BUSINESS OFFICE PROCEDURES

1
BUSINESS OFFICE PROCEDURES

• Travel
• Federal Express
• Chartwells
• Contracts

2
ACCOUNTS PAYABLE STAFF

• Rosemary Knickerbocker Accounts Payable Manager
  (7698)
• Geraldine Garner (7373)
• Travel
• Federal Express
• Mitzie Thompson(7692)
• Vendors whose names begin with A-E
• Chartwells
• Purchasing Cards
• Anita McKnight (7694)
• Vendors whose names begin with F_N
• Contracts

3
ACCOUNTS PAYABLE STAFF

• Melody Smith(7251)
• Vendors whose names begin with O- Z
• All utilities
• Laura Nichols(1037)
• Data Entry

4
TRAVEL

• TRAVEL AUTHORIZATION
• Note Form MUST be submitted at least two weeks
  before travel
• begins, and submitted to the Business Office
  with the appropriate
• approval.

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TRAVEL AUTHORIZATION

• Fill out the top portion of the authorization
• Department phone number
• Contact person
• Your name
• ID number
• Title
• Department
• Destination
• Purpose of the trip
• Departure date
• Return date

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TRAVEL AUTHORIZATION

• Tell us how you plan to travel
• State car
• Airline
• Personal automobile

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TRAVEL AUTHORIZATION

• All expenses must be listed to be reimbursed
• Airfare (T-Numbers)
• Is the university paying?
• Lodging (conference exception)
• Automobile Point-to point mileage is calculated
  using
• Rand McNally (www.randmcnally.com)
• Meals and incidentals
• Refer to CONUS http//policyworks.gov/org/main/mt/
  homepage/mtt/perdiem/travel.shtml
• Registration (if needs to be paid in advance fill
  out bottom)
• Total Expenses
• Travel Advance (not to exceed 80)
• Account Numbers
• Appropriate Signatures

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TRAVEL CLAIM

• Original receipts are required
• Mileage is paid at the rate set by TBR
• Mileage is calculated using Rand McNally
  Tripmaker
• Meals or Per Dien
• Phone Calls
• Account Numbers
• Appropriate Signatures

9
FEDERAL EXPRESS

• Senders copy (white) should be sent to Accounts
  Payable
• An account number and approving signature should
  be on the
• white copy

10
Chartwells

• A purchase order MUST be done PRIOR to each event
  that will be 2,000.00 or over
• Use the Payment Authorization form for events
  under 2,000.00
• Send a Business Meal Form for all events

11
CONTRACTS

• IDENTIFY YOUR SERVICE
• Leave NOTHING to chance!
• Write it ALL down...
• EVERYthing and EVERYone you are to
• Give,
• Pay,
• OR Provide
• To get the service done.
•  

12
IDENTIFY YOUR CONTRACTORAND HIS/HER ARTIST!

• Make SURE they are eligible
• for payment OUTSIDE of payroll
• Make arrangements with their EMPLOYER
• OR ASK for a W-9 for themselves
• Ask for a W-9 for the performing ARTIST
• that they represent!
• SPECIFY WHOS getting PAID!

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CHECK IF THERE IS A SHORTER WAY!

• If... EVERYTHING costs 500.00 OR
• LESS,
• AND its a one-time event,
• Send a Payment Authorization to Accounts Payable

14
GET AN INVOICE FOR THE CONTRACTORS OR ARTISTS
SERVICE!

• BUSINESSES have LETTERHEAD you know!
• TELL WHAT service is rendered
• And WHEN!
• HOW MUCH is DUE,
• WHEN and to WHOM (per the CONTRACT)!
• ....IN-HOUSE form is for INDIVIDUALS who
• DONT have a clue!
• IMPORTANT! CONTRACTOR must SIGN it TOO!

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INVOICE

• APPROVE the INVOICE
• OR ASK the one WHOS PAYING to SIGN!
• PLUS if payment is to be READY
• AT your EVENTS decline!
• THEN GIVE us your WORD,
• PAYMENT is given ONLY after SERVICE is FINE!

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INVOICE

• BRING the APPROVED INVOICE to us (Accounts
  Payable),
• OR SUBMIT it with the original contract,
• WARNING! YOU MUST INCLUDE
• ANY AND ALL THE W-9......(s?)!!!
• Otherwise well call you to get one before we
  start!

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ISSUED CHECK
Well ISSUE a CHECK... When we have receive all
the proper paperwork Be sure to get us all the
paperwork early if you need The check on the day
of the event If this is the case Please let us
know on what day you will need the check  
18
PAYMENT
PLEASE dont WAIT UNTIL the EVENT, To ASK if
payment is READY, Or EVEN WORSE if somethings
MISSING?! We would MUCH rather HEAR from YOU, AT
LEAST the day BEFORE!
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CREDIT CARDS

• Quick Turn-around on credit cards
• Must have account number on log form
• MUST be signed by authorized person

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RECEIVING REPORTS

• Most receiving is done through central receiving
• For some items such as live animals or multiple
  items (1,000 beakers)
• they will be delivered by central receiving with
  a receiving report
• attached that you must complete and return (see
  report)
• The Payment Authorization form acts as your
  receiving report also so when
• this form is signed and sent to Accounts Payable
  we will pay the vendor when we have the invoice
• If in doubt, call Accounts Payable to see which
  department enters the
• receiving data

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FREQUENT PROBLEMS

• Receiving Reports partial shipments, too
• If you receive an invoice, send to A/P

22
QUESTIONS

• If you have questions, contact one of the
• Accounts Payable employees.
• Rosemary Knickerbocker, Accounts Payable Manager
  (7698)
• Geraldine Garner (7373)
• Travel
• Federal Express
• Mitzie Thompson(7692)
• Vendors whose names begin with A-E
• Chartwells
• Purchasing Cards
• Anita McKnight (7694)
• Vendors whose names begin with F - N
• Contracts

23
QUESTIONS

• Melody Smith(7251)
• Vendors whose names begin with O- Z
• All utilities
• Laura Nichols(1037)
• Data Entry