messages?
Click on Check Banner messages
to see them
If the message is too long you can see it all by
clicking on the pencil.
Where can you see if
a check has cleared
the bank?
FOIDOCH
What changed on
the TR-1?
UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1
Name of Payee:
Marcia Girdler
Department Name:
Financial Accounting
Travel PO Number:
UCA
Department Index:
Private Vehicle
License #
Official Station:
Campus Phone #:
Email
Address:
UCA Student:
Sponsored Credit Card
450-5025
marciag@uca.edu
Yes
No
Yes
703000
Individual:
717115
McCastlain 019
X
UCA Employee:
Yes
X
No
If No List Employer:
Was the traveler reimbursed from another funding source for any travel expenses being claimed on this
form? If so provide details.
Yes
Amount of the
Are phone/internet charges business
Advance:
$236.00
related?
Yes
Were meals provided by the
Mode of Travel:
Car
conference?None
Some
If you drove mark
University
Rental RentalOther
one:
Personal
X
vehicle
Phy Plant
website
Explain
List passenger/s:
P0099999
Account
Number:
n/a
Campus Address:
X
No
Blanket:
X
No
X
No
X
All
Pam Giblet, Linda Lentz, Michelle Burgin, and Angela Parham
Special Lodging Authorization - (Total room rate - See UCA Travel Regulations)
Conference's hotel
Reason why less expensive lodging was
not selected:
Per Diem Rate
$125.00
Cost Per Day
$135.00
Number of Days
6
XXXXX
XXXXX
6
http://www.gsa.gov/portal/content/104877?utm_source=OGP&utm_medium=printradio&utm_term=portal/category/21287&utm_campaign=shortcuts
Justification for Rental Car
Total
YOU MUST PUT THE COST PER DAY
$810.00AND THE NUMBERS OF DAYS YOU
$0.00ARE REQUESTING AUTHORIZATION
$810.00TO RECEIVE FULL REIMBURSEMENT.
Why does renting
a vehicle now
require a PO?
• Encumbers the
funds
• Better tracking of
expenses by trip
• Fewer NFS
Do I need to do a
new PO to
Enterprise?
Normally, no, because
the expense should go
on the same PO as
the other expenses
for the trip.
For example, when Financial
Accounting allowed several
people to go to AACUBO,
Marcia Girdler drove an
Enterprise rental van. Her PO
included meals, registration,
and lodging. Now, you will also
include the vehicle rental.
AACUBO Conference in Heber Springs, AR
October 4-6, 2015
Registration - Ghost Card
$ 75.00
Lodging - Ghost Card
$ 200.00
Meal
$ 40.00
Rental Van - Enterprise Ghost Card
$ 260.00
Riding with her are Pam Giblet, Peggy
Robinson, Linda Lentz, Michelle Burgin,
and Misty Moran
Is there ever a
time I will have
to create a new
PO?
If there is no PO, because the
person is just traveling for the day
(less than 12 hours) , and rents a
vehicle plus does not have a
standing PO for travel. Then a PO
will need to be created for that
trip. The PO can be in the
traveler’s name or Enterprise
B00800022
Can faculty share a
room with a student?
No, never.
Can students drive
other students?
No, never.
Can you ever
purchase your
own airline
ticket?
Only when it can
be documented
that it saves the
university money.
Can you
purchase airfare
and lodging
together?
Yes, but only if you
have
documentation of
the cost savings.
For example, when you purchase your airfare and lodging together using
Travelocity, it saves $250.00. The following steps should be followed:
• Look up the cost of the flight and print it out $350.00
• Look up the cost of the hotel and print it out $800.00
• If the cost using Travelocity for booking airfare and lodging together
is $900.00 you may go ahead and use Travelocity.
• When the TR-1 is turned in the documents where the cost of the
flight and the cost of lodging were looked up separately must be
attached to the TR-1.
• Split the cost between the flight and lodging by using percent, then
apply the percent to the cost of purchasing the flight and lodging
together
• On the TR-1 $270.00 should be list as the cost of the flight and
$630.00 should be list as the cost of the lodging
• The worksheet can be found on the Travel website – called “Airfare
& Lodging Split”. Also, in the instructions for completing a TR-1.
o Only the fields in yellow needs to be completed. The others are
self-calculating
Cost
Separately Percent
Cost Together
Split
$
900.00
Flight
$
350.00
30% $
270.00
Lodging
$
800.00
70% $
630.00
Total
$ 1,150.00
100% $ 900.00
How many days in
Advance should an
airline ticket be
purchased?
