Administration

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Administration Finance Summer 2008 Training

• Departments
• Purchasing, Payment Services Travel
• Procard
• Financial Services
• Employee Relations Development
• Employment Services

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Purchasing, Payment Services Travel
Contractual Service Agreements Payments

• Policy Procedures
• A.  Hiring a Current or Former UCO Employee for
  Contractual Services
• 1.   Who is considered a UCO Employee?
• Anyone currently on UCO payroll, i.e. faculty,
  staff, and students.
• Or any former full-time Faculty or Staff
  employee, on UCO's payroll within the last 12
  months. (This statement does not apply to former
  student employees)
• 2.    What Documents Are Required?
• Request for Authorization to Pay
  Form(Submit Request to UCO Payroll Department,
  Lillard Admin. Bldg. Room 208, Campus Box 181.)
• Scope of Work (not a required form, but
  highly recommended)

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Purchasing, Payment Services Travel

• B. If You Have A Need For Non-Professional
  Contractual Services for Campus Events, i.e.
  Athletic Sporting Events, Wellness Center
  Endeavor Games, Campus Life , etc. or Temporary
  Office Help
• 1. You Are Required to Use Talent Tree (a
  temporary employment agency contracted with UCO,
  Contract 2007Q127).
• 2. UCO already has a pool of individuals, i.e
  . students, former staff and faculty, and current
  staff and faculty who have signed up to work
  through Talent Tree, for UCO Events.
• 3. Find Talent Tree Contact information and
  Instructions on our webpage under
  Policies/Contract Services or click on the link

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Purchasing, Payment Services Travel

• C.  A Need to Contract the Services of a
  Professional Individual or a Person With
  Specialized Services that is not a UCO Employee
• Establish and Formalize a Signed Contract
  Agreement
• Fill out contract agreement, have the
  "Contractor", (individual performing
  the services), sign the agreement. This is the
  only signature you are required to obtain.
  Standard Contract Agreements P/PSA or MOU
• Encumber Funds
• Submit contract agreement with an online
  requisition to the Purchasing Payment Services
  Dept.
• Services Begin With a signed contract agreement
  and purchase order, services can begin.
• 4. Contractor is Paid Once services have been
  performed in accordance with contract agreement,
  contractor can submit a signed OSF form 3 or
  invoice to request payment. Upon receipt of one
  of the two documents payment will be processed
  and mailed in 7 to 10 days.

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Purchasing, Payment Services Travel
By Denise Smith
HB 1804, Compliance with the Oklahoma Taxpayer
and Citizen Protection Act of 2007 Pursuant to
25 O.S. 1313, effective 7/1/08, all individuals,
contractors, subcontractors or vendors are
prohibited by State law from entering into a
contract with a public employer for the
performance of services within the state of
Oklahoma unless registered and participating in
the Status Verification System to verify
information of all new employees.
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Purchasing, Payment Services Travel
By Denise Smith
To prepare for the 7/1/08 HB 1804 enforcement,
UCO documents had the necessary language added.
These updated documents include Solicitations
RFP, ITB Professional/Personal Service
Agreement (P/PSA) Memo of Understanding
(MOU) Purchasing Payment Services UCO Terms
Conditions
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Purchasing, Payment Services Travel
By Denise Smith
Effective June 9, 2008 HB 1804 Stayed The
enforcement of Section 1313 has been stayed by
Preliminary Injunction issued by the United
States District Court for the Western District of
Oklahoma. UCO Documents amended with the
following verbiage By signing the document (MOU,
P/PSA, ITB, RFP, etc., UCO Documents) or the
acceptance of the University of Central Oklahoma
purchase order, the individual, contractor or
vendor warrants and attests they understand that
should said Preliminary Injunction be lifted,
they may be required to register and participate
in the Status Verification System which declares
its employees and all proposed subcontractors are
in compliance with the Federal Immigration
and Nationality Act (FINA) and all other Federal
and State laws and regulations related to the
immigration status of employees. These warranties
shall remain in effect through the entire term,
including all renewal periods if applicable, of
the Contract. The University reserves the right
to request copies of documents certifying
compliance with this requirement.
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Purchasing, Payment Services Travel
By Denise Smith
Obey the LAW The University of Central Oklahoma
must be in compliance with State law to maintain
our purchasing rights. In following UCO Policy,
RUSO Policy and State law, Title 74, it is common
knowledge that purchases cannot be made without
monies encumbered and a purchase order issued.
UCO Campus Customers and Departments should
understand that now with HB 1804, all services
obtained without a purchase order and without the
proper documentation not only disregard UCO
Policy, RUSO Policy and State law, but also will
be noncompliant with Federal and State
Immigration Laws. Noncompliance with Federal
Immigration laws carries a penalty of fines and
prison. A letter of justification will not
support this noncompliance on part of UCO.
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Purchasing, Payment Services Travel
By Denise Smith
Increased Vendor Shipping Costs
Due to the continuing rise in fuel costs, many
vendors have sent letters notifying UCO of their
increased shipping costs. We encourage you to
seek a written quote. Ask for the shipping costs
to be noted on the quote.
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Purchasing, Payment Services Travel

• Travel
• Mileage Rate Increases The Internal Revenue
  Service has announced an increase in the mileage
  reimbursement rate to 0.585 per mile, effective
  July 1, 2008. This is an increase from the 0.505
  rate for the first half of the year. (See
  Internal Revenue Bulletin IR-2008-82, June 23,
  2008, amending Internal Revenue Procedures
  2007-70). The new rate is for travel incurred on
  and after July 1, 2008 through December 31, 2008.
• Luggage fees - If there is a charge for the first
  bag, it would be a covered reimbursement under
  Itemized Miscellaneous Costs account code
  72125 for out-of-state trips. A receipt for such
  charge is required for reimbursement.
• For any additional baggage charges, it will
  depend on whether or not the traveler can
  properly justify and document the business need
  for the additional bag(s), i.e., extended stay
  requiring additional clothing, excessive business
  materials being carried, etc. If so,
  reimbursement would be considered appropriate. A
  receipt for such charge is required for
  reimbursement. If unjustified and is just that
  the person likes to take a lot of personal
  things, it would not be acceptable for
  reimbursement.
• How to Travel on University Business Check List
• In-State Travel Out-of-State Travel
• 4. Overview of Travel Webpage

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Procard
Procard Administration

• Reviews Update reminders from common review
  findings
• Fraudulent e-mails
• Payment Net online access
• OfficeMax logo

Procard Finance

• Statement Routing and Expense Posting Timelines
• Transaction Expense Coding and Org Transfers

12
Financial Services

• Administrative Portal
• Organization Accounts
• Financial Managers
• Forms
• Other

13
Employee Relations Development

• ERD Overview
• IPP
• Character First Program
• EAP Program
• NET Program
• Request for Departmental Training

14
Employment Services

• E-Verify System HB-1804
• Employee Verification System
• Question Answers
• Hiring
• Staffing
• IPPs

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Administration FinanceDepartments Contact
Information

• Purchasing, Payment Services Travel Ext. 3340
• Procard Administrative Services Ext. 2497
• Procard Financial Services Ext. 2598
• Financial Services - Accounting Ext. 2598
• Employee Relations Development Ext. 2668
• Employment Services Ext. 2366