UCSF School of Medicine · UCSF IT Service Desk at (415) 514-4100 (Option 2) or....
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Overview of Justifications and ATG Exemption Reasons Simon Schuster Principal Business & Compliance Analyst SOM Dean’s Office Financial Affairs Unit October 15 th , 2017 UCSF School of Medicine Dean's Office 1
Transcript of UCSF School of Medicine · UCSF IT Service Desk at (415) 514-4100 (Option 2) or....
Overview of Justifications and ATG Exemption Reasons
Simon SchusterPrincipal Business & Compliance AnalystSOM Dean’s Office Financial Affairs Unit
October 15th, 2017
UCSF School of MedicineDean's Office
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Justifications
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MyExpense Update
On all expense lines that can be exceptional, there is a new checkbox asking you toindicate if that particular expense line is exceptional.
If you check the box, a comment is required stating WHY it is exceptional.
E.g.the expense is exceptional because it relates to a morale event, over the perperson limit, non-coach seating, personal guests attended etc. Please check ALLthe expense lines that are exceptional or relate to an exceptional event.
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Justifications• When exceeding the maximum per person meal cap, the
requester needs to supply a justification answering the question "why was it neccessary or unavoidable to exceed the non-exceptional per person meal maximum."
• Please note: the more you exceed past the non-exceptionalper person limit, the more concise the justification has to be. Supporting documentation may need to be included to support said justification.
• Always provide the background of why the event occurred clarifying accronyms or industry jargon.
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Examples:• Insufficient: The guest lecturer was really important and was taken to dinner
to a restaurant the Chief really likes. As the restaurant was upscale it was expensive.
• Sufficient: The guest lecturer was taken to dinner to express the departments gratitude. This particular restaurant was chosen for its proximity to the deptartment and lodgings of the guest and to show the department's level of appreciation. The lecturer normally charges a much higher honararium fee than the department actually paid and in the hope the lecturer would agree to another visit and possible collaboration, this too was taken into consideration. Lastly, San Francisco is recognized as having a higher than average cost of living than most US cities with this restaurant in addition being located in a very business and touristic centric area….
Justifications
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Supporting Documentations• Entertainment
• Itemized receipt (missing receipt form if no itemized receipt)• Guest list• Visiting Professor: seminar poster• Spouses/family: invitation• Contract• Faculty search number for interviews• Missing receipt form for single item expenses over $75
• Travel• Attach the meeting or conference agenda• Limousine: justification or imputed taxi cost• Declaration of incurred expenses by guest traveler• Comparison Lodging quotes for nightly stays over $275
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Example JustificationsThe location of the restaurant was same as/ within walking distance of the conference.
Only restaurant that couldaccommodate this larger than usual group close to the conference/ campus site.
Due to invited guests unavoidablynot attending pp cost rose to contractual obligation withrestaurant. Attach supportingdocuments….
Notable donor taken to dinner to show appreciation of large gift.Give basic details of gift….
Restaurant on UCSF SOMRecommended Restaurant list. Dueto higher than average cost ofliving/ taxes etc. in SF.
Other Dept. specific reasons and supporting documents for overage
To show UCSF’s appreciation toattendees for their commitment(volunteers/ collaborators) to the dept. and encourage them to continue.
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ATG
In December 2015, Supply Chain Management (SCM) and the Controller's Office began requiring ALL on-campus catering orders, both takeout and delivery, be placed through the America To Go (ATG) Punch-out in BearBuy.
As part of this effort, payments for all on-campus catering orders must also be processed through ATG beginning April 7, 2016. The Meeting & Entertainment Payment Request Form will no longer be used to pay caterers for on-campus events.
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Amount based POs, P-Cards or personal credit cards may be used for on-campus catering events only under the following special circumstances:
• High-end events that require the use of well trusted catering companies that are currently not listed as vendors in ATG (i.e. major donor events, leadership retreats)Vendor quote through ATG found to be more costly than the same order from the same vendor’s website (i.e. due to various fees listed in ATG)No vendors found in ATG that would cater for a certain time of the day (i.e. early morning grand rounds)No vendors found in ATG that would cater for small size eventsbelow any ATG vendor’s minimum purchase dollar amounts Events in which departments choose to purchase food from grocery type stores that would be way more cost effective than going through ATG (i.e. Safeway, Costco etc.)
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Exemptions for not using ATG
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Process for using a non-ATG vendor for an event on-campus• Contact Supply Chain Managment to see if there are other
options than ATG. Often, ATG can rectify a price mismatch with the vendor within 48hrs, add a new vendor to ATG or can suggest another approach.
• If no other option but to use a non-ATG vendor, the requester should note the reason why, either separately or in the notes, attach supporting documents e.g. a screen shot of the vendor’s website and ATG's if a price mismatch.
• If the event is exceptional (morale event or per-person cost is inexcess of the non-exceptional limit etc.) the requester should followthe usual process.
• Using a non-ATG vendor for an on-campus event does NOT make the expense exceptional by itself.
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For assistance with using the ATG Punch-out in BearBuy, contact
UCSF IT Service Desk at (415) 514-4100 (Option 2) or [email protected].
If you have caterer suggestions, please send your list to [email protected].
For more information, please visit the SCM ATG web page, which includes:• An overview of the program and how to get started• Videos, presentations, FAQs and quick reference guides
ATG Resources
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SOMExceptional
Expense Cheat Sheets
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Contacts
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ContactsSOM Contacts:
• Simon Schuster: [email protected] (415) 502-0760
• Denise Lau: [email protected] (415) 514-3002
Accounts Payable Contacts:• CO AP Customer Center: [email protected]
or (415) 476-2126• Alexandra Jalali: [email protected]
or (415) 476-8461
• Helen Szeto: [email protected] (415) 476-3656
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