Accounting Policies

1
Accounting Policies ProceduresAn Introduction

• Drake University College of Pharmacy Health
  Sciences
• Prepared by the Budget Finance Administrative
  Assistant

2
Introduction

• All official policies are available on the Drake
  website. This document is available on the
  College website and the College Server.
• The goal of this presentation is to introduce you
  to some of the basic procedures as they are
  carried out in our College.
• You will receive, via email, a Travel
  Reimbursement form and a Vacation Professional
  Absence request form. Please save these for
  future use. All forms used for Accounting
  purposes are available for viewing on both the
  University College webpages.
• You will also receive a document outlining the
  responsibilities of the Fitch Hall support staff.
• The most important piece of information I can
  provide is this In order to insure efficient
  payment of an invoice, supply order or
  reimbursement, you must have the appropriate
  account number (FOAPAL) for each transaction.
  Your Department Chair will provide you with this
  information.

3
Travel Reimbursement Guidelines

• The Travel Form is used for reimbursement of
  professional travel expenses and for mileage
  reimbursement.
• Current policies for general travel are available
  on Blueview at http//www.drake.edu/busfin/polici
  es_folder/acct_accoutspayableguidelines.phptravel
  policy
• Per diem rates are available at
  http//www.drake.edu/busfin/policies_folder/acct_a
  ccoutspayableguidelines.phpmeals
• Mileage rates are available at
  http//www.drake.edu/busfin/accounting/index.php
• Payment for professional travel is generally made
  with each faculty members annual development
  allotment or with funds awarded to individual
  faculty. Check with your Chair before submitting
  them and provide the appropriate account number
  for payment.
• The University sets the per mile reimbursement
  rate. This rate is based on the IRS rate and is
  available on the link given above.
• After completing the travel/mileage form, print
  it out and sign at the bottom left. Your
  signature is a requirement for reimbursement.
• The signed form plus all receipts should be given
  to the Budget Finance Admin. Assistant, who
  will process and sign as Approver.

4
Before Travel

• Airfare and Registration costs can be reimbursed
  in advance of Professional Travel.
• Registration fees - you are responsible for
  payment and reimbursed using the Travel Form.
• Airfare can be paid by you and reimbursed using
  the Travel Form or booked through Drakes account
  with the Travel Center, phone [phone]. Travel
  Center bookings are charged to a Drake purchasing
  card.
• When using the Travel Center, tell the agent you
  are with the College of Pharmacy Health
  Sciences and provide them with your personal
  contact information in case there is a
  last-minute change in flight times or some other
  change or emergency.
• Email or online documentation must show the bill
  paid in full in order to qualify as an acceptable
  receipt.

5
After Travel

• Reimbursement requests must be submitted within
  30 days of your return.
• Fill out the form with your home address, Banner
  ID number, and all pertinent information
  (destination, reason for travel, etc.).
• Drake reimburses meals and incidentals by per
  diem. These rates are available on the Blueview
  link given on page 3 of this document.
• Original receipts showing the bill paid are
  required for hotel, shuttle, taxi, airport
  parking. Copies and credit card statements are
  not accepted.
• Meal receipts are not necessary on travel
  reimbursements because of Drakes per diem
  policy.

6
Ordering Product/Supplies

• As mentioned earlier, in order to insure
  efficient payment of an invoice, supply order or
  reimbursement, you must have the appropriate
  account number for each transaction. Your Chair
  will provide you with this information.
• Drake has a contract with Office Max for the
  ordering of general office and instructional
  supplies. You can search the Office Max website
  for necessary items. Both the Budget Finance
  Admin. Assistant and the College Admin. Assistant
  can order product and can answer your questions
  regarding ordering procedures.
• Books are to be ordered thru the University
  Bookstore if possible.
• Lab supplies and equipment are ordered by faculty
  with the approval of their Chair. The Budget
  Finance Admin. Assistant will provide you with an
  in-house PO number for these purchases. Be sure
  your name and this number are included on the
  invoice. Large-ticket items are ordered through
  the Accounting Dept. using their PO/Web order
  form. The Budget Finance Admin. Assistant will
  also facilitate these orders, which must be
  approved by Drakes Director of Purchasing.
• When ordering, remember that Drake is a
  tax-exempt institution and does not pay or
  reimburse tax.
• The Accounting Office has a list of preferred
  vendors. If the company you wish to order from
  is not on this list, please ask for the necessary
  forms and Drakes Accounting Dept. will set up
  the new account.

7
Payment of Invoices/FOAPAL

• FOAPAL refers to both the account number and the
  form used to process payment of invoices.
• Invoices must be initialed and dated and the
  appropriate account number provided. By signing
  off on invoices, you are confirming that the
  product has been delivered to your satisfaction.
  Packing slips or confirmations are not accepted
  documentation for reimbursement.
• Upon delivery of receipts, the Budget Finance
  Admin.Assistant will process the invoice and send
  it on for payment.

8
Reimbursement via Direct Pay

• The Direct Pay form is used for reimbursement of
  University-related expenses (examples purchase
  of a book, paying Association dues or meeting
  registration).
• This form also requires your home address and
  Banner ID number. It does not require your
  signature.
• Upon delivery of receipts and the appropriate
  account number, the Budget Finance Admin.
  Assistant will process the reimbursement and send
  it on for payment.
• Again, Drake does not reimburse tax on any
  purchase. If the purchase fits the
  supplycategory, proof must be provided that
  the product purchased was not available through
  Office Max and tax is not reimbursed.

9
Delivery Billing Information

• UPS is the preferred vendor for delivery. The
  College Admin. Assistant will help facilitate
  these requests.
• Delivery Address for supplies
• Drake CPHS, Attn Your Name, 105 Fitch
  Hall, 2720 Forest Ave., DM, IA, 50311.
• Delivery Address for chemicals
• Drake CPHS, Attn Your Name, c/o
  Environmental Health Safety Office, 13 Harvey
  Ingham Hall, 2804 Forest Ave., DM, IA, 50311.
• Billing Address
• Drake Office of Accounting, Attn Your
  Name, 2507 University Ave., DM, IA, 50311.
• Include the PO number, if applicable, on the
  packing slip and invoice.

10
Vacation Professional Absence

• The Vacation Professional Absence form must be
  submitted to your Chair, who approves it and
  sends the request to the College Admin.
  Assistant. This should be done electronically.
• Professional Absence forms must be approved and
  recorded in compliance with University rules.
  All absences are added to the College calendar to
  help with meeting and event scheduling.
• Faculty are also responsible for recording their
  own vacation/personal time on BlueView.
  Instructions for this procedure are available
  thru HR.
• At the end of each month, submit your hours to
  the College Admin. Assistant, who is responsible
  for approving them and submitting them to HR.

11
Miscellaneous Duties of the Budget Finance
Admin.Assistant

• serve as Building Manager for Cline, Fitch and
  Harvey Ingham.
• sign up student workers through Drakes Career
  Center.
• order keys for faculty, staff student workers
  and issue after-hours building passes for student
  workers.
• process work orders thru the Sodexho website, a
  responsibility shared by both AAs located in
  Fitch 105.

12
SUMMARY

• College policies must be in line with University
  policies, which are available through the Drake
  website.
• Feel free to contact me with questions or
  concerns.
• Joyce Sharp, Budget Finance Administrative
  Assistant, CPHS, 105 Fitch Hall, 271-3739.
  Joyce.Sharp_at_drake.edu