Transcript UNLV Disbursements - University of Nevada, Las Vegas

UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Welcome
Accounts Payable
TRAVEL
TRAINING
Presented by:
THE TRAVEL TEAM
Alo, Megan, Patricia, and Mary
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
TABLE OF CONTENTS
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Accounts Payable Management
Accounts Payable Locations and Web Site
Who are the Travel Team and what are their responsibilities
What Constitutes Travel Status
Who is Authorized to travel on a travel document
When and How to Prepare a Travel Document (TD) Sections I & II
Travel Document Section I
Travel Document Section II
Travel Document Section III
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Receipt Policy
TIW Worksheet
Airfare
Lodging
Domestic Meal Per Diem
Host Expense
Registration Fee
Car Rental Policy
Taxi, Bus, Shuttle, Parking etc.
Other
Foreign Travel
Travel Advances
Amended Travel Documents
Candidate Travel
Recruitment Expenses
Moving Allowances
Conference Prepayments/Reimbursements
FAQ’s
Questions
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
ACCOUNTS PAYABLE MANAGEMENT
• Controller
• Brent Morgan
» Call 895-3517
• Deputy Controller
• Chris Viton
» Call 895-5578
• Assistant Controller – Accounts Payable
Manager
• Yvette Walton
» Call 895-1143
• Accounts Payable – Travel Team Supervisor
• Alo Faleafine
» Call 895-1156
UNLV
University of Nevada Las Vegas
Controller’s Office
Accounts Payable Department
ACCOUNTS PAYABLE LOCATION
• CAMPUS SERVICES BUILDING
– Controller’s Office
– Second Floor Room 245
– Mail stop 1053
– Fax 702-895 -1519
– Front Desk 702-895 -3822
– Travel Team 702-895 -1156
– Vendor Team 702-895 -1157
– Manager (Yvette Walton) 702-895 -1143
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
UNLV Accounts Payable Web Site
http://www.unlv.edu/Controller/Disbursements/
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Travel Team Responsibilities
Phone: 5-1156 Fax 5-1519
Alo Faleafine
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Process Travel Advance requests & reconciliation for all travelers
Process Regent Travel
Process Diner’s Club payments & reconciliation and Diner’s Club service fees
Process Motorpool related charges (State of NV or Enterprise)
Employment Clearances
Training
Megan Gerke
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Process Travel documents for domestic, foreign and group travel.
Process Enterprise Car Rental Payments
Process non-lodging related PO’s, LPO’s and PV’s
Website Re-Construction
Check Distribution
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Travel Team Responsibilities (con’t)
Mary
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Process Travel documents for domestic, foreign and group travel.
Process Prepayment of Conference Registrations
Process Prepayment of Lodging and Lodging Invoices
Check Distribution
Patricia
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Process Travel documents for domestic, foreign and group travel.
Process Moving Allowances
Process Candidate Expenses and Recruitment
Check Distribution
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Summary of Changes
• Lodging, Meal Per Diem and Incidentals
rate changes.
• Lodging Rate Exceptions (In state, out of
state and foreign lodging)
– New Lodging Exception Approval Form
• P-Card changes
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
What Constitutes
Travel Status?
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Travel Status
Currently, any authorized traveler
(Employee, Student, Volunteer), traveling
50 miles or more outside of Las Vegas is
considered on Travel Status.
Any expense incurred while on travel
status, needs to be reimbursed on a
travel document.
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
WHO IS AUTHORIZED TO
TRAVEL ON A TRAVEL
DOCUMENT?
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Employees – in HRMS
Students – in SIS
Volunteers – are set up in HR
as a Volunteer.
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Travel Document Info:
• Travel documents can be found on the
Accounts Payable Website
(accountspayable.unlv.edu)
• Travel document numbers are issued by
Accounts Payable Manager – Yvette
Walton.
– Just send an email to Yvette, requesting a
block of numbers.
– Payment Voucher numbers are given by her
as well.
UNLV
University of Nevada Las Vegas
Controller’s Office
Accounts Payable Department
When and How to Prepare a
Travel Document (TD)
Sections I & II
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Section I
Fill in all appropriate areas of section I
(Traveler/Trip Information):
• Vendor Code – EXXXXXXXXX (Employee #)
• Please no Social Security Numbers
• Purpose – “Conference”, “Meeting”,
“Research”, “Field Work” etc.
• Destination City – determines lodging and
meal per diem rates.
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Section II
• Make sure to check account funds carefully. Insufficient funds
in the account when the TD is submitted to A/P will delay
processing.
