2 New Changes FY Reminders PO Invoice Flow Charts Receipts/Invoices W-9 requirements Travel Interfund P-Card/VIS/Log sheet Other Miscellaneous Reminders
4 The empty Credit Card, PO Invoice and Interfund envelopes will no longer be available in the mailroom starting June 29, The envelopes can be picked up in the Business Office in Sheridan Hall, Room 106. Ask Business Office staff for the empty envelopes. If front desk is not occupied, please walk into back office area for assistance from Business Office staff. The envelopes containing invoices/receipts to be processed can still be delivered to the mailroom or put in the Business Office drop box. Rush PO s or invoices after the P-Card deadline should not be put in mail or drop box, envelope should be handed personally to an AP staff employee.
6 Per the state guidelines, we no longer encumber current year invoices not paid by the fiscal year end. Invoices dated June 30 or before which are received by Accounts Payable by July 7 (the fiscal year end cut off date for FY11) will be FY 11 expense. Invoices received by Accounts Payable after the year end cut off date will be a FY 12 expense. Grants still have to be paid by the grant deadlines!
8 INVOICES ARE RECEIVED IN BUSINESS OFFICE AND STAMPED WITH DATE RECEIVED VENDOR INFORMATION IS VERIFIED ON IFAS AND WITH STATE OF KANSAS VERIFY THE REMIT TO ADDRESS-this may be different from business address selected in IFAS AP STAFF AUDITS INVOICES AND ENTER INTO IFAS BATCH INVOICES ARE PULLED BY AP STAFF FOR PROCESSING-generally within 5 days of receiving the invoice INVOICES ARE FILED BY DATE RECEIVED TRAVEL RECEIPT FORMS ARE AUDITED WHEN TRAVEL IS COMPLETE BATCH IS PROCESSED IN IFAS BATCHES ARE INTERFACED WITH STATE ACCOUNTING SYSTEM INVOICES ARE FILED INVOICES ARE SCANNED AND ATTACHED IN IFAS
9 BATCHES SENT BY INTERFACE TO TOPEKA- Wednesday June 8th BUDGET CHECK IS COMPLETED BY SMART FOR ALL VOUCHERS SUBMITTED Wednesday June 8th PAPER CHECK- Warrant processed next business day. Thursday June 9th ACH (electronic deposit) Payment will be deposited into vendor's bank account 3 business days after budget check is complete Monday, June 13 CHECK MAILED FOLLOWING MORNING FROM TOPEKA Time depends on Postal Service Delivery Friday June 10th CHECK RECEIVED BY VENDOR Time depends on Postal Service Delivery Monday, June 13th CHECKS RECEIVED IN BUSINESS OFFICE- Documentation attached to check and mailed out to vendor Monday June, 13th CHECK RECEIVED BY VENDOR Time depends on Postal Service Delivery Wednesday June 15th
11 The State of Kansas requires all new vendors not already on the State Vendor File to provide a W- 9 before processing payments. PR s cannot be initiated until the completed W-9 is on file with the State. Completed/Signed W-9 s should be sent to the Business office for submission to the State. W-9 forms may be found on the Business Office website.
13 In special circumstances when vendor cannot provide an invoice or signed contract, the department will print the PO Status long form and send to AP for payment. Do not need to send the 2 nd page For all invoices, write the PO# in the bottom left corner if possible. For P-Card receipts, write the Bank ID and purpose in the bottom left corner if possible (if travel also write the traveler s PO#). Black out any social security numbers!
15 Effective 7/1/11 New meal rates, lodging and mileage have been provided by state. The quick reference guide has been updated with the new rates and new information.
16 The Private Vehicle rates: 51 per mile for privately owned automobile 22 per mile + estimated fuel for Motor Pool vehicles 47 per mile for privately owned motorcycle For FY11 trips being prepared by the department after 7/1/11, contact AP staff to the FY11 private vehicle comparison form link.
