SPH Peer to Peer Learning - PowerPoint Presentation

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SPH Peer to Peer LearningPurchasing and Reimbursement Best Practices

June 19

, 2019

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AgendaPCard / Purchasing Best Practices (Latara/Jeff) 30 minsExceptional Approvals (Carl) 5 mins

Entertainment / Travel (

Carl

5

mins

Workflow / Routing (

Carl)

5

mins

Paying People for their time (Carl)

5

mins

Gift Cards (Carl) 5

mins

Other Resources /

Q&A

5

mins

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IntroductionsWelcome to Latara Harris and Jeff Kent!Berkeley Regional Services - Professional Schools (ProS) - Purchasing & Reimbursements Financial Services Supervisor

Jeffrey Kent - Card Program Administrator

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Upcoming Trainings Direct Enter for Entertainment Presenter - Dan ParnasJune 25th, 2-3, BWW 5422 BWW

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Campus Purchasing Cards PCard (BluCard) & Event Planner CardCampus more open to issuing cardsTalk to Carl if your unit would like a cardOther option is to request BRS use their pCard/EPC

If requesting BRS use their card, use BearBuy to submit the request

select Blucard Tracking as Supplier name in form - example

118775718

Use of departmental cards

BearBuy submission not required

Training requirements / post-charge reconciling

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ProS Purchasing & ReimbursementsProvide support with purchasing services & goods; and entertainment reimbursements not submitted using direct entrytransactions (e.g. cart & voucher approvals, match exceptions)provide guidance and respond to inquiries

interpret policy to ensure compliance relevant to requests

assists with required documentation

PO closeouts

change orders

Our team & how you can find/contact us

ProS website

prospurchasing@lists.berkeley.edu

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Important UpdatesFastrak Order Purchase Approval - April 2019Catalog <$5000, Non-Catalog for goods <$1000Receiving in BearBuy

How to Create a Receipt

Catalog orders >$5000, Non-Catalog orders >$1000

receipt required

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Important UpdatesVendors that pose security risks and no longer allowedMailChimp & RegOnlineUse other approved vendors

Conference Registrations

hardship justification/exceptional approval required to be reimbursed prior to event

Wifi & headsets no longer reimbursable during personal trips

Recurring BluCard charges being transitioned to depts.

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BearBuyFormshttps://supplychain.berkeley.edu/what-form-should-i-useimportant note: form used creates the purchase order (PO)

Service Order Request Form

used to purchase services

example

118957140

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BearBuy FormsPayment Request FormNon TE reimbursements - example 115243839Entertainment (catering) - example 116446455

Honoraria (non-employee) - example

118691742

Non-Catalog Form

purchase goods not in BearBuy Catalog

example

119261518

Vouchers

in some cases will have opportunity to review invoice before payment

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Buyer InterventionAgreements need to be signed$10,000 or above

When to select buyer intervention

Promotional Items

https://supplychain.berkeley.edu/purchasing-merchandise-displaying-university-logos

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ResourcesCardsGoods & Services Procedures

Status of order

Required PO documents

What Form Should I Use?

Receiving in BearBuy

Travel & Entertainment for Direct Entry

Payment request documentation

Service order request documentation

Chart of Accounts List

Supply Chain Management

Controller's Website

BearBuy FAQ

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Exceptional approvals*Request Pre-approval* Dean Only:Employee MoraleEntertainment or travel above defined or reasonable limits (rarely approved)

Honorarium

After-the-fact justifications

Real estate agreements (leases, MOUs)

Fund advances

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Exceptional approvalsDelegated by Dean to CFO:MembershipsGift cards Petty cash account Pcard or event planner card approval by CFO or Director of Finance

>120 day PETs

Website resources

https://controller.berkeley.edu/financial-operations/entertainment/understand-policy/maximum-meal-expenses

https://controller.berkeley.edu/financial-operations/entertainment/understand-policy/exceptional-expenses

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Direct Enter – Entertainment/TravelSimilar to Travel, Direct Enter for Entertainment now availableIn-depth training with Dan Parnas 2pm on June 25

Approval Routings

Follows same routing as before

If preparer, ensure that traveller also signs off

Website resources

https://travel.berkeley.edu/understand-policy/travel-policy-nutshell

https://travel.berkeley.edu/news/faster-travel-reimbursements-direct-enter

https://controller.berkeley.edu/financial-operations/entertainment/understand-policy

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Direct Enter – Entertainment/TravelPolicies: Meal limitsBusiness meetings Personal travel

Comparative rates

(Connexus), lowest cost

Car rental

$62 travel max limit domestic (trip > 24 hrs)

Lodging if >40 miles from HQ or home. Max daily rate of $275 (excl. fees and taxes); conference can stay.