• Use the following Advantage Tables for verification:
Type:
Advantage Table:
»
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ORGN
ORGN
ORGN
OBJT
SOBJ
ESUM
Fund
Agency
Organization
Object
Sub-Object
Available Funds
– Also make sure that lines 30, 21 23 or 24 have been set up
for each budget line: The Budget office can help you create
these lines if you need to do so.
• You may also use Financial Data Warehouse to check account
numbers; however that information is a day old.
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Prepare Sections I and II of the Travel Claim
Have the left side of the Travel Claim signed by the
traveler, their supervisor, and the signature
authority for the account(s) BEFORE travel
takes place.
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
See insert in handout for
Section I & II example.
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Prepayments
• Many travel expenses (Airfare, Lodging,
Car Rental etc.) may be prepaid using:
– P-Card
– Ghost Card – only for airfare.
– Payment Voucher – to issue a check to the
vendor
– Travel Advance – only for meal per diem.
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Prepaying Airfare
• P-Card
• Ghost Card
– Complete sections I & II of travel document
– Fax to vendor (Kozals, Prestige, and
Worldtek)
• Payment Voucher – if vendor will accept a
check
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Prepaying Lodging & Registration
• Lodging
– P-card
• Use credit card authorization form only if room and taxes are to be
charged to the P-card
– Payment Voucher
• Attach reservation confirmation showing traveler’s name and total
amount to be charged with detail (rate per night, taxes, and fees)
• Registration
– P-card
– Payment Voucher
• Attach completed registration form, invoice, or confirmation which
should include traveler’s name and amount to be charged with detail
(registration fees, workshop fees, banquets, dinners etc.)
• NOTE – W-9 FORM IS REQUIRED FOR ALL NEW
VENDORS.
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Prepaying Car Rental
• P-Card
• Purchase Order
– Please contact Purchasing for Purchase
Order Instructions ext 5-3521.
• NOTE – PLEASE USE THE STATE OF
NEVADA CONTRACTS (see Car Rental
Contracted Agencies)
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Travel Advances
Complete Sections I & II of TD
• Who can request a Travel Advance
– Employees or Students
• Employees with Diner’s Club card cannot
– What constitutes a Travel Advance
• Advances are 75% for students and 100% for employees for per diem only
• Need Travel Document, TIW and airline itinerary
• Cannot issue an advance for a Volunteer
• If a traveler requires a travel advance:
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Prepare the left side (Sec. I & II) of the Travel Document (TD) form only
“I request a travel advance in the amount…”
Have the TD signed by the traveler, supervisor, and signature authority
If team travel, attach list of all the travelers and airline itineraries
Advances will be issued 5 business days before the trip begins and is available
for pick-up by the traveler or their representative
* All advances must be submitted for reconciliation within 15 working days of the
end of the trip.
UNLV
University of Nevada Las Vegas
Controller’s Office
Accounts Payable Department
When and How to Prepare a
Travel Document (TD) Section
III
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Receipt Policy
(applies to TD’s and PV’s)
•
Original Receipts are required and must include the following:
– Date of Purchase
– Contains the Vendor/Business Name
– Total amount paid
– Description of what was purchased
• Taxi receipts should have details such as date, amount and To/From
locations
– Method of Payment-(Type of payment Visa, Discover, AMEX, MC,
Cash, Check etc) If MC payment, please be sure the receipt shows the last
3 digits of the MC.
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Affidavit for Lost Receipt Form available on our website (can not be used for airfare,
lodging, and conference registration.)
Note –each day, cost of $25 or less does not require receipts for taxi, bus, shuttle
and parking fees.
Altered receipts may not be accepted without a valid explanation
of the alteration and who altered it
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Completing the Travel Itinerary
Worksheet (TIW)
• Note all expenses in the corresponding boxes per day
(ex. Lodging per night, car rental per day etc…)
• Per Diem:
– GSA Website – www.gsa.gov (click on per diem rates)
– If meals were hosted while traveling, write “hosted” in the
corresponding box
– If meals were provided at a conference, write “conf” in the
corresponding box
• Types of meals that do NOT constitute meals; continental breakfast
and receptions.
• Use most current version of TIW – located on the
accounts payable website.
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
P-Card Purchases
• P-Cards are now available for the
following purchases:
– Lodging
– Car Rental
-- Airfare
-- Taxi, Parking, etc
• Exception signatures for lodging are still
required, even if purchased by P-card.
• All P-card purchases are audited to ensure
compliance with the travel policy.
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
AIRFARE
• Follow Receipt Policy
• Check the box indicating who paid the airfare expense.
– If paid by UNLV, please indicate by referencing: PV, PO, P-card,
Travel Agency etc. and deduct expense in deduction area.
