Business office procedures

1. Business office procedures Librarian’s Edition September 27, 2013

2. Purchase Orders & Directives

3. Purchase Orders – Shipping & Handling • Be sure to add shipping on the PO on a separate line. • If not sure of amount, allow for 15% of order total. • When in doubt, add shipping.

4. Purchase Orders • Attachments - Please note on the P.O. if a related attachment is being sent to the Business Office. i.e. “(HOLD FOR ATTACHMENT)”

5. Paying PO’s- Things to Remember… • If items have been cancelled, email AP clerk to notify them • Backorders are not accepted – payment will be made to vendor when order is complete • Cut off time for submitting PO’s & Directives for payment is 3pm on Tuesday. • Checks will print on Thursday (try not to call AP at this time).

6. directives • New directive forms do not have the yellow carbon copy. • On older copies, carbon copiesof directives will no longer be returned to the campus or department once they have been processed for payment. • Use E-Finance Plus to lookup payment info (if needed). • Remember: Bid #’s are needed for every directive. • Use up the old forms, if you still have them.

7. Cash advances & travel reimbursements

8. Travel Changes in Advance Procedures: • Meal Advances will only be issued for staff & students when traveling together (i.e. coaches traveling with students to game) • No other types of Advances will be issued. • Travel reimbursements (meals, mileage, parking) will now be issued as a Direct Deposit after the trip has occurred.

9. Travel - meal alloment changes • Meal Allotment - Overnight stay only Employee : Breakfast $9.00 Lunch $11.00 Dinner $16.00 Employee breakfasts will no longer be reimbursed for the first day of travel. $36

10. Purchasing supplies at conferences • No more cash advances for supply purchases at library conferences. • PO’s can be taken to conferences for vendors on the approved vendors list. • Items can be purchased and reimbursed with proper documentation & receipt. • Original receipts must be attached to Purchase Order: • Receipt must contain: • Vendor name (Printed or stamped) • Date of purchase • Description of purchased items • Handwritten receipts or adding machine tape without the vendor’s name stamped on it will not be accepted.

11. Receiving Online

12. Receiving Online • Can be done when purchase orders have been issued. • Receive on-line only when: • ALL items are in your possession • Additional items are received that you will be paying for • Be sure to received book orders online is a timely manner. • Online Receiving cannot be done for: • Open PO’s • Point of Sale PO’s (i.e. Wal-Mart, Kroger, Home Depot, Stantons, etc.)

13. Receiving Online Click Applications Click Purchasing Double click Receive Ordered Materials

14. Receiving Online • “Receive Ordered Materials” window will pop up. • Enter the PO number • Hit <TAB> • System will fill in PO details

15. Receiving Online • If all items have been received, click Receive All. • Click OK • When confirmation window pops up, click Yes.

16. Budget transfers within the same fund & function are entered in eFinancePlus by budget managers or those with budget manager’s proxy. Budget transfers are reviewed & approved at 10 am & 2 pm by the Business Office. Budget Transfers

17. Budget Transfers using eFinance Plus Step 1:Click on Applications Step 2: Click on Fund Accounting Step 3: Click Budget Ledgers Step 4: Click Batch Budget Transfer.

18. Budget Transfers using eFinance Plus The window titled “Batch Budget Transfer” will pop up.

19. Budget Transfers using eFinance Plus Click on the “New” button at the top of the screen to begin entering the transfer The window titled “Add Batch Budget Transfer” will pop up.

20. Budget Transfers using eFinance Plus Enter By – info automatically fills in Control Number – enter your initials & the date (mm/yr) Transfer Number – e Finance Plus automatically assigns Location – If 461 transfer, choose: “461-Activity”; otherwise choose regular campus code Description – enter reason why transfer is needed

21. Budget Transfers using eFinance Plus Budget Number – enter the budget string Account – enter the object code From Amount – enter amount to be moved FROM To Amount – enter amount to be moved TO (on same line where the TO account is listed. Click OK (“record added” message will appear) At least 2 lines must be entered, one set for TO & FROM

22. Fund 865 transfers & reimbursement transfers • To complete these, a PAPER TRANSFER form will need to be completed • Forms can be requested from the Business Office • The Budget Manager or person with Budget Manager proxy will need to sign • Send to Business Office for processing Transfers may be needed from one 865 account to another 865 account. or A school campus or department will need to reimburse another campus or department.

23. Receipting cash & checks

24. The 3 Commandments of writing receipts for cash

25. Writing Receipts

26. Writing Receipts

27. What to do with all these copies?

28. Library Fines of $10.00 or less Receipts are not needed for: Book Fairs

29. Instead, use the Tabulation of Monies Collected form.

30. Where to store or keep cash in a Library?

31. Transmittals & Deposits

32. Transmittals

33. Filling out the Transmittal • Fill out transmittal form completely • Instructions for filling out the transmittal are located at the bottom of the form • Write out the ENTIRE account number; not just 6399-45 or 2191-FA • More than one account can be entered on the same transmittal, BUT: • Do not mix funds on the same transmittal • i.e. Put all 461 on one deposit / transmittal and 865 on another • List the receipt or receipt range • Only ONE deposit slip per Transmittal

34. Deposits

35. Guidelines for the deposit of all cash & checks

36. Filling out Deposit Slips

37. After Cash is Deposited

38. Campus requests & library improvement plan

39. Campus requests & library improvement plan • Campus Requests - Budget managers make specific requests for their campuses as part of budget(not all campuses will have this type). May include books or supplies for libraries. • Coding will be 1994-12-XXX-11cBM-6329-XX or 6399-XX; where XXX is campus code & BM is budget mgr code • ASSETS will be 1994-12-XXX-30cBM-6329-XX or 6399-XX

40. Campus requests & library improvement plan • Library Improvement Plan - Every campus received a yearly allocation for books • Coding will be 1994-12-XXX-11c08-6329-XX; where XXX is campus code • ASSETS will be 1994-12-XXX-30c08-6329-XX

41. Petty Cash

42. Petty cash • Every library should have its own petty cash • To be used when making change for: • Paying fines • Book fairs • Other library business • If you don’t have any petty cash, send request to Denise Benbrook at the Business Office.

43. Looking up accounts

44. Looking up acounts • Click APPLICATIONS • Click FUND ACCOUNTING • Click BUDGET LEDGERS • Click EXPENDITURE LEDGER

45. LOOKING UP ACCOUNTS • The EXPENDITURE BUDGET window will appear. • Enter the Expenditure account number in the BUDGET NUMBER field • Enter the Object number in the ACCOUNT field

46. LOOKING UP ACCOUNTS • The account information will appear in the lower part of the screen • Here you can find: • total amount Budgeted • Total spent YTD • Total Encumbered • Remaining Balance

47. LOOKING UP ACCOUNTS • By clicking on the account line, additional information can be accessed.

48. LOOKING UP ACCOUNTS • The TRANSACTIONS window will appear. • Click on the Find button to access the account’s transactions for the year.

49. LOOKING UP ACCOUNTS • Additional transaction details are available by double clicking on a transaction

50. LOOKING UP ACCOUNTS • From this screen you can find: • Invoice date • Transaction description • PO# • Etc.