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University Affairs - Business Processing Centralization
FEDERAL GOVERNMENTAL RELATIONS – VERSION 1
Objective
The purpose of this session is to inform you of changes in administrative processes that will go into effect on February 1, 2006.
When you complete the training, it is important that you understand:
- How to request entertainment and travel reimbursements
- What your responsibilities are in terms of providing receipts and backup documentation
- University Affairs expanded reimbursement policies – 21-day limit for receipt submission
UC Policies
University Affairs Expanded Reimbursement Policies
- Effective February 1, 2006 , travel and entertainment claims must be submitted within 21 days of completion of the trip or meeting; the only exception is monthly submissions for recurring expenses (e.g., mileage, BART or Metro). These receipts may be submitted monthly but must be submitted within 21 days of the end of the month they are incurred. (For example, charges incurred in February must be submitted for reimbursement by March 1st.)
- Original receipts are required for all reimbursements with the exception of BART, Metro, parking meters and vending machines. Exceptions to this policy may only be granted by the Executive Vice President and will not be considered common practice.
- Proof of payment is required for all reimbursements. For cash purchases a receipt must contain the name of the payee, what was purchased, and the payment date. For credit card purchases, the credit card slip must reflect the business name, address and phone number. An original letter from the vendor with the information described above is acceptable in lieu of a receipt.
*** SrVP Darling has agreed to allow for a “grace period” between now and February 28, 2006 for processing of outstanding reimbursements in the current fiscal year – those expenses incurred between July 1, 2005 and January 31, 2006. The 21-day rule described above goes into effect on February 1, 2006. ***
Current Reimbursement Rates (as of September 2006)
Mileage Reimbursement Rates Mileage rate is 44.5 cents per mile effective January 2006
Maximum Rates for Entertainment:
Breakfast - $26.00
Lunch - $38.00
Dinner - $64.00
Light Refreshment - $17.00
Travel:
12-24 hours - $42.00
Over 24 hours - $64.00
DEPARTMENTAL PURCHASING
All purchasing requests for goods and services will continue to be coordinated through the FGR administrative services group. The approval process for FGR also remains unchanged.
Documentation – The Division office will assume the responsibility for maintaining accounting and purchasing documentation and reconciling the documents to the University’s General Ledger. For audit purposes, it is crucial that you provide the Division business office with confirmation of receipt of goods and services. Typically orders arrive with a packing slip. Please date and signthe packing slip confirming receipt of the order and return it to Guillermo Rodriguez via the UCOP Documentation Mailbox that Pat Anderson has established for you in the FGR mailroom. If you do not receive a packing slip, please send an email confirming receipt of the order. Also, please forward any invoices that you might receive directly to Guillermo.
Reimbursement for out-of-pocket expenses – In general, employees should not place orders or obtain goods and services outside of the regular purchasing process. If, however, you have received approval from Pat Anderson – IN ADVANCE – reimbursement may be obtained as follows:
- Provide Guillermo with the original receipts, taped to an 8 ½ x11 sheet of paper and include one additional copy. Reimbursements to employees require proof of payment such as a sales receipt, credit card slip or electronic receipt with the name of the payee, what was purchased, and the payment date. For credit card purchases, the credit card slip must reflect the business name, address and phone number.
- If there is sufficient space on the 8 ½ x 11 sheet, include the purpose of the expense and notate the prior approval you received authorizing the out-of-pocket expense. If space is not sufficient, attach an additional sheet with the required information.
Federal Express
You will continue to prepare Federal Express shipping bills as you have been. The only change is that you will now provide the copy of the shipping bill to Guillermo. We will make changes in the Federal Express accounting system so that all invoicing will then come to Guillermo and he will prepare the online orders for payment.
Other Purchases/Services
Please consult with Pat Anderson regarding the following purchase orders/agreements PRIOR to submitting paperwork or making any commitments to a vendor:
- Purchase requests that exceed $5,000 AND computer software and hardware, office equipment, and furniture.
