Accounting Policies & Procedures
An Introduction
Drake University College of Pharmacy &
Health Sciences
Prepared by the Budget & Finance
Administrative Assistant
Introduction
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All official policies are available on the Drake website. This
document is available on the College website and the College
Server.
The goal of this presentation is to introduce you to some of the
basic procedures as they are carried out in our College.
You will receive, via email, a Travel Reimbursement form and a
Vacation & Professional Absence request form. Please save these for
future use. All forms used for Accounting purposes are available for
viewing on both the University & College webpages.
You will also receive a document outlining the responsibilities of the
Fitch Hall support staff.
The most important piece of information I can provide is this: In
order to insure efficient payment of an invoice, supply order or
reimbursement, you must have the appropriate account number
(FOAPAL) for each transaction. Your Department Chair will provide
you with this information.
Travel Reimbursement Guidelines
The Travel Form is used for reimbursement of professional travel
expenses and for mileage reimbursement.
Current policies for general travel are available on Blueview at:
http://www.drake.edu/busfin/policies_folder/acct_accoutspayableguid
elines.php#travelpolicy
Per diem rates are available at:
http://www.drake.edu/busfin/policies_folder/acct_accoutspayableguid
elines.php#meals
Mileage rates are available at:
http://www.drake.edu/busfin/accounting/index.php
 Payment for professional travel is generally made with each faculty
member’s annual development allotment or with funds awarded to
individual faculty. Check with your Chair before submitting them and
provide the appropriate account number for payment.
 The University sets the per mile reimbursement rate. This rate is
based on the IRS rate and is available on the link given above.
 After completing the travel/mileage form, print it out and sign at the
bottom left. Your signature is a requirement for reimbursement.
 The signed form plus all receipts should be given to the Budget &
Finance Admin. Assistant, who will process and sign as Approver.
Before Travel
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Airfare and Registration costs can be reimbursed in
advance of Professional Travel.
Registration fees - you are responsible for payment and
reimbursed using the Travel Form.
Airfare can be paid by you and reimbursed using the Travel
Form or booked through Drake’s account with the Travel
Center, phone #287-3170. Travel Center bookings are
charged to a Drake purchasing card.
When using the Travel Center, tell the agent you are with
the College of Pharmacy & Health Sciences and provide
them with your personal contact information in case there
is a last-minute change in flight times or some other
change or emergency.
Email or online documentation must show the bill paid in
full in order to qualify as an acceptable receipt.
After Travel
Reimbursement requests must be submitted within 30
days of your return.
 Fill out the form with your home address, Banner ID
number, and all pertinent information (destination, reason
for travel, etc.).
 Drake reimburses meals and incidentals by per diem.
These rates are available on the Blueview link given on
page 3 of this document.
 Original receipts showing the bill paid are required for
hotel, shuttle, taxi, airport parking. Copies and credit
card statements are not accepted.
 Meal receipts are not necessary on travel
reimbursements because of Drake’s per diem policy.
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Ordering Product/Supplies
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As mentioned earlier, in order to insure efficient payment of an invoice,
supply order or reimbursement, you must have the appropriate
account number for each transaction. Your Chair will provide you with
this information.
Drake has a contract with Office Max for the ordering of general office
and instructional supplies. You can search the Office Max website for
necessary items. Both the Budget & Finance Admin. Assistant and the
College Admin. Assistant can order product and can answer your
questions regarding ordering procedures.
Books are to be ordered thru the University Bookstore if possible.
Lab supplies and equipment are ordered by faculty with the approval of
their Chair. The Budget & Finance Admin. Assistant will provide you
with an in-house PO number for these purchases. Be sure your name
and this number are included on the invoice. Large-ticket items are
ordered through the Accounting Dept. using their PO/Web order form.
The Budget & Finance Admin. Assistant will also facilitate these orders,
which must be approved by Drake’s Director of Purchasing.
When ordering, remember that Drake is a tax-exempt institution and
does not pay or reimburse tax.
The Accounting Office has a list of preferred vendors. If the company
you wish to order from is not on this list, please ask for the necessary
forms and Drake’s Accounting Dept. will set up the new account.
Payment of Invoices/FOAPAL
FOAPAL refers to both the account number
and the form used to process payment of
invoices.
• Invoices must be initialed and dated and the
appropriate account number provided. By
signing off on invoices, you are confirming that
the product has been delivered to your
satisfaction. Packing slips or confirmations are
not accepted documentation for reimbursement.
• Upon delivery of receipts, the Budget & Finance
Admin.Assistant will process the invoice and
send it on for payment.
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Reimbursement via Direct Pay
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The Direct Pay form is used for reimbursement of
University-related expenses (examples: purchase of a
book, paying Association dues or meeting registration).
This form also requires your home address and Banner
ID number. It does not require your signature.
Upon delivery of receipts and the appropriate account
number, the Budget & Finance Admin. Assistant will
process the reimbursement and send it on for payment.
Again, Drake does not reimburse tax on any purchase. If
the purchase fits the ‘supply’category, proof must be
provided that the product purchased was not available
through Office Max and tax is not reimbursed.
Delivery & Billing Information
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UPS is the preferred vendor for delivery. The College Admin.
Assistant will help facilitate these requests.
Delivery Address for supplies:
Drake CPHS, Attn: Your Name, 105 Fitch Hall, 2720 Forest
Ave., DM, IA, 50311.
• Delivery Address for chemicals:
Drake CPHS, Attn: Your Name, c/o Environmental Health &
Safety Office, 13 Harvey Ingham Hall, 2804 Forest Ave., DM, IA,
50311.
• Billing Address:
Drake Office of Accounting, Attn: Your Name, 2507 University
Ave., DM, IA, 50311.
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Include the PO number, if applicable, on the packing slip and
invoice.
Vacation & Professional Absence
The Vacation & Professional Absence form must be
submitted to your Chair, who approves it and sends the
request to the College Admin. Assistant. This should be
done electronically.
 Professional Absence forms must be approved and
recorded in compliance with University rules. All
absences are added to the College calendar to help with
meeting and event scheduling.
 Faculty are also responsible for recording their own
vacation/personal time on BlueView. Instructions for this
procedure are available thru HR.
 At the end of each month, submit your hours to the
College Admin. Assistant, who is responsible for
approving them and submitting them to HR.
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Miscellaneous Duties of the Budget
& Finance Admin.Assistant:
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serve as Building Manager for Cline, Fitch
and Harvey Ingham.
sign up student workers through Drake’s
Career Center.
order keys for faculty, staff & student
workers and issue after-hours building
passes for student workers.
process work orders thru the Sodexho
website, a responsibility shared by both
AA’s located in Fitch 105.
SUMMARY
College policies must be in line with
University policies, which are available
through the Drake website.
 Feel free to contact me with questions or
concerns.
 Joyce Sharp, Budget & Finance
Administrative Assistant, CPHS, 105 Fitch
Hall, #271-3739. Joyce.Sharp@drake.edu
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