Reimburse within 45 days of trip

Prohibited entertainment:

Employee birthday, weddings, anniversaries, farewell gatherings (unless employee with >5 years of service), purchase of property or services for personal use

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Direct Enter – Entertainment/TravelFund prohibitions: Only use a fund for which your expense is allowable. 19900 and some specific state funds prohibit: any portion of meal in excess of allowable amounts

Alcohol

Ticket to show, sporting event or other entertainment

No over the cap salary or summer salary

Any exceptional entertainment

C&G prohibits:

Alcohol

Expenses not specifically authorized by C&G award

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Direct Enter – Entertainment/TravelBusiness Purpose (Bad examples): Business Purpose (Good examples):

To provide a reception for the speaker event, which allowed scholars to engage with him informally after the talk and continue discussions related to the recent publication of his book.

To take Faculty Candidates out to lunch and dinner as a part of the standard protocol of hosting out of town interview candidates. As a University, our standard is to attract the incoming candidates by being hospitable, approachable, and warm. The University in return benefits by portraying an attractive portrait to the candidates, with the hope that the candidate, if chosen, will accept the offer of the University.

Travel Policy in a Nutshell

Entertainment Policy in a Nutshell

Provide lunch for seminar on 01/28/19.

Dinner with Faculty and Search Committee.

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Workflow / RoutingSystems Access Request Application-sara.berkeley.eduRouting for a purchase or reimbursementUpload manager email approval

Org Node Approvers (Rommel for CQADM and CPACA / CSS-RA for COREC)

Rommel routes to mgr if no email approval attached

Attach traveler email approval or travel signs travel form

Attach Exceptional Approval if needed

Berkeley Regional Services BF&S Contact/Support

travel@berkeley.edu

for policy questions not answered on travel.berkeley.edu, Dan Parnas Travel Manager

Web resource:

https://pros.berkeley.edu/regional-services/purchasing-and-reimbursements

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Petty CashCampus discourages for risk, bluCard replaces most items, as well as Human Subject CardTypical uses: small purchases when bluCard not feasiblewhen Human Subjects Prepaid Card not feasible

when ongoing need to accept cash/make change

Petty Cash Account Replenishments in BearBuy

Petty Cash Closeouts via Campus Deposit System

Website resources

https://controller.berkeley.edu/financial-operations/cash-handling-and-banking-services/petty-cash

https://controller.berkeley.edu/financial-operations/cash-handling-and-banking-services/human-subject-prepaid-card-program

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Paying People Student Workers: plan hire and pay hourly rate (not eligible for stipends/ gift cards) Administrative StipendsExtremely rare - processed by Seana (SPH HR)Granted to recognize temporary performance of higher-level duties or “other significant duties” not part of the employee’s regular position.

Honorarium

-

All Honorarium payments must be approved by Dean

Website resources

http://sph.berkeley.edu/faculty-staff/forms

https://controller.berkeley.edu/financial-operations/accounts-payable/honoraria-guidelines

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Guidelines for gift cardsObtain pre-approval from EmilyPurpose (recognition award or gift)-Annual Per Person limit/ Tax treatments (per person limit does not include incidental costs)Do’s and Don’ts

Website resources

https://supplychain.ucsf.edu/gift-cards

https://controller.berkeley.edu/payroll/payroll-procedures/recognition-awards-and-gifts-employees

https://policy.ucop.edu/doc/3420353/BFB-G-41

https://policy.ucop.edu/doc/3420354/BFB-G-42

https://supplychain.berkeley.edu/gifts-employees-and-non-employees

https://cfo.berkeley.edu/news/important-policy-updates-relocation-expenses-and-gift-cards-employees

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Other Resources SPH Intranethttp://sph.berkeley.edu/faculty-staff/formsClick the Finance and Purchasing and Payment Request linksCurrently being updated

BearBuy Job Aids

https://supplychain.berkeley.edu/bearbuy/instructional-resources

https://supplychain.berkeley.edu/campus/bearbuy/2030-webinar-training-series

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If you are unsure of where to start with your purchasing transaction, contact your Berkeley Regional Services Team Lead or your Supply Chain Management Buyer for assistanceLatara Harris - Supervisorlatara_harris@berkeley.edu510 643-0384

Elaina Fernandez-Hutchinson - Team Lead

elaina@berkeley.edu

510 664-9370

Kathryn Wight - SCM Senior Buyer

kwright@berkeley.edu

510 642-0407

Zeke Gonzalez - SCM Buyer

zeke.gonzales@berkeley.edu

510 664-4043

https://pros.berkeley.edu/regional-services/purchasing-and-reimbursements

Professional Schools Region

Purchasing and Reimbursement Financial Services

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Thank you!