• Attach airline itinerary that includes flight dates, times,
passenger name and method of payment
• Airline itinerary is required even if UNLV did not pay for
the airfare.
• Flight dates and times are used to verify trip dates and
meal per diem reimbursement (constitutes travel status.)
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Airfare
• Follow receipt policy
• Cannot use affidavit of lost receipt
– Call vendor for duplicate receipt
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Personal Auto
• If claiming mileage reimbursement, then one of
the following is required:
– Mileage log
• Odometer readings
• To and From address
• Time departed and arrived
– Mapquest
• Personal Convenience vs. UNLV Convenience?
– UNLV Convenience $0.485 - An employee using their
own personal vehicle for UNLV’s convenience.
– Personal Convenience $0.2425 – An employee using
their own personal vehicle for the employees
convenience.
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
LODGING
(Room & Tax Only)
• Lodging rates
– Found on GSA Website www.gsa.gov (click on per diem
rates.
– Click on state you are traveling to
– Locate city or county to obtain per diem lodging rate
– If city is not listed, use the county locater by clicking on “visit
the National Association of Counties (NACO) website”
• Select state from drop down box.
• Click on letter for your city which will determine your county.
• Find your defined county on GSA website to determine the lodging
rate. (if you cannot locate your county then use the standard CONUS
rate)
UNLV
University of Nevada Las Vegas
Controller’s Office
Accounts Payable Department
UNLV
University of Nevada Las Vegas
Please be
aware of the
specific time
frames for per
diem rates.
Please
note the
time frame for
per diem rates.
Controller’s Office
Accounts Payable Department
UNLV
University of Nevada Las Vegas
Controller’s Office
Accounts Payable Department
UNLV
University of Nevada Las Vegas
Controller’s Office
Accounts Payable Department
UNLV
University of Nevada Las Vegas
City of Elko is in
Elko County which is
not listed in the GSA
Surveyed Sites…So
Conus Rate is used.
Controller’s Office
Accounts Payable Department
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Lodging (cont.)
• Lodging rate exceptions are based on surveyed and
non-surveyed sites.
– Surveyed site is defined by cities and counties specifically listed
in GSA table.
– Non Surveyed site is any city or county not listed in the GSA
table.
• Lodging exceptions rates are as follows:
– In State
• Non-Surveyed- 150% of per diem rate of CONUS
– Ex. $60(max. lodging) x 150 % = $90.00
– Out of State
• Surveyed- 175 %
– Ex. $100(max. lodging) x 175% = $175.00
• Non-Surveyed- 300 %
– Ex. $60(max. lodging) x 300% = $180.00
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Lodging (cont.)
• In order to get the lodging exception rate,
you need the following things:
– Lodging Exception Approval Form
• Located on the UNLV Accounts Payable Website
(accountspayable.unlv.edu/Trvlman/ap_m.htm)
– Exception Signature Authorization
• Associate Dean, Dean, Associate Vice President,
Vice President, Vice Provost, Provost, and
President.
UNLV
University of Nevada Las Vegas
Controller’s Office
Accounts Payable Department
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Lodging Example I
• Traveler went to a conference in San
Diego from October 10-13
• Hotel Folio shows the following
– Room rate
– State Tax
– City Tax
– Convention Fee
$169
$16.90
$8.45
$1.00
• Can we reimburse the traveler for all their
lodging expenses?
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Lodging Example II
• A Scientist went to collect study insects
and plants in Zzyzx, California
• He/She is only claming mileage and meals
• What is the meal per diem for Zzyzx,
California?
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Lodging Example III
• Traveler went to a conference in Austin,
Texas from July 8-14
• Hotel folio shows the following:
– Room Rate
– State Tax
– County Tax
– Tourism Fee
$249.00
$37.35
$24.90
$5.00
• Can we reimburse the traveler for all of
their lodging expenses?
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Lodging (cont.)
• Upon check out make sure to obtain a detailed itemized final
folio which includes the method of payment and a zero
balance.
• ITEMS NOT REIMBURSABLE:
– INCLUDE BUT ARE NOT LIMITED TO
• Room Service
• Restaurant Charges
• Phone calls that exceed the $10.00 limit per day
allowed for personal usage.
• Safe Rental
• Movies
• Tips
• Refreshment/Mini Bar
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Lodging (cont.)
• Cannot use affidavit of lost receipt
– Call vendor to obtain a duplicate folio
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Domestic Meal Per Diem
• Given according to the following time table:
– Breakfast
– Lunch
– Dinner
12:00AM-10:00AM
10:01AM-3:00PM
3:01PM-11:59PM
• Rates can be found on the GSA website
(www.gsa.gov).