Fourteen days
Airline tickets purchased
less than 14 days in
advance must have
approval in writing from
the President before
purchasing airline tickets.
What are the
percentages for
travel advances?
• 50% in the US
• 75% in foreign countries
• 90% group travel
Which travel
expenses are
not eligible for
an advance?
•
•
•
•
Airfare
Registration
Lodging
Any item direct
billed
How many days in
advance can you
pickup a travel
advance and who
can pick it up?
Two working days
and only the
traveler can pick it
up.
Why do I only get
75% of the
maximum allowed
for my first & last
day of travel?
Because it states
it in the Travel
regulations.
On the first day of
travel what is the
maximum a state
employee can
claim?
75% of the
maximum allowed
for the destination
city.
On the last day of
travel what is the
maximum a state
employee can
claim?
$38.25
Domestic Travel
Maximum
Allowed
51.00
54.00
59.00
64.00
69.00
74.00
First Day
of Travel
38.25
40.50
44.25
48.00
51.75
55.50
8.50
9.00
9.83
10.67
11.50
12.33
Lunch
17.00
18.00
19.67
21.33
23.00
24.67
Dinner
25.50
27.00
29.50
32.00
34.50
37.00
Last Day of
Travel
38.25
38.25
38.25
38.25
38.25
38.25
Breakfast
Does UCA pay
per diem rates?
No, never! The
traveler must claim
actual expense up
to the maximum
allowed.
When does the
maximum allowed
change?
st
1
October of each
year.
Is there a form
that will help the
traveler keep up
with their
expenses?
Yes!
“Traveler’s Daily
Meal Expenses”
Traveler's Name:
Date:
Breakfast
Lunch
Dinner
Snacks
Snacks
Snacks
TOTAL
Marcia Girdler
Cost
Tip
Sunday, September 15, 2013
15.00
25.25
1.50
41.75
Maximum allowed
2.25
3.50
5.75
Date:
Breakfast
Lunch
Dinner
Snacks
Snacks
Snacks
TOTAL
Monday, September 16, 2013
Date:
Breakfast
Lunch
Dinner
Snacks
Snacks
Snacks
TOTAL
Tuesday, September 17, 2013
Date:
Breakfast
Lunch
Dinner
Snacks
Snacks
Snacks
TOTAL
Wednesday, September 18, 2013
30.00
30.00
Maximum allowed
10.00
20.00
30.00
Maximum allowed
4.50
4.50
1.50
3.00
4.50
25.00
3.75
25.00
3.75
PO #
Total
17.25
28.75
1.50
47.50
34.50
34.50
34.50
33.00
11.50
23.00
34.50
55.00
28.75
28.75
Date:
Breakfast
Lunch
Dinner
Snacks
Snacks
Snacks
TOTAL
Cost
Tip
Thursday, September 19, 2013
16.00
2.25
1.50
17.50
Maximum allowed
2.25
Date:
Breakfast
Lunch
Dinner
Snacks
Snacks
Snacks
TOTAL
Friday, September 20, 2013
10.00
17.00
30.00
Date:
Breakfast
Lunch
Dinner
Snacks
Snacks
Snacks
TOTAL
Saturday, September 21, 2013
5.00
0.75
17.00
2.55
8.00
-
Date:
Breakfast
Lunch
Dinner
Snacks
Snacks
Snacks
TOTAL
57.00
Maximum allowed
30.00
Maximum allowed
-
1.50
2.55
4.50
8.55
3.30
-
P0099999
Total
18.25
1.50
19.75
22.00
11.50
19.55
34.50
65.55
66.00
5.75
19.55
8.00
33.30
34.50
-
When can you
have meals
without
overnight stay?
• When away from your
official station twelve hours
or more
• Must complete the form”
Day Travel without overnight
Stay”
• Must have an itemized
receipt
What is required
for moving
expenses?
Moving Expenses
• Approval in writing by the administrative
head or vice president must be attached to
the TR-1.
• Account 717202-commodity 96256
• An approved travel purchase order.
• Attach the itemized receipts to the TR-1 and
forward them to the Travel Office.
What is the most
common reason
for mileage being
marked down?
Not listing
vicinity miles on
a separate line.
Miles should be
listed in whole
numbers.
Even if on the TR-1
miles are not listed in
whole numbers the
formula will round to
whole number then
calculate the cost.
What are some of
the most common
mistake made on
TR-1’s
1) Claiming meals
when meals
where provided at
the conference.