17 BREAKFAST LUNCH DINNER In-state/border city $ $11.25 $21.50 Out-of-state, regular $ $11.25 $21.50 Out-of-state highcost $ $ $23.00 Out-of-state $14.25 $15.75 $30.00 special designated high-cost area International $15.25 $16.25 $31.50 China $ 7.63 $ 8.13 $15.75
18 Lodging Expense Limitations TRAVEL LOCATION AMOUNT ½ Higher Rate In-state/border city $ $ Out-of-state, regular $ $ Out-of-state, designated high-cost area Out-of-state, special designated high-cost area International Actual Conference lodging qualified under K.A.R a(e) $ $ $ $ Actual Actual
20 The Department must complete all columns and the comments section excluding the AP Rev d column. First column tells how the expense is paid FY 12 change, the total airfare charge (including service charge) will be entered as airfare If more than one charge, list each charge in the comments section) If more than one account number is used per charge, list the account numbers in comment section PO # (must be approved before paying any expenses)
21 Any expenses to reimburse the traveler are entered under Reimbursable expense to traveler section.
22 The lodging, airfare and registration receipts were paid by the P-Card. You are not sending additional receipts to pay the traveler, how do you mark the following box?
23 All expenses were paid by P-Card therefore there are no receipts/documents to send to the business office. NOTE: If you mark YES in error, the travel reimbursement will be delayed as the AP will be waiting on receipts/documents.
24 When yes is marked, AP will not look at the travel until documentation is received in the Business Office. When no is marked, once the form is awaiting AP approval, AP will print off the travel receipt form and use this as the documentation to pay the traveler.
25 Out of State meals Provided meals
26 The meal allowance code is determined where they spend the night at each destination. If the traveler does not spend the night enroute at the beginning or at the end of the trip, the entire trip is coded the same as the final destination code (such as C for China). If the traveler does spend the night enroute, the meal allowance code changes when the traveler arrives at the destination where they are spending the night (not when they arrive back to Hays because trip is over).
27 If a traveler is going to Washington DC and flying out of Kansas City but not spending the night at Kansas City, what travel code do you use in the meal allowance column? K=Kansas O=Out of State S=Special High-Cost I=International C=China
28 S Special High-Cost If the trip is directly to the destination, use the destination code.
29 Type in all meal allowance codes even when there are provided meals. If the codes are not all entered, the meal allowance will not be calculated correctly. This reduces the amount reimbursed to the traveler.
30 Comparison Entered Correctly Entered Incorrectly Makes a big difference!
31 Private Vehicle Mileage Rental Vans
32 Do not save the private vehicle conversion form when doing the PO, you need to create a new one each time or you will not have the correct fuel cost. On the web, you can add a favorite link which will link directly into a new form For mileage not found on KDOT, use Mapquest. Print the Mapquest mileage documentation and attach to the traveler s reimbursement documents/receipts.
33 When renting a 12 passenger van, the driver must be on payroll and at least 25 years of age. Travelers cannot rent a 15 passenger van due to FHSU liability.
35 Travel reimbursement CANNOT be completed until travel P-Card charges are processed and scanned into the travel receipt form. To avoid delays Allocate P-Card Receipts PROMPTLY. Send allocated receipts to the Business Office in the credit card envelope. For registrations, flyer and/or agenda with required information must be attached to the invoice. Dates of the travel Flyer should show what meals are provided in registration Lodging, ground transportation, etc.
36 If the trip has expenses paid P-Card/PO/or Interfund and traveler is not being reimbursed, once the trip is complete, the travel receipt form needs to be submitted through the traveler and budget authority for approval. If traveler will not be reimbursed for travel: a $0 PR should be completed and Accounts Payable will cancel the PR after the travel has been completed. If the PR was submitted with a dollar amount and the traveler will not be receiving reimbursement: the submitter should cancel the PR after receiving confirmation that travel receipt was approved.
