QUICK TIPS - University of Michigan–Flint



QUICK TIPS

I. DOCUMENTATION ORDER

PCard Reconciliation

• PCard Statement

o Print Statements on or after the 18th of the month. A notification from Accounts Payable will be sent to each PCard Reconciler stating that you can print. If you print before the 18th, there may be missing charges on your monthly statement.

o Signed by both the PCard Holder and the PCard Approver and/or Higher Administrative Authority (HAA) for Travel & Hosting Expense.

• PCard Receipts

o Organize the receipts in the order they appear on the PCard Statement.

o The Cash (ATM) withdrawal receipt(s) should be included with the PCard Statement and treated like a regular receipt.

• Hosting Form

▪ Signed by the Higher Administrative Authority (HAA)

• Flint Travel/Hosting Pre-Authorization Form

▪ Signed by the Higher Administrative Authority (HAA)

• ATM/Miscellaneous Expense Reimbursement Form (ATM/MER)

(Do not change the format of this form.)

o Itemization of Travel, Hosting, and/or Mileage Log Form(s)

o Receipts associated to the ATM/MER Form

o Flint Travel/Hosting Pre-Authorization Form

▪ Need only one Pre-Auth Form for each event, not one for each expense

▪ Signed by the PCard Holder and PCard Approver

Travel/Hosting Expense Report

• Travel & Business Hosting Expense Report (TBHER)

o Signed by the Traveler and the HAA

• Itemization of Travel, Hosting, and/or Mileage Log Form(s)

• Travel & Hosting Receipts

• Hosting Form

▪ Signed by the HAA

• Flint Travel/Hosting Pre-Authorization Form

▪ Signed by the HAA

II. DOCUMENTATION PREPARATION

Receipts

• Make sure page(s) have all required signatures.

• Tape all small receipts on an 8 ½ x 11 piece of paper in the order they appear on each form and don’t tape over the printed amounts on receipt (it fades away).

• Don’t staple receipts together or on the paper.

• The receipt(s) should have the correct total printed not hand written.

• The receipt(s) should not have “Balance Due” because Accounts Payable doesn’t know if it was actually paid.

• Use only yellow highlighter (no colors). Only yellow will image properly.

• If a receipt is illegible, please provide a memo explaining the purpose of the receipt.

• Do not attach “doubled-sided” receipts. The back-side will not be imaged. All receipts should be single-sided.

• If sending a cancelled check, send a copy of both sides of the check

Other Forms

• When you have more than one amount on a Hosting Form, list each amount and have a grand total.

• Event ID # needed for all travel except if only mileage is being reimbursed

o Helpful to list Event ID# on the Hosting and Pre-Auth Form

PCard Statement Only

• Write the Transaction # slash Sequence # on each receipt in the upper right hand corner and number the pages if there is more than one receipt (ex. Page 1 of 2).

o Do not page number the Hosting and Pre-Auth Forms but Transaction # slash Sequence # are preferred.

• Tape all small receipts on an 8 ½ x 11 piece of paper in the order they appear on the PCard Statement.

• Make sure the Merchant name on the PCard matches the Merchant’s name on the receipt. If they don’t match, send in an Exception Memo explaining why they are different.

• Combine all ATM withdrawals into one amount on the ATM/MER form.

• Put Employee’s Vendor ID# on the ATM/MER form.

• On the ATM/MER form, fill in the chartfield for the actual withdrawal and/or the check number and corresponding chartfield if payment is due from the PCard Holder.

• If a transaction is doubled billed on or there is a dispute, please note this on the PCard Statement either as “Double-Billed” or “In Dispute”.

• Staple check to front of Pcard Statement (center at the top).

• Do not paperclip the Pcard Statement.

III. ADDITIONAL DOCUMENTATION NEEDED

• The Mileage Log form is needed whenever there is a reimbursement for mileage. The University doesn’t reimburse commuting costs, i.e., the costs associated with driving a car between home and the normal place of work or business. The origination (either from home or work) should be whatever is closest to your destination.

o Include either the odometer reading or a “Map Quest” search with mileage log which helps justify the mileage that is claimed.

• If two people share a hotel room, include documentation from the hotel listing the single and double room rates because the University only reimburses lodging expenses at a reasonable single occupancy, standard business room rate.

• Include an exchange rate for conversion chart for foreign travel.

o

• Send in only one Pre-Authorization per event.

• For Hosting Expense, send in only one list of names and/or a flyer for each event.

• For retirement and appreciation parties, cakes, flowers, etc., need to provide a memo stating the business purpose and what fund to use signed by the HAA.

• For airfare, send in the whole itinerary.

• Need an Institutional Membership Form when there is a membership purchased.

• Memos

o Exception Memo – Used when there is an exception to a rule, i.e. for car insurance.

o Missing Receipt Memo – Used when there is no receipt provided.

o Other Memo - Used to explain all other types, i.e. receipt is not legible, vendor name(s) on the statement is not the same as the vendor name(s) on the receipt, and business purpose explanations.