2) Dates on TR-1
before and/or after
the PO dates due to
traveling time.
Note: please list all
dates in chronological
order even if you don’t
have charges for that
particular date
3)Departure and
return times not
being on the TR-1
4) The special
lodging authorization
not being completed
on the TR-1.
UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1
Name of Payee:
Marcia Girdler
Department Name:
Financial Accounting
Travel PO Number:
UCA
Department Index:
Private Vehicle
License #
Official Station:
Campus Phone #:
Email
Address:
Sponsored Credit Card
450-5025
marciag@uca.edu
UCA Student:
Yes
No
X
Mode of Travel:
If you drove mark
one:
Car
List passenger/s:
Pam Giblet, Linda Lentz, Michelle Burgin, and Angela Parham
X
703000
no
No
P0099999
Account
Number:
717115
n/a
Campus Address:
McCastlain 019
Individual:
X
UCA Employee:
Yes
X
No
If No List Employer:
Was the traveler reimbursed from another funding source for any travel expenses being claimed on this
form? If so provide details.
Amount of the
Are phone/internet charges business
Advance:
$236.00
related?
Personal
Yes
Blanket:
Yes
No
X
Yes
No
X
Were meals provided by the conference? None
Some
Universit
Rental RentalOther
y vehicle
Phy Plant
website
Explain
X
All
Special Lodging Authorization - (Total room rate - See UCA Travel Regulations)
Conference's hotel
Reason why less expensive lodging was
not selected:
Per Diem Rate
$125.00
Cost Per Day
$135.00
Number of Days
6
XXXXX
XXXXX
6
http://www.gsa.gov/portal/content/104877?utm_source=OGP&utm_medium=printradio&utm_term=portal/category/21287&utm_campaign=shortcuts
Justification for Rental Car
Total
YOU MUST PUT THE COST PER DAY
$810.00AND THE NUMBERS OF DAYS YOU
$0.00ARE REQUESTING AUTHORIZATION
$810.00TO RECEIVE FULL REIMBURSEMENT.
Why is it important
to complete the
third page of the
TR-1?
To ensure PO has
enough money to
reimburse the
traveler and pay the
credit card.
UCA's Travel Expense Reconciliation Form
Expenses on the Ghost Credit Card, Sponsored Credit Card, or on a PO
Name of Payee:
Marcia Girdler
DATE
NAME OF TOWN VISITED
09/12/1
5
09/13/1
5
09/14/1
5
09/15/1
5
09/16/1
5
09/17/1
5
09/18/1
5
01/00/0
0
Travel
PO
Numb
er:
PO # or
CREDIT
CARD
TYPE
P0099999
TOTAL DIRECT
HOTEL COMMON RENTAL INCIDENREGISTRAT BILLED PER
TOTAL
ROOM CARRIER CAR
TALS** OTHER ION FEE (C)
DAY
FROM TR-1
135.00
300.00
*
20.00 493.00
*
C
948.00 81.70
135.00
*
20.00
*
155.00 27.00
135.00
*
20.00
*
155.00 34.50
135.00
*
20.00
*
155.00 27.00
135.00
*
20.00
*
155.00 18.00
135.00
*
20.00
*
155.00 47.00
St Louis MO
Ghost C/C *
St Louis MO
Ghost C/C *
St Louis MO
Ghost C/C *
St Louis MO
Ghost C/C *
St Louis MO
Ghost C/C *
St Louis MO
Ghost C/C *
St Louis MO
*
*
*
0.00
144.50
0
*
*
*
0.00
0.00
SUB-TOT EXPENDITURES
XXXX
#REF! 493.00
0.00
#REF! 0.00
0.00
**A)Postage B)Parking Fees C)Registration D)Emergency Car Repairs E)Guide Services for the Blind &
Wards of State
1723.00
379.70
GRAND TOTAL
DAILY EXPENSES
1029.70
182.00
189.50
182.00
173.00
202.00
144.50
0.00
2102.70
What should
the sponsored
credit cards be
used for?
GUIDELINES FOR USE OF SPONSORED CREDIT CARDS
• The Sponsored credit card can be used for, but not
limited to:
•
•
•
•
•
Airline tickets
Conference fees
Lodging
Meals with a team/group of students.
Incidentals within the scope of normal group
travel
• Must have itemized receipts
Should sponsored
credit cards be
used for meals?
Only when
purchasing meals
for student groups
while traveling.
When are TR-1’s
due in to the
Travel Office?
Five working
days after the
last day of the
trip.