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October 27, 2015

AGENDA Travel Updates Rental Cars Travel Advance Policy Zero-Dollar Blanket Travel Travel Forms Updates Foreign Travel Insurance Program AP Reminders Moving and Relocation Policy E-NPO RSS Feeds for AP and Travel P-Card Update Questions

Travel Updates

CTP Update

Texas Occupancy Tax Exemption Certificate Texas Occupancy Tax Exemption Certificate Form is now pre-filled except for Guest Section.

San Antonio Airport under Construction Construction and Parking Updates

Travel Updates

Multi-Stop Travel Use furthest destination for proper workflow.

Only prepare one TR and ER.

TR Notification Verbiage – ER due within 30 days.

Travel Updates T-11 Form - no longer need to break out Hotel Taxes to the

Incidental GL. Can include with Lodging.

TRAVELTracks – if Company Paid Lodging no longer need to break out Hotel Taxes to Incidental Category.

Uncheck Accommodations Per Diem Box.

If paying lodging on a PO, don’t include amount on the trip expense report.

Excess lodging must always be broken out for: Employees and Students.

Travel Updates

Employee Business Meals while Traveling

Can include on Expense Report if there is no alcoholNo GL for Alcohol on TRAVELTracks.Does not route for Cabinet Officer approval.If alcohol, process as e-NPO with TR Number.

Follow FSS PPS 03.01.14 Business MealsDefine the Business Purpose.Identify Attendees.

Any employee at the meal must adjust meal per diem for the meal.

Would never have an all employee business meal while traveling as per diem rate is paid.

Travel Updates Additional Travel Expenses after Expense Report Select Travel GL’s added to the e-NPO process:

TRAVELTracks only allows for one Expense Report per trip. Traveler finds incidental expenses not included on the Expense

Report. Can now seek reimbursement for incidental expenses on an e-

NPO. Mileage (typically to or from the airport). Parking. Tolls (typically toll charges received weeks after trip ends). Other: e.g. Baggage fees.

Only allowed for incidentals. Eliminates need to do a paper T-11 for missed

expenses (employees and non-employees).

Rental Cars Enterprise and Avis Rental Car Booking Procedures

Rental Car Booking Procedures

Updated Enterprise Procedures.

Added AVIS Booking Procedures (not through SAP Portal).

Do not select any insurance options – covered by state contract if using Enterprise or Avis. If can’t rent from these state contract companies, can select:

Loss Damage Waiver (LDW) for damage to the vehicle andLiability Insurance for damage to persons and property outside

the vehicle.These charges are reimbursable in this rental situation.

Rental Cars

Enterprise and Avis Rental Car Booking Procedures

Never purchase these options – they are non-reimbursable: Personal Accident Insurance (PAI). Personal Effects Protection Additional Liability Insurance.

Working to clarify other options for direct bill or reimbursement if allowed (e.g. GPS, Roadside Assistance, Fuel Option.)

RSS announcement will be issued on these once determined.

Travel Advance Policy

UPPS 05.06.04 Travel Advance Policy Must be an employee.

Advance minimum is $500.00.

Travel must include at least one student or

Travel must be to a foreign country or

Travel is for a research project that exceeds 5 calendar days.

Approval required from the Associate VP of Research & Federal Relations.

Travel Advance Policy UPPS 05.06.04 Travel Advance Policy

Expense report due 30 days after trip end date. If not, then: Traveler is past due.

Can’t get another advance when past due.

Three past due advances prohibits access to future advances.

If not in by 60 days, advance amount may be added to W-2 earnings.

University must be IRS compliant on advances to employees.

Zero-Dollar Blanket Travel

Travel Funds Commitments for Employees - $.01.

Only for expenses related to Mileage, Parking, Tolls.No lodging or per diems (overnight travel). If overnight travel, employees must use TRAVELTracks.

Create FC and when the Travel Office approves, FC will then be closed (funds released).

Process reimbursements using the e-NPO process.Must include Travel FC # and supporting documentation.Attach Traveler Certification Statement. e-NPO encumbers funds and routes for approval.

Eliminates the T-11 Expense Report for Reimbursement.

