PDF Fiscal Services Orientation

Fiscal Services Orientation

Contents

Welcome to Fiscal Services ..................................................................................................................................................... 5 Introduction to Higher Education Finance.............................................................................................................................. 7 Banner Finance and MicroStrategy......................................................................................................................................... 9

e~Print............................................................................................................................................................................... 10 Banner Finance Self-Service.............................................................................................................................................. 10 MicroStrategy.................................................................................................................................................................... 12 Reconciliation........................................................................................................................................................................ 13 MicroStrategy Reconciliation............................................................................................................................................ 14 Basic eVA Purchasing ............................................................................................................................................................ 17 Exempt Purchases ............................................................................................................................................................. 18 Punch-Out Catalog Order.................................................................................................................................................. 19 Non-Catalog Order ............................................................................................................................................................ 21 Orders to Un-Registered eVA Vendors ............................................................................................................................. 22 Payment Methods............................................................................................................................................................. 23 Submitted Orders.............................................................................................................................................................. 23 Purchasing Card (P-Card) ...................................................................................................................................................... 24 Unallowable Purchases ..................................................................................................................................................... 24 Monthly Reconciliation and Reporting ............................................................................................................................. 24 Receipt Upload Guidelines................................................................................................................................................ 25 Bank of America Works Purchase Log Report................................................................................................................... 25 Purchasing Made Easy .......................................................................................................................................................... 26 Procurement Categories ................................................................................................................................................... 27 Prohibited Purchases ........................................................................................................................................................ 27 Sales Tax Exemption.......................................................................................................................................................... 28 Mandatory Sources ........................................................................................................................................................... 28 State Contracts.................................................................................................................................................................. 29 Other Contracts (Non-Mandatory) ................................................................................................................................... 29 Specialized Purchases ....................................................................................................................................................... 29

Sole Source Procurements ............................................................................................................................................ 29 Emergency Procurements............................................................................................................................................. 29 Professional Services..................................................................................................................................................... 29 Computer Equipment and Software ............................................................................................................................. 29 Honorarium ................................................................................................................................................................... 30

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Payment Request Form................................................................................................................................................. 30 On-Campus Vendors ......................................................................................................................................................... 31

Mason Bookstore & Patriot Tech (Barnes & Noble) ..................................................................................................... 31 Sodexo Catering ............................................................................................................................................................ 31 Student Clubs .................................................................................................................................................................... 31 and Online Purchases.................................................................................................................................. 31 Third Party Processors Such as PayPal.............................................................................................................................. 32 Food and Beverage Purchasing............................................................................................................................................. 32 Authorized Functions - Policy Limitations and Requirements .......................................................................................... 33 Business Functions ............................................................................................................................................................ 33 The ratio of Mason to Non-Mason Attendees .............................................................................................................. 34 Training Retreats............................................................................................................................................................... 34 Per Diem Maximums......................................................................................................................................................... 34 Events Which Include Alcohol, Flowers, and/or Exceed Per Diem ................................................................................... 34 Catering............................................................................................................................................................................. 35 Food and Beverage Authorization and Payment Form..................................................................................................... 35 Instructions for Completing the Food and Beverage Form .......................................................................................... 35 List of Attendees ........................................................................................................................................................... 37 Required Approval ........................................................................................................................................................ 37 Purchasing Procedures...................................................................................................................................................... 37 Process an eVA Order ....................................................................................................................................................... 38 Purchasing Charge Card (VISA/P-Card) ............................................................................................................................. 38 Procedures for Exempt Purchases .................................................................................................................................... 38 Procedures for Using Sodexo Catering ............................................................................................................................. 40 Procedures for Multiple Food Servings......................................................................................................................... 41 Sales and Use Tax.............................................................................................................................................................. 41 Unallowable Expenditures ................................................................................................................................................ 42 Events Funded by George Mason University Foundation ................................................................................................ 42 Travel Policy .......................................................................................................................................................................... 43 Lodging Limitations ........................................................................................................................................................... 44 Lodging Above Basic Rates............................................................................................................................................ 44 Exceptions to Maximum Rates...................................................................................................................................... 44 More Than One Person in a Room................................................................................................................................ 45 Alternative Lodging ....................................................................................................................................................... 45 Internet charges ............................................................................................................................................................ 45

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Hotel bills ...................................................................................................................................................................... 45 Meal and Incidental Per Diem Rates................................................................................................................................. 46

Travel Departure and Return Days ............................................................................................................................... 46 "No-cost" Meals ............................................................................................................................................................ 46 Transportation .................................................................................................................................................................. 47 Commercial Air and Rail Carriers .................................................................................................................................. 47 Motor Pool Vehicles...................................................................................................................................................... 47 Enterprise Rental Vehicles ............................................................................................................................................ 47 Personal Vehicle............................................................................................................................................................ 48 Gasoline, Parking, Toll and Taxi Charges....................................................................................................................... 48 Local Area Travel Expenses ............................................................................................................................................... 48 Local Lodging................................................................................................................................................................. 48 Local Meals.................................................................................................................................................................... 48 Travel Arrangements......................................................................................................................................................... 49 Payment Methods............................................................................................................................................................. 49 Reimbursable Expenses ................................................................................................................................................ 49 Non-Reimbursable Expenses ........................................................................................................................................ 49 Receipts......................................................................................................................................................................... 50 International Travel........................................................................................................................................................... 50 Travel Request System (TRS) User Guide.............................................................................................................................. 51 Delegate Instructions ........................................................................................................................................................ 51 Traveler Instructions ......................................................................................................................................................... 52 Initiate Authorization ........................................................................................................................................................ 52 View Document Status...................................................................................................................................................... 54 Initiate Reimbursement .................................................................................................................................................... 55 Online Resources .................................................................................................................................................................. 57 ............................................................................................................................................................ 57

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Welcome to Fiscal Services

Led by the Associate Vice President and Controller the Fiscal Services Office manages most areas of financial administration within the university system.

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