STAFF and PHONE NUMBERS Pam Giblet - PowerPoint Presentation

Slide1

STAFF and PHONE NUMBERS

Pam Giblet

450-3182

Project

Coordinator AP/Travel

Peggy Robinson

450-5024

Travel

Supervisor

Shannon

Lucey 450-3620

Travel Clerk

Angela Haynie 450-3245

A-J

Sheila Williams 450-5025

K-Z

Fax 450-5319

Slide2

Carmesha Jemerson 450-5023

AP Supervisor

Departmental Travel

Credit

Cards

Apple Computer

ARAMARK Food Services

Arkansas Democrat Gazette

Inc.

AT&T

AT&T Mobility

Ben E

Keith

Centerpoint Energy

City of Conway Sanitation

Conway Corporation

Textbook Brokers

Windstream

Rae Miller

450-5028

Fiscal Support Analyst

Canon Solutions

Department of Information Systems

Federal Express

Fisher Scientific

Gatehouse Media AR

Holdings (Log Cabin Democrat)

Ghost Credit Card

HP

, Inc.

Hiegel Supply

Home Depot Credit Services

Lowe’s

Rock Solid Data Management Corp

US Bank

Slide3

Under GAAP (Generally Accepted Accounting Principles) expenses

must

be recorded in the period in which

they are incurred

.

Slide4

This applies to grants also.

Slide5

Last

check run

in June

June 27, 2018

I

nvoice to AP by June 26

Slide6

Last check run of the fiscal year

July

9, 2018.

Physically received

on

or before June 30,

2018

The

receiving transaction date

must

be June 30,

2018

or

before

The invoice

must

be dated June 30,

2018

or before

Invoice

must

be to AP by 10:00 am July 5

Slide7

This includes computers received in IT by June 30.

Slide8

T

he date must be manually changed to June 30, 2018 if receiving is completed in July.

Slide9

Slide10

Accounts Payable Website

FAQs

:

Look up invoices paid on a PO

Check payment status on an invoice

Extract data from Banner to Excel

Prepaid expenses

G

ift card instructions and prohibited uses

Slide11

ARAMARK Approval

Process

All ARAMARK invoices must have an approval sent to AP.

Upon receipt of

 an order confirmation or an invoice copy  from Aramark,  the department

should

confirm

that

the

order and

amounts are

correct

and send to Accounts Payable via campus mail (McCastlain 017) or email apstaff@uca.edu.  Approvals  sent by campus mail must have a valid PO number, and an approval signature.  Approvals sent by email must have the correct PO number added to the subject line, or in the body of the email.

Slide12

Receiving in Banner is not sufficient to approve payment for Aramark invoices.

Slide13

Accounts Payable makes twelve payments per year on vendors that invoice monthly.

Example: Canon and AT&T Mobility

Slide14

AT&T Mobility

If service was not canceled

by

May

21,

you must have a PO in the next fiscal year.

Slide15

Each

cell phone must be on a separate PO

Slide16

Sales Tax

Music,

video,

and book downloads are taxable.

UCA is required to pay tax on all taxable items.

V

endors are not required to charge tax on the invoice if they do not have a physical location in Arkansas.

Slide17

Amazon Purchases on a P-CARD

The

P

-Card log has been created to identify transactions with an incorrect sales tax rate for Conway.

If the Sales Tax

 column, shows a

Y

, the tax is correct

If sales tax was charged on the purchase, and the

Sales Tax

 column shows an

N

, please send a copy of the Amazon receipt to apstaff@uca.edu.

Slide18

Tax is only on the items sold by Amazon

Slide19

Travel

If the trip is completed please turn in your TR-1s ASAP.

If the trip will cross the fiscal year the expenses up through June 30 must be turned in by July 5, 2018.

Under

GAAP (Generally Accepted Accounting Principles) expenses that will cross the fiscal year must be recorded in the period in which they

are incurred.

Slide20

For

example the trip is from June 27 to July

8.

A

TR-1

for the

June 27 to June

30 expenses must be submitted by July 5.

Travel Office will accept copies of receipts and the TR-1.

T

he

traveler will turn in the original receipts, sign the first TR-1 and submit a second TR-1 for the July 1 through July 8 expenses after returning from travel.

Slide21

The

June 30

Travel Card Transaction

L

ogs are

due

in

the Travel Office by

10:00 am

July 5

.

Slide22

Coming July 1

Updated Travel Manual

Slide23

Highlights

Receipts required for taxis

Calculate mileage with Google Maps

Airfare Purchased Within 14 Days of Departure form required for

airfare purchased for guests of the

State

717111 – UCA Student Individual Travel

Slide24

Rolling POs

Must notify Accounts Payable and/or the Travel Office by email if you want a PO to roll

Normally when a PO is rolled the budget does NOT roll with it

Most standing POs

do not

roll

Slide25

Bad excuses

There wasn’t enough funds in the budget to create a PO

so I thought we would pay the invoice next fiscal

year.

We did not submit the TR-1 because

the traveler

was

not on

campus.

I didn’t have time to see if all invoices were paid on the PO and return the memo.

Please roll the PO because I was on vacation the last week of June and/or the first week in July

It was to late to do POs (call Pam or Cassandra)

Slide26

July - Bad excuses

I thought that was paid last year

I thought since the PO was on a grant it would roll automatically

I thought since the date of the travel was in the new fiscal year the PO would roll automatically

Slide27

June 27 to

July

5

Please,

hand deliver all invoices and

TR-1s