Travel Forms T-10 Travel Authorization – Funds Commitment

Form must always be attached to the FC for approval.

Additional information required for Consultant, Contractor, Guest Speaker and Visiting Guest Traveler Types.Is TX State handling the travel expenses?Will Traveler seek reimbursement for travel expenses?TX State Contract Number if TX State is paying expenses. Should help review on contracted travel expenses and FC approval.

• Faster Approval = Faster Airfare Booking.

Include Department Contact Name and Telephone Number.

T-10 Form

Travel Forms T-4 Form Release & Assumption of Risk for Foreign

Travel

Revised to include:Verbiage as required by the TSUS Board of Regents.Personal Travel Days. Names of those traveling with the Traveler but not as

part of university business (in case evacuation is required).

T-4 Form

Why is this information needed?

Foreign Travel Insurance

New underwriter for TSUS – ACE.

ACE Foreign Insurance Program Overview

Provides additional coverage while abroad:

Guests traveling also have coverage and service access.

Coverage for up to 7 personal days per trip.

Access to Medical and Hospital facilities.

Guaranteed medical payments.

Foreign Travel Insurance

Access to US Embassy locations and directions. Evacuation services when necessary. Evacuation for family, dependents, guests. Kidnapping and Extortion assistance. Multilingual operators when call for assistance.

Foreign Travel Insurance

Travel Request approval email. Additional language for Foreign Travel. Link to the Program Flyer. Contact Travel for a Business Card with info. Policy and telephone contact numbers. Traveler should have info with them at all times.

Travel Assistant Program Flyer

Foreign Travel Insurance Download ACE Travel App for Smart Phones. ACE Travel App Overview Country culture and customs information.

Medical providers. US Embassy directions. Crime rate. Attractions. Tracking for evacuation. Alerts sent to phone if a situation/event occurs. View your Travel Itinerary.

Foreign Travel InsuranceUPPS 05.03.11

Wireless Cellular Communication Services If Account Manager will pay for service while abroad:

Must follow this policy.PCR for cost of service.

If Account Manager will not pay, then it’s a personal choice to have cell phone service.

Other option is to use the ACE Travel App Website:https://www.acetravelapp.com/TA/index.html

Foreign Travel Insurance

Policy or Coverage Questions: Contact the Office of Environmental Health, Safety

& Risk Management. ehs@txstate.edu 512-245-3616

Direct to EHS Staff: Katherine Beamer

kb1569@txstate.edu 512-245-8238

Any questions??

AP Reminders

Important that you do not uncheck the Goods Receipt or GR Non-Valuated GR on PO if goods are ordered. “Good” is something you can touch (tangible). Examples: computer, furniture, supplies.

Do uncheck both GR boxes if not a product (good). Not a “good” if you can’t touch it (non-tangible). Examples are: Services, memberships, registrations,

advertising, maintenance agreements.

Both fields checked or both field unchecked.

AP Reminders General Ledger Accounts:

Catering Services: Use 731600 (Food) not 730000 (Consumables).

Must have Business Purpose on PO (for Chartwells too).

Attach list of attendees if 19 or less.

Identify attendee type (i.e. employee or external).

If all are employees, must obtain Cabinet Office approval.• Can use AP-12 to summarize event and for CO

approval. • AP Forms – select the AP-12 form. • Option: can attach email with CO approval.

AP Reminders General Ledger Accounts:

On PO, use the same GL for freight/shipping as for the item you are purchasing.

GL 728600 (Freight and Delivery) is only used when paying freight companies such as FedEx or UPS (i.e. they are the vendor).

Bartending or Cork Fee charges: If Alcohol served, then use GL 790101 (Alcohol)

• Comply with UPPS 03.01.18. Attach AP-12 form. If no alcohol, include with food catering charges GL

731600 (Food). NEW: Promotional Items GL# 730900.

AP Reminders General Ledger Accounts:

Links to General Ledger Account lists:AP Commonly Used GL AccountsAP Special Purpose GL AccountsGrant Commonly Used GL Accounts Comptroller Manual of Accounts

• Use the “Search” section on the Right.• Enter expense word in “Search terms” box.• Select “Expenditures”.• Click on “Search”.• GL number and description will display.

