Accounting Policies & Procedures An Introduction

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/policies_folder/acct_accoutspayableguidelines.php#travelpolicy Per diem rates are available at:http://www.drake.edu/busfin/policies_folder/acct_accoutspayableguidelines.php#meals Mileage rates are available at: http://www.drake.edu/busfin/accounting/index.php • Payment for professional travel is generally made with each faculty member’s 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 Drake’s account with the Travel Center, phone #287-3170. 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 Drake’s 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 Drake’s 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 Drake’s 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 ‘supply’category, 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 Drake’s 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 AA’s 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@drake.edu