37 Great Job!
38 Interfund request form is on Lotus Notes Interfund Form needs to be approved by the budget authority through the approval cycle on lotus notes. Initiate Interfund Request Form on Lotus notes when paying State Agencies (includes all FHSU departments.) Do not use P-card or PO. The Student Activity accounts are not state accounts and cannot be processed by an Interfund.
39 Receipt flow chart New Change Reminders
40 RECEIPTS ARE RECEIVED IN BUSINESS OFFICE AND STAMPED WITH DATE RECEIVED RECEIPTS ARE ALPHABETIZED BY BANK ID AND FILED IN DATE ORDER RECEIPTS ARE PULLED BY AP STAFF FOR PROCESSING-generally within 5 days of receiving the receipt BATCH IS BALANCED AND UPLOADED INTO IFAS TRAVEL RECEIPTS ARE SCANNED INTO TRAVEL RECEIPT FORM AP STAFF AUDITS RECEIPTS AND ALLOCATES THEM ON VIS RECEIPTS ARE SCANNED AND ATTACHED IN IFAS RECEIPTS ARE FILED VISA STATEMENT IS PAID-ONCE ALL RECEIPTS ARE ALLOCATED ON VIS FOR THE STATEMENT PERIOD RECEIPTS ARE PULLED AND ATTACHED TO LOG SHEETS SIGNED LOG SHEETS ARE RETURNED TO BUSINESS OFFICE LOG SHEETS ARE PRINTED FOR DEPARTMENTAL SIGNATURES
41 Do not send or attach credit card slip to receipt. You can keep the slip with your copy of the invoice for your records.
42 If complete credit card number is listed on the receipt, mark out all numbers except for the last 4 digits prior to sending invoices to the Business Office. Do not use highlighters. They can erase or black out information when scanned. Write the Bank ID and purpose in the left hand corner of the corner of the receipt. On travel receipts also write the PO#. Use pen only to write information on receipts. Pencil does not show up well when scanned. If the vendor name does not appear on the receipt or is different than the vendor name on VIS Write the name that appears on VIS on the receipt before sending it to Accounts Payable.
43 Receipts which have surveys, etc on top or bottom of the receipt, cut off this information! Receipts must fit on an 8 ½ x 11 sheet of paper. If the receipt is longer: Cut the receipt carefully if necessary and tape to a full sheet of paper Use multiple sheets if necessary-do not use the back side for invoices or receipts as only the front page is scanned. Carefully tape small receipts to a standard sheet of paper Do not cover information with the tape as it will erase it. Be sure to tape both the top and bottom of the receipt.
44 Receipt numbers- If letters are used, use only capital letters when writing or entering them on VIS. No spaces or dashes are entered in the invoice number. Receipt number can only be 16 characters or less. P-Card Hospitality form should be attached to the hospitality receipt.
45 Do not use the P-Card when paying another state agency or FHSU department. Do not pay personal charges on the P-Card as it could jeopardize our P-Card program with the state. For Kansas sales tax $5 or greater, split the charge on VIS and code the sales tax as For Kansas sales tax less than $5, split the charge and code the same as the purchase.
46 How should P-Card receipts be prepared? Write Bank ID on bottom left corner. Purpose Tape receipts less than a 8 ½ x 11 sheet to a full sheet of paper Items listed on the receipt must be selfexplanatory, write clarification as needed. Circle Total Circle Invoice Number Travel receipts write PO# on bottom left corner
48 DO NOT send unsigned logsheets to the Business Office. It is the card holders responsibility to obtain ALL budget authority signatures before returning logsheets to the Business Office.
50 The description should read the name of the event/function. Official Hospitality is no longer an acceptable description. Include all required information in the print after notes on the PR or state on the P-Card hospitality form on Lotus Notes. Function Date Host/title Number of guests Purpose of function Purpose justifies how the event/function benefits the state
51 P-Card is the required method of payment. Justification is required in the PR print after notes when you are paying by check. Acceptable justifications: vendor does not accept credit cards, vendor charges a fee to process credit cards or purchase is exempt from credit card payment requirement. New-Chartwell Catering does accept the P-Card
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