• Travel status starts 2 hours before flight departs
and ends when plane lands.
– If traveling by vehicle, the TIW will list the departure
and arrival times.
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Domestic Meal Per Diem (cont)
•
•
Incidentals are $3 per day and are not taken out even if a meal was provided.
When filling out the TIW, use the amounts below for Breakfast, Lunch and Dinner.
The M&IE rates differ by travel location. View the per diem rate for your primary
destination to determine which M&IE rates apply.
M&IE Total
$39
$44
$49
$54
$59
$64
Breakfast
7
8
9
10
11
12
Lunch
11
12
13
15
16
18
Dinner
18
21
24
26
29
31
Incidentals
3
3
3
3
3
3
UNLV
University of Nevada Las Vegas
Controller’s Office
Accounts Payable Department
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
HOST EXPENSE
•Original Receipts Required (see Receipt policy)
•Correct Host Account
•Dean, VP or Higher Authority must sign for the Host Expense
•Hosting information:
–Who – business relationship
–What – what was purchased
–Where- where hosting took place
–When – dates and times
–Why – business purpose
•Tips on hosted meals are reimbursed up to 20%
•Host Policy is covered in depth in Vendor Training
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Registration Fee
• Follow receipt policy
• Cannot use affidavit of lost receipt
– Call vendor for duplicate receipt
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
CAR RENTAL POLICY
• In-state car rentals go through Enterprise
Rent-a-Car or State of Nevada Motor Pool.
– See the Motor Pool Website for more information
http://www.unlv.edu/facilities/administrative/motorpool.html
– In Reno – use State of NV Motor Pool
• If State of NV Motor Pool does not have a vehicle, then
they will make the reservation through their contracted
rental agency
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
CAR RENTAL CONTRACTED
AGENCIES
VENDOR
PHONE
• Enterprise
800-499-8370
• Hertz Corp.
800-654-3131
• National Rent A Car 800-227-7368
ACCOUNT#
NA54621
CPD88103
5004143
• Out-of-state car rentals go through contracted
rental agencies.
• Use of the contracts are mandatory.
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Rental Miscellaneous
•
Original receipt is required
– Should include itemized list of charges (i.e.
rental charge, taxes, surcharges)
– Dates of rental
• Items not reimbursable but not limited to
– Satellite radio
– Navigation system
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Car Rental
• Follow receipt policy
• Cannot use affidavit of lost receipt
– Call vendor for duplicate receipt
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
TAXI, BUS, SHUTTLE,
PARKING, etc.
• Original receipt showing date and amount
paid.
• Tips on Taxis are not reimbursable
• It is assumed that the method of payment
is cash.
• Each day, cost of $25 or less does not
require receipts for taxi, bus, shuttle and
parking fees.
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
OTHER (specify)
• The “Other” line items are used to list the
following expenses:
– Gas (for vehicle leased/rented from recognized
agencies only)
– Supplies
– Equipment Rental
– Books
– Internet service
– Phone Calls (Certify Business or Personal)
– Misc.
UNLV
University of Nevada Las Vegas
Controller’s Office
Accounts Payable Department
How to Prepare a Travel Document (TD)
section III Cont.
After Travel Document is completed:
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Must have traveler’s signature
Must have supervisor’s signature
Must have signature authority’s signature
If lodging is over the out-of-state lodging allowance, need the Dean or
higher signature for lodging exception
• 175% for surveyed sites
• 300% of the Standard Conus Rate given for non-surveyed sites
– If lodging is over the in-state lodging allowance, need the Dean or higher
signature for lodging exception
• No exceptions if over the in-state rate for surveyed sites.
• 150% of the Standard Conus Rate given for non-surveyed sites with
signature approval.
– If hosting reimbursement is requested need Host Signature
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
COMPLETED TRAVEL DOCUMENT
• After all sections have been completed, double check:
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–
–
–
Math: make sure totals are correct
Math: deduct all prepaid items
Check accounts for sufficient funds
Approval: make sure all approvals required have been
obtained
– Submit to the Accounts Payable Department for
reimbursement processing
• “Let us take the trip with you”
UNLV
University of Nevada Las Vegas
Controller’s Office
Accounts Payable Department
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Travel Object/Sub-Object Codes for
Employees/Students/Volunteer
State Funds (Hard Money) or Soft Money
In-State Travel – 30 Line
Out-of State Travel – 21 Line
Airfare – T1 / Other – T2
Lodging – LO / Car Rental – CR
Airfare – T3 / Other – T4
Lodging – LO / Car Rental - CR
Foreign Travel – 21 Line
Team Travel – 30 Line
Airfare – T5 / Other – T6
Lodging & Car Rental – T6
Airfare – T7 / Other – T8
Lodging – TL / Car Rental - TC
Grant Accounts
In-State Travel – 23 Line
Out-of-State Travel – 23 Line
Airfare – T1 / Other – T2
Lodging – LO / Car Rental – CR
Airfare – T3 / Other – T4
Lodging – LO / Car Rental - CR
Foreign Travel – 24 Line
Team Travel – 23 Line
Airfare – T5 / Other – T6
Lodging – LO / Car Rental - CR
Airfare – T7 / Other – T8
Lodging – TL / Car Rental - TC
Team Foreign – 24 Line
Airfare – T7 / Other – T8 (No TL or TC)
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
See insert in handout for
Section III example.