RULES

• Segregation of certain costs must be excluded Indirect Cost Recovery (where an X is placed on the class). See SPG 501.4-1 (page 3) for list.

• An Event ID # and Pre-Auth Form are needed for any travel, which includes conference and/or registration expenses.

o If only claiming mileage, Event ID # or Pre-Auth are not needed.

o If renting a bus for an event, Event ID # and Pre-Auth are needed.

• Do not need a Missing Receipt Memo for a missing ATM Withdrawal receipt.

• You need an expense account number if you use a “Speed Chart”.

• UofM is exempt from tax. There should not be any taxes on receipts. If there are, ask merchant for a credit and note on the statement, “Taxes to be Credited.”

• Reconcile the ATM Withdrawal in the PCard cycle it was withdrawn in.

• Domestic Rental Car insurance should not be purchased. The University’s insurance policy covers car rentals that are on University business.

o It is recommended for Foreign Travel Car rentals to purchase additional insurance.

• Airline processing fees can be included in the airfare amount.

• Meals are reimbursable when the traveler is considered to be on “travel status” when required to be away from his/her ‘tax’ home overnight or substantially longer than a normal day of work.

• Furniture or window coverings cannot be bought with a PCard. Expense must go though the Purchasing Office.

• If a gift is more than $99, a memo with the person’s name, address, social security #, and amount of the gift must be sent to Payroll in Ann Arbor and a copy of the memo sent to the Accounting Office. For additional rules/regulations see SPG 501.4-1 (Section V, page 9).

COMMON ACCOUNTS & EXPLANATIONS

• Equipment Accounts

o Each individual equipment expense that is over $5,000, is capitalized and must use 614000.

o All equipment expense(s) under $5,000, is non-capital and cannot use 614000. An alternative would be 614420.

• ATM Withdrawals – the account must be #623570.

• Parking and Mileage should use different expense accounts

o Parking either: 623570 – Domestic Travel – Other

623600 – Foreign Travel – Other

o Mileage: 623542 – Domestic Travel – Ground Transportation

• Lodging is only used for the lodging expenses. Other expenses associated to hotel stays, i.e., tips, telephone, internet, should use either Domestic or Foreign Travel – Other (623570 or 623600).

• Advertising Expenses

o Recruitment Advertising (615230) is when expenses are related to recruiting faculty, staff, students, etc.

o Advertising (614540) is used for advertising or publicity expenses.

• Books, magazines, print matter, publications, and subscriptions should use account 615200. Library Books only should use 615590.

|COMMONLY USED ACCOUNTS |

|Account |Account Description |  |Account |Account Description |

|611150 |Cellular phone |  |615200 |Books, magazines, print matter, publications, subscription, |

|612050 |Computer supplies |  |615230 |Recruitment – advertising |

|612100 |Computer software |  |615260 |Rental expense |

|612450 |Computer & peripheral maintenance |  |615500 |Supplies – instructional materials |

|613170 |Award entry fee |  |615560 |Miscellaneous supplies and other |

|613225 |Bank Fees |  |615590 |Library books only |

|613950 |Other services |  |615890 |Wearing apparel |

|614000 |Equipment over $5000 |  |616040 |Stationery item |

|614390 |Computers under $5000 |  |616450 |Service of others(Non-Consultant) |

|614412 |Merchandise purchases for resale |  |618300 |Chemicals & related products |

|614420 |Non-Capital Equipment |  |618350 |Laboratory supplies – general |

|614440 |Office supplies |  |618500 |Electronic supplies |

|614540 |Advertising |  |619150 |Marketing material |

|614573 |Gifts & Awards |  |621100 |Safety equipment & supplies |

|614575 |Movies |  |621150 |Building maintenance |

|614577 |Photographs |  |621160 |Building and hardware supplies |

|614583 |Tickets |  |621165 |Plumbing & heating supplies |

|614584 |T-shirts and other apparel |  |623200 |Space rental – non lease |

|614660 |Conferences |  |623500 |Domestic travel airfare |

|614720 |Employee development |  |623514 |Domestic lodging |

|614924 |Flowers & Decorations |  |623528 |Domestic meals |

|614930 |Memberships & Dues |  |623542 |Domestic travel – ground transportation, ex. mileage, taxi, car rental |

|614990 |Photographic supplies |  |623570 |Domestic travel – other ex .ATM withdrawal, booking fees, telephone |

| | | | |calls, while traveling, parking, maid tips, conference fees, registration|

| | | | |fees, workshops, gas for a university vehicle, gas for a rental car, |

| | | | |internet |

|615020 |Postage/mailing |  |623714 |U transportation maintenance & repair |

|615110 |Printing - outside |  |623812 |Hosting |

| | |  |623868 |Registration fees |

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Complete Valid Account list at umich.edu/~finops/, under “General Info” button, under “Valid Account Listing”.

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