- Internet Service
- Telecommunications Services
- Event Contracts
- Cross-Department Events (i.e. commitments of funds from multiple sources)
Please consult with Pat Anderson/Debbie Carlson regarding the following service agreements PRIOR to submitting paperwork or making any commitments to a vendor or individual:
- Independent Consultant Agreements
- Professional Service Agreements
- Contract Employees
- Temporary Employees
- Student Interns
TRAVEL ARRANGING
All FGR travelers will continue to secure airline tickets and make travel arrangements as you have been doing.
TRAVEL AND ENTERTAINMENT REIMBURSEMENTS
All travel and entertainment reimbursements will now be coordinated through the Division Accounting and Purchasing Coordinator, Guillermo Rodriguez at 7-0972, cubicle #12317A. While Guillermo is the primary contact, Gigi Stollar and Curt Denham will provide backup processing support in order to ensure a 48 hour turnaround on all requests.
Employees may be reimbursed for expenditures related to local, domestic, or international travel while conducting UC business. Entertainment expenditures incurred while on UC travel are also reimbursable.
The University Affairs Reimbursement Form, is located on the UA website at http://www.ucop.edu/uer/biz/oasis/UARF.xls . A hard copy of the form is included at the end of this handout. Complete ALL items as they relate to travel and/or entertainment.
Submit the form in hard copy to Guillermo (via your internal UCOP Documentation Mailbox) along with all original receipts affixed to an 8 ½ x 11 sheet of paper and include one additional copy of the receipts. Please include receipts for each day on separate sheets (as many as necessary per day) and organize in chronological order.
Your request will be date stamped when received in Oakland and processed online within 48 hours of receipt, provided all required elements are included.
Review and approval responsibilities are as follows:
- Guillermo will prepare ALL reimbursement requests online in Express.
- Guillermo will submit the expense report, print out a bar-coded cover sheet and then fax the cover sheet and original receipts to UCLA Travel Accounting. (Originals will remain in A&FS as office of record.)
- An email will be generated to the traveler. The traveler must review the online voucher and receipts and formally submit the expense report. This online submission serves as an electronic signature approving the expenses. It certifies that the expenses claimed by the traveler were incurred on official University business.
- After the traveler submits their online signature, Gigi or Curt will receive an email notification and then approve, reject or request additional information as may be necessary. (Note: If there are issues with missing receipts, required additional documentation or exceptions to policy, it is expected that Guillermo will resolve these with the traveler prior to the online entry process.)
Approvals – T o make this process as simple as possible, Gigi Stollar and/or Curt Denham will review and approve all ROUTINE travel expenses and make the necessary accounting assignments. If, however, you are requesting reimbursement for travel that is out of the ordinary for you (i.e. travel when you typically do not travel, or travel abroad when you typically only travel to local or state-wide meetings, etc.), you should secure Pat Anderson’s, Curt’s or Gigi’s approval IN ADVANCE in order to ensure that you are appropriately reimbursed. If there is any question, opt to secure the advance approval.
Documentation – Original receipts are required for all reimbursements with the exception of BART, Metro, parking meters and vending machines. Exceptions to this policy may only be granted by the Senior Vice President and will not be considered common practice.
Deadlines – Effective February 1, 2006, travel and entertainment claims must be submitted within 21 days of completion of the trip or meeting; the only exception is monthly submissions for recurring expenses (e.g., mileage, BART or Metro). These receipts may be submitted monthly but must be submitted within 21 days of the end of the month they are incurred. (For example, charges incurred in February must be submitted for reimbursement by March 1st.)
GENERAL PURCHASING/REIMBURSEMENT NOTES AND REMINDERS
Administrative and Financial Services will process all payments to employees and vendors in a timely manner provided we receive the necessary information and documentation. It is important to note that all of the forms used to process reimbursements or payments are necessary to meet our audit requirements.
Under no circumstances should you incur travel expenses for other travelers; employees, non-employees or students.
Under no circumstances should you enter into an agreement with a vendor or individual that exceeds $5,000 and/or your authority to do so.
UCLA Purchasing is the only entity authorized to sign ANY agreements on behalf of the institution. This includes hotels, catering contracts, etc.
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