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Foreign Travel
•
•
•
Submitted on a Travel Document
Traveler is responsible for translating any
receipts/documentation being submitted
Department is responsible for converting foreign currency into
US Dollars
– Attach a copy of the online conversion to the claim
– Conversion Calculator can be found on the Travel Website
(www.oanda.com)
•
Foreign lodging and per diem rates located on the GSA
website (www.gsa.gov, link will take you to the State
Department website.)
–
–
–
Please note the foreign rate is inclusive of the incidentals (use FTR
Appendix B for the meal breakdown.)
Same exceptions apply to the lodging rates as with out of state travel.
Use “other” rate if city is not listed for lodging and meal per diem.
UNLV
University of Nevada Las Vegas
Controller’s Office
Accounts Payable Department
UNLV
University of Nevada Las Vegas
Controller’s Office
Accounts Payable Department
UNLV
University of Nevada Las Vegas
Controller’s Office
Accounts Payable Department
UNLV
University of Nevada Las Vegas
Controller’s Office
Accounts Payable Department
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Meals
Breakfast Lunch
Dinner
Incidentals
UNLV
University of Nevada Las Vegas
Controller’s Office
Accounts Payable Department
Amended Travel Documents (TD)
• Send a copy of the Front Page of the original
document and highlight the expense(s) to be
reimbursed if it’s an expense that showed on the
original doc.
• Attach the back-up/receipts for the charge
• Place an “A” after the TD number in the top left corner
of the Travel Document
• Write “Amended” at the top of the Travel Document
• If it’s additional expenses then complete a new doc,
and obtain new signatures.
UNLV
University of Nevada Las Vegas
Controller’s Office
Accounts Payable Department
What else does the Accounts
Payable – Travel Team do?
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Candidate Travel
• Candidate travel (Student and Employment) is
processed on a payment voucher
• Attach a TIW showing all expenses
• Are paid meal per diem and not reimbursed actual meal
expense
• Reimbursement is of original receipts only
• Must have method of payment on reimbursable receipts
• Must have position / search number on the PV
• Tips are not a reimbursable item
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–
–
–
Airfare is paid out of 30-C3
Lodging is paid out of 30-CL
Car rental is paid out of 30-CC
Other reimbursable items (meals) are paid out of 30-C4
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Recruitment Expenses
• Recruitment reimbursements to UNLV
Employees or Students are paid on a PV.
• Attach the original itemized receipt showing the
method of payment
• Requires search/position number
• Payments to vendors and reimbursements to
UNLV Employees or Students for recruitment
expenses are coded to 30-RC
• Tips on recruiting meals are reimbursed up to
20%.
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Moving Allowances
•
Description
This policy covers moving expenses as they apply to employee candidates. (NRS §281.167; SAM 274.0)
Policy
•
•
•
•
•
General Policy:
A new employee may be paid a single sum for moving expenses provided the move is at least 50 miles from
the employee's last location. This is the only payment method used by UNLV.
The amount of this payment will be specified in the Letter of Offer to the employee candidate.
The new employee should be advised that there are tax consequences associated with this payment. The
new employee should explore these with a qualified tax specialist.
Submit on a Payment Voucher and attach the signed Letter of Offer
Use Object 30 and Sub Object 49 Some things to remember
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–
–
–
–
–
•
May not be paid from hard money (21XX accounts)
Payment will be made only after receipt of the signed acceptance of the UNLV Letter of Offer from the new employee
An employee who has been paid the single lump sum and who voluntarily terminates his/her employment within one year
after beginning work, must repay the amount of the payment to UNLV
UNLV may withhold the amount of the repayment from the employee's regular or final payroll check
UNLV may not give tax advice
Please refer to NRS §281.167; SAM 274.0
Questions concerning the Moving Policy should be referred to the Travel Team at 895-1156
UNLV
University of Nevada Las Vegas
Controller’s Office
Accounts
Disbursements
