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STAFF and PHONE NUMBERS Marcia Girdler 450-3245 AP/Travel Manager Fax 450-5319

STAFF and PHONE NUMBERS Marcia Girdler 450-3245 AP/Travel Manager Fax 450-5319 Peggy Robinson 450-5024 Travel Supervisor Shannon Lucey 450-3620 Travel Lisa Srite 450-5025 AP Jolyn Spencer 450-5023 AP Pam Giblet 450-3182 Accountant Rae Miller 450-5028 Accountant.

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STAFF and PHONE NUMBERS Marcia Girdler 450-3245 AP/Travel Manager Fax 450-5319

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  1. STAFF and PHONE NUMBERS • Marcia Girdler 450-3245 AP/Travel Manager • Fax 450-5319 • Peggy Robinson 450-5024 Travel Supervisor • Shannon Lucey 450-3620 Travel • Lisa Srite 450-5025 AP • Jolyn Spencer 450-5023 AP • Pam Giblet 450-3182 Accountant • Rae Miller 450-5028 Accountant

  2. Do you always have to have an invoice?

  3. Yes, but there is one exception. What is the one exception to having an invoice?

  4. Postmaster

  5. Can contracts be used in place of an invoice?

  6. Contracts should only be used on services never for items.

  7. Why are account codes important?

  8. Account codes are very important because they affect: • Equipment (Inventory) • 1099’s (Services to individuals) • Travel • Financials

  9. When determining which account code to use, should you take into consideration tax, shipping, and other fees?

  10. Yes, for example if you purchase ten chairs for $460 each the account code should be 730205 because $460 times tens plus tax and shipping equals $5,052.50 divided by 10 equals $505.25 each.

  11. Is UCA tax exempt?

  12. UCA is NOT tax exempt. • Most Arkansas vendors charge sales tax on all taxable items, but many other states don’t. • If there is not tax on the invoice, but the item is taxable, UCA is required by law to remit use tax. • Current tax rate is .0875 • State is .065 • City is .0175 • County is .005

  13. Are all items taxable?

  14. NO List three items that are not taxable.

  15. What is a tax rebate?

  16. City and county tax is capped at $2,500 thus rebates are given on invoices over $2,500. For a tax rebate it does not matter if the vendor charges the tax or if UCA paid use tax.

  17. Is receiving required on all invoices?

  18. Receiving is NOT required on the following: • Contracts • Dues • Memberships • USPS (Postmaster) • Prepays • Registrations • Reimbursements • Standing orders • Subscriptions • Travel • Annual Software license renewal

  19. Can you make a partial payment?

  20. Partial Payments • Yes, partial payments may be made for only part of the purchase order. • Example #1: four items were ordered and only three came in, one was back-ordered. • Example #2: Airline ticket, registration, hotel and travel reimbursement were all done on separate days.

  21. What is a pre-pay and list three items that are normally pre-paid?

  22. Under GAAP (Generally Accepted Accounting Principles) expenses that will cross the fiscal year must be recorded in the period in which they occurred.

  23. Does pre-pays affect your budget? If so how?

  24. The part of the expense that is for the next fiscal year is credited back to the current year budget and deducted from next year budget.

  25. What is a Direct Billing Request?

  26. The Direct Billing Request should be completed when requesting payments for food or lodging. For example, but not limited to: • Staff Development • University Advancement • Student Recruitment • Student Orientation • Student Training/Development

  27. When can a check request be used?

  28. Check Request/Refunds • Scholarship refunds • Overpayment • Ticket refunds • Registration refunds • HR may use check requests for GAP and other payroll deductions that are designated for a particular purpose. For example: United Way • Other refunds where UCA first receipted the funds, but now there is a need for the funds to be returned to the original owner

  29. Where do you see approvals?

  30. Self-Service • View Document • Approval History

  31. What is the order the requisitions are approved?

  32. Follows the chain of command • Then Grants • Next Travel • Then to budget if NSF

  33. Where do you find your Banner messages?

  34. Click on Check Banner messages to see them

  35. If the message is too long you can see it all by clicking on the pencil.

  36. Where can you tell if a check has cleared the bank?

  37. FOIDOCH

  38. Can faculty share a room with a student?

  39. No, never.

  40. Can students drive other students?

  41. No, never.

  42. Can you ever purchase your own airline ticket?

  43. NO

  44. How many days in Advance should an airline ticket be purchased?

  45. Fourteen days Airline tickets purchased less than 14 days in advance must have approval in writing from the President before purchasing airline tickets.

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