Welcome BOBCATbuyers

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Welcome BOBCATbuyers Travel Assistants
Please Sign-In October 27, 2015
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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

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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

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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.

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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, dont include amount
  on the trip expense report.
• Excess lodging must always be broken out for
• Employees and Students.

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Travel Updates

• Employee Business Meals while Traveling
• Can include on Expense Report if there is no
  alcohol
• No 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 Meals
• Define 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.

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Travel Updates

• Additional Travel Expenses after Expense Report
• Select Travel GLs 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).

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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
  cant rent from these state contract companies,
  can select
• Loss Damage Waiver (LDW) for damage to the
  vehicle and
• Liability Insurance for damage to persons and
  property outside the vehicle.
• These charges are reimbursable in this rental
  situation.

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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.

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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.

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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.
• Cant 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.

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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.

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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

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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?

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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.

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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.

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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

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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.

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Foreign Travel Insurance

• UPPS 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 its 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

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Foreign Travel Insurance

• Policy or Coverage Questions
• Contact the Office of Environmental Health,
  Safety Risk Management.
• ehs_at_txstate.edu
• 512-245-3616
• Direct to EHS Staff
• Katherine Beamer
• kb1569_at_txstate.edu
• 512-245-8238
• Any questions??

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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 cant touch it
  (non-tangible).
• Examples are Services, memberships,
  registrations, advertising, maintenance
  agreements.
• Both fields checked or both field unchecked.

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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.

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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.

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AP Reminders

• General Ledger Accounts
• Links to General Ledger Account lists
• AP Commonly Used GL Accounts
• AP Special Purpose GL Accounts
• Grant 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.

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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_at_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.

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AP Reminders

• Vendor Invoice Payments on a PO
• If received in your dept., indicate date received
  on the invoice.
• Dont 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.

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AP Reminders

• Vendor Invoice Payments on a PO
• Multi-line POs 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 cant exceed available
  amount.
• On Framework Limit PO, advise AP when to close
  the line.

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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.

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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.
• Dont need to chase AM for approval.
• Dont ignore the AP email if invoice cant be
  paid let AP know why. If disputed, comply with
  requirements.
• How to Dispute an Invoice

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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.

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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

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e-NPO

• Certain Travel expenses allowed.
• AP-2 Grant Participant Payments
• Payment to a single participant, can now use
  Grant GLs 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.

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AP and Travel RSS Feed

• Drawing for AP RSS Feed Participation.
• Jessica Rodriguez was the winner.
• Drawing for Travel RSS Feed Participation.
• Sheena Campbell was the winner.

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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

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P-CARD MANUAL UPDATES
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P-Card Manual Rev 10/2015
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P-Card Policies

• 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.

Official Business ONLY
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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 Managers
  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

Waiver ________________________
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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

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Questions and Answers
P-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 wasnt collected.
New employee for P-Card Process Stacy Orona
SO_at_txstate.edu 512-245-6451
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Questions and Answers
Travel 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 cant I include a business meal with alcohol
on the expense report? The expense report process
doesnt 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.
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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.
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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 isnt 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.
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Questions and Answers

• 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 doesnt 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 dont. James told them to follow the
  instructions again on the Accounts Payable
  website and if that didnt work, then they would
  need to contact ITAC.