Ohio State University Extension

1
Ohio State University Extension

• Business Office Update
• April 28, 2009

2
Internal Audit

• Fieldwork will be from 5/11 to 6/26
• Random counties will be selected for review
• Will be reviewing
• Blanket purchase order logs
• Inventory tagging
• Proper approval of transactions, blanket purchase
  order logs
• Proper approval of monthly financial
  reconciliations
• Checking accounts approval and reconciliation

3
Cell Phone Policy Changes

• Long-distance personal calls on university office
  telephones are prohibited. University-provided
  telephones are intended for business use only.
• Employees are not to be reimbursed for business
  calls on personal cellular phones.
• Use of a university cellular phone while
  operating a motor vehicle is prohibited.

4
Cell Phone Policy Changes

• At the discretion of the employees department,
  the University may provide a personal digital
  assistant (PDA) device, such as a BlackBerry, for
  employees whose duties and responsibilities
  require access to wireless data service. Due to
  the practical limitations of documenting business
  vs. personal use of these devices, any payments
  related to the cost of the service must be
  processed as a taxable allowance or a taxable
  fringe benefit to the employee

5
Cell Phone Policy Changes

• Cellular Phone Option 1 University-Paid Service,
  Restricted to Business Use
• 1. Under this option, University-paid cell phone
  service is intended only for business use.
  Employees are required to certify, on a monthly
  basis, that all calls made on the phone are for
  business purposes.
• 2. For purposes of this policy, personal use of a
  university cellular phone of up to 10 minutes per
  month is considered de minimis and is not a
  violation of the business-only policy. Personal
  use of university cellular phones for more than
  the de minimis amount per month is prohibited.

6
Cell Phone Policy Changes

• 3. In accordance with IRS documentation
  requirements, departments must retain cellular
  phone bills and be able to distinguish between
  business and personal use.
• 4. This option is not available for PDAs.

7
Cell Phone Policy Changes

• Cellular Phone Option 2 Taxable Allowance
• 1. Departments may offer a taxable allowance,
  which is processed as additional pay in the HR
  system, for cellular phone service.
• 2. Under this option, amounts paid to the
  employee for cellular phone service will be
  reported as taxable income on the employees W-2
  form.

8
Cell Phone Policy Changes

• 3. No record keeping of business and personal use
  is required.
• 4. This option may also be used for PDAs

9
Inventory

• Purchase orders that include the trade-in of
  equipment must include the equipment serial
  number, model number and OSU inventory number of
  the trade-in.
• This will primarily apply to copiers. Please list
  the appropriate information on the new
  requisition form.

10
Purchasing Card

• Allowable Services
• Rental Car Company Restrictions
• Conference Registration Documentation
  Requirements
• Acceptance Form

11
Purchasing Card

• Purchasing Card will now allow for services.
• You still cannot pay for the following service
• Temporary Agencies.
• Any service requiring the signing of a contract.
• Painting services.
• Independent Contractors.
• Security alarm systems.
• Telecommunications or telephone equipment.
• Services for mobile devices.

12
Purchasing Card

• Services have been removed from the Restricted
  Purchases List.
• i.e. You can now use the card for misc services
  under 1000
• HOWEVER, there are still some that are not
  allowed
• Any service listed on the Purchases that Require
  Special Approval (Purchasing Policy)
• Temporary Employment Services (Purchasing Card
  Policy)
• Telecommunications/telephone equipment and
  services ( Purchasing Card Policy)
• Monthly Services that exceed 1000 in a fiscal
  year (Extension ICS)
• Services that require a contract to be signed.
  (Extension ICS)
• Independent Contractors (Extension ICS)
• Individual vs. Company Never pay an individual
  with a PCard.

13
Purchasing Card

• Rental Car Company Restrictions
• Through contracted agencies only
• National and Enterprise
• Rental from any other agency cannot be paid for
  with the PCard.
• Conference Registration Documentation
• a copy of the conference registration form is
  required in addition to the receipt/proof of
  payment.
• Also applies to Travel Reimbursements.

14
Purchasing Card

• Dispute/Usage Agreement Form is now the
  Acceptance Form
• Mostly the same form, with slight differences in
  wording.
• Bank will accept the old form.

15
Expenditure Policies

• Gift cards that contain stored value and have no
  specific vendor name, such as VISA cards, are
  considered to be cash and do not qualify as gift
  certificates and cannot be purchased. Other store
  gift certificates or gift cards are still ok.

16
Cash Deposits

• Deposits must be made at least once weekly or
  when 500 or more in cash and/or checks has
  accumulated, whichever comes first.