4 Digit # - add 00 at the end for TX State GL#.

AP Reminders Please read AP emails:

Request for action content has changed.

Vendor PO Information: Provide the PO# to the vendor and remind them to include

on the invoice.

Provide correct AP address for invoice submission:payables@txstate.edu (preferred option)PO Box 747, San Marcos, TX 78667-0747

AP will be notifying vendors who do not comply with these.Disputed Invoice Process until revised invoice received.

AP Reminders Vendor Invoice: Payments on a PO:

If received in your dept., indicate date received on the invoice.

Don’t need to send a copy of the PO to AP.

PO number on the invoice used as reference to the PO info.

On service invoices, indicate the date service was completed.

Needed for compliance with Prompt Pay Act.

AP Reminders

Vendor Invoice: Payments on a PO: Multi-line PO’s – identify on the invoice which amounts

are to be applied to which line.

Total of the PO line amounts must equal total on the invoice.

Amount applied to the line can’t exceed available amount.

On Framework Limit PO, advise AP when to close the line.

AP Invoice Approval On an approved PO for a “good” invoice approval:

Goods Receipt is required before payment can be made.

If received in your department, complete the GR request and send to Materials Management.

If received by Materials Management, they will initiate the GR.

Once GR is completed on SAP, invoice is paid.

Nothing different about this process.

AP Invoice Approval On an approved PO for a “non-good” (intangible):

Invoice approval can be streamlined. A member of the department staff can approve the

invoice. AM approval is not needed since AM approved the

PO. AM should be made aware of this and OK. Department staff approves and the invoice can be

paid. Certifying the validity of the expense. Email approval to AP staff who requested approval.

• Don’t need to chase AM for approval. Don’t ignore the AP email: if invoice can’t be paid let

AP know why. If disputed, comply with requirements. • How to Dispute an Invoice

Moving and Relocation Expenses

FSS PPS 03.05.04 has been revised.

Moving and Relocation Expenses

Covers maximum dollar limits.

Employee must be Director level or above.

Move must be at least 100 miles to designated headquarters.

Moving and Relocation Expenses

FSS PPS 03.05.04

AP-16 Form required:Signed by Cabinet Officer and VPFSS before offer is

made.

Must be attached to any payment request:• Payment to third party.• Employee reimbursement.

Any exceptions to policy must be approved by the Cabinet Officer.

AP-16 Form

e-NPO

Certain Travel expenses allowed.

AP-2 Grant Participant PaymentsPayment to a single participant, can now use Grant GL’s on e-NPO. Attach AP-2 form for documentation when it routes for approval.AP-2 e-NPO Form

700001 vendor cannot be used for services or goods.

Drawing for AP RSS Feed Participation. Jessica Rodriguez was the winner.

Drawing for Travel RSS Feed Participation. Sheena Campbell was the winner.

AP and Travel RSS Feed

Stay informed on changes through RSS Feeds

Instructions for setting up an RSS feed for AP Office Announcements can be found on the AP Resources webpage. How to Add RSS Feed for AP

Instructions for setting up an RSS feed for Travel Office Announcements can be found on the Travel Procedures webpage. How to Add RSS Feed for Travel

AP and Travel RSS Feed

P-CARD MANUAL UPDATES

P-Card ManualRev 10/2015

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The P-Card is for official University business purposes only and all p-card purchases must have a business purpose and support the mission of the University.

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P-Card Policies

Official BusinessONLY

Cardholder Responsibilities

Cardholders must ensure that the most recent approved transaction log template is adequately prepared and maintained. The form can be found at http://www.txstate.edu/gao/procurements/forms.html.

Cardholders must make sure purchases made on the p-card are listed on the transaction log and are verified by the 15th of each month to avoid a disputed transaction being disallowed by the P-card Provider.

Cardholders must verify that a potential vendor is not on “Vendor Hold” with the State of Texas for all purchases over $500, before the purchase is made, excluding emergency purchases. Website for verification is https://cpafmprd.cpa.state.tx.us/tpis/search.html.

