Vendor to Voucher Workshop - PowerPoint Presentation

Slide1

Vendor to Voucher Workshop

November 9, 2015

c

ode it!Slide2

University Controllers' Office

November 9, 2015

Accounts PayablesSlide3

University Controllers' Office

November 9, 2015

Accounts Payables

Terressa

R.

Yeakle

Best - Manager

Payables

Travel

Audit

Training

Webmaster/Web Presence

tryeakle@ncsu.edu

919-515-7489

Google+ Community Coming Soon! Slide4

November 9, 2015

University Controllers' Office

c

ode it

… What is the Business Purpose of the Purchased Item or Service?Slide5

November 9, 2015

University Controllers' Office

Information

Resources

Controller’s Office Website

controller.ofb.ncsu.edu

Chart of Accounts

http://controller.ofb.ncsu.edu/expense-accounts/

Category ID Definitions

http://materialsmgmt.ofb.ncsu.edu/uploads/pdf/SpecialCatID.pdf

Basic Spending Guidelines by Fund Source

http://www.fis.ncsu.edu/controller/guidelines_ref/Spending_Guidelines.pdfSlide6

November 9, 2015

University Controllers' Office

code it

Account Basics

The Account Code is a 5 digit number used to classify the transaction.

1xxxx – Assets

2xxxx – Liabilities

3xxxx – Fund Balance

4xxxx – Revenue -Receivables

5xxxx – Expenditures -PayablesSlide7

November 9, 2015

University Controllers' Office

5

1000

– Personnel Services

5

2000

– Supplies and Materials

5

3000

– Current Services (Travel, Utilities, Services)

5

4000

– Fixed Charges ( Rental, Maintenance)

5

5000

– Capital Outlay (over $5,000)

5

6000 – Aids and Grants

Question to Ask Yourself

… What is the Business Purpose of the Purchased Item or Service?

code it

Selecting an Expense AccountSlide8

November 9, 2015

University Controllers' Office

Personnel Compensation:

Includes all payment for personnel services

to permanent

, temporary, and other employees and the cost of fringe

benefits relating

to such employees. Also includes payments to independent

contractors, teaching

assistants and research assistants.

5

1000

– Personnel Services

code it

Selecting an Expense AccountSlide9

November 9, 2015

University Controllers' Office

Supplies and Materials:

Includes

the payments for supplies, materials,

and commodities

consumable within a time period of one year of less, consumed

by physical

units, or whose use results in a significant impairment of their

physical condition

or appearance. It includes all articles or substances in a natural,

prefabricated, or

manufactured state used for current operating purposes,

processed in

construction or manufacturing operations, or constituting an integral part

of finished output.

5

2000

– Supplies and Materials

code it

Selecting an Expense AccountSlide10

November 9, 2015

University Controllers' Office

Current Services:

Includes the payments for services provided to the

institution which

assist in the performance and achievement of institutional programs, and

in the

operation, repair, and maintenance of institutional facilities. It

excludes contracted

services classified under account number 51900.

5

3000

–

Current Services

code it

Selecting an Expense AccountSlide11

November 9, 2015

University Controllers' Office

Fixed Charges:

This account class includes the payments

for operating

costs

which tend

to be relatively uniform in amount during monthly, quarterly, semi‐annual,

or annual

periods. The charges are for a fixed sum or a fixed sum plus charges for use

of the property, supported by contracts or agreements, and of a continuing nature.

5

4000

–

Supplies and Materials

code it

Selecting an Expense AccountSlide12

November 9, 2015

University Controllers' Office

Capital Outlay:

This account class includes the payments for acquiring

legal ownership

to equipment, including the related inbound transportation

and installation

charges. For definitive purposes, equipment possesses the

following characteristics

: it is not consumable or expendable; it is movable, even though

sometimes attached to other accounts or buildings; it has

an expected

useful life

of longer

than one year; its cost is at least $5,000; and its use does not create

a readily observable physical impairment or deterioration. Also, this account class includes the payments to acquire legal ownership to real property, to constructadditions to land and buildings, and to equip and furnish buildings with

equipment, furniture, furnishings, machinery, and component systems. This account class includes all expenditures for tangible resources which are subsequently subject to fixed asset controls. Also, it includes library books, journals, and artistic creations.

5

5000

–

Capital Outlay

code it

Selecting an Expense AccountSlide13

November 9, 2015

University Controllers' Office

Aids and Grants:

This

account class includes the payments of financial

aid monies

to various authorized recipients. These payments can be in the form

of contracts

, grants, subsidies, state aid, or allocations.

5

6

000

–

Aids & Grants

code it

Selecting an Expense AccountSlide14

November 9, 2015

University Controllers' Office

code it

Food & Meals

52205

52300

53921

53991

FOOD ITEMS PURCHASED FOR HUMAN CONSUMPTION. COULD BE PERSONAL

REIMBURSMENT

OR DIRECT VENDOR PAYMENT

FOOD PURCHASED FOR EDUCATIONAL PURPOSES

FOOD SERVICES/PREPARED FOOD.

PAYMENTS DIRECTLY

TO THE VENDOR

ENTERTAINMENT/EXCESS MEALS.

**Only Acceptable use of this account code

Alcohol

52209

EXPENDTURES FOR ACOHOLIC BEVERAGESSlide15

November 9, 2015

University Controllers' Office

code it

Travel within North Carolina is always

IN

-State

travel

.

When a contracted service vendor invoice for travel expenses, use

51990

if

receipts are not provided.

When paying post travel expenses, use

account codes

53112

to

53139

for receipted expenses.

Post

-travel expenses can not be paid via a Small Purchase Voucher

.

Prepaid expenses processed through Small Purchases limited to

REGISTRATION FEES

and

TRANSPORATION

FEES TO/FROM THE DESTINATION.

TravelSlide16

November 9, 2015

University Controllers' Office

code it

Monetary tokens of appreciation can use any funding sources. Include all travel expenses when using state and federal funds. Un-receipted travel expenses on all other funds

Receipted travel expenses on any fund, except state or federal

51950

51951

Awards

&

Gifts

51593

56905

56590

Non-Employee Awards

Honorariums

Employee Awards. Incudes Student Employees

.

Academic Awards to NCSU StudentsSlide17

November 9, 2015

University Controllers' Office

code it

Account Codes of Interest

Sponsorships

Administrative Fees, Such as Notary, H1B, license plate fees

53220

53990

Donations

Abstracts

53903

54998

 …used to record

parking

permits

to

University

Transportation

53400 or

53119/29/39

53616

…Postage for U.S. mail, including airmail and parcel post…all shipping costs for purchases are charged to the same account as the items being purchased. Rental charges…to 54300.Slide18

November 9, 2015

University Controllers' Office

Category ID”s are used by Purchasing for reporting to the State.

*Abuse of these Categories can result in the loss of the Small Purchase voucher capability for your department.

Most purchases fall under

888SP-Routine Small Purchases

http

://

materialsmgmt.ofb.ncsu.edu/Sourcing-Procurement/Guidelines.php

… What is the

General Business

Purpose of the Purchased Item or Service?

code it

Selecting a Category IDSlide19

November 9, 2015

University Controllers' Office

code it

Invoice application

Example #1

Example #2

Example #3

Example #4

Example #5