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Account Manager Responsibilities

Account Managers are responsible for the approving and signing the P-Card transaction logs to ensure completion of the log and verification of transactions.

The Account Manager, if a Cardholder, cannot sign P-Card reconciliations as approver. An additional person may be delegated by the Account Manager’s supervisor to approve P-Card reconciliations for the Account Manager.

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P-Card Purchasing

Restricted items can be purchased on the P-Card, ONLY when approved by the Office of Procurement & Strategic Sourcing

Must obtain approval 48 hours PRIOR to purchasing

Technology related items (not considered Prohibited or Controlled but not capitalized) MUST go through ITAC.

If ITAC is unable to obtain the item, they will give approval to purchase via a P-Card.

A waiver must be prepared, signed by an ITAC Representative and forwarded to the Office Procurement & Strategic Sourcing

Waiver must be submitted 48 hours PRIOR to making the purchase

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Waiver_____________________

___

Alcohol Purchases(Refer to UPPS 03.01.18 – Purchase of Alcohol)

Alcohol CANNOT be purchased using a P-Card

Allowable Food Purchases 1. UPPS 03.01.03 Purchase of Alcohol, Awards, Flowers, Food or

Refreshments. 2. FSS/PPS 03.01.14 Business Meals

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PROCUREMENT & STRATEGIC SOURCING OFFICE

New Staff Member

Procurement Analyst

Stacy Orona

P-Card Administrator

Judi Nicholson, Assistant Director

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Questions and Answers

Questions and AnswersP-card:

How does the department verify the items have been received when they have been shipped to a different address? An email should be sent from whomever received the item to the cardholder and that email must be attached to the log.

Can the Account Manager sign off that the items have been received?

No because they sign the log verifying charges are valid.

Do I need to get the Tax forms and review on Foreign Vendor payments each time even if the vendor is the same?

Yes. IRS requires that the vendor status be reviewed to determine if any US tax should be withheld. It is easier to validate than have the University pay the tax if it wasn’t collected.

New employee for P-Card Process:

Stacy Orona SO@txstate.edu 512-245-6451

Questions and AnswersTravel:

Can the Travel Office notify the department when toll charges are booked to their account after the expense report has been done?

Toll charges that come in after the expense report are charged to the trip number and no AM approval needed. The Travel Office provides a clear description of the charge which can be viewed on the Budget to Actual report in SAP.

Why can’t I include a business meal with alcohol on the expense report?

The expense report process doesn’t include the alcohol GL, the funding for this expense is restricted and Cabinet Officer approval is needed. Process these meals as an e-NPO. Be sure to include the Travel Request Number on the e-NPO.

Questions and Answers

Accounts Payable:Why is freight related to a purchased item charged to the same GL as the item rather than to the Freight and Delivery GL (728600)? The item cost and freight are charged to the GL per Accounting Theory. The full cost of the item is expensed together.

Is GL 730900 (Promotional Items – Local Funds) only used for branded items with the Texas State Logo or can this GL used for all give away items? What if you buy candy to give out? If the item will be given away use GL 730900. If candy is purchased to be given away, that could go either way but it was suggested that if the candy is only for TX State employees, use 731600 (Food) and 730900 if for non-employees since the event would be to “promote” TX State to

external parties.

Questions and Answers

What funding source do I use for Sponsorship or promotional expenses as allowed by the party that provided the funds?

Use same funding source used to record the revenue.

If a department receives a vendor invoice and the PO# isn’t on the invoice, can they write the PO# on the invoice and send to AP?

The department can write the PO# on the invoice if they receive it first but AP will still contact the vendor to put this information on the invoice before the vendor mails invoice to Texas State in the future.

If the invoice matches the PO in total, does the department need to indicate what lines to pay the

invoice from?

No, AP can match up if the two agree. If the invoice doesn’t match the PO, then yes you will need to indicate

what line(s) and amount to pay on each PO line.

Why do I no longer get the RSS Announcements?

Some employees used to get the RSS feed and now they don’t. James told them to follow the instructions again on

the Accounts Payable website and if that didn’t work, then they would need to contact ITAC.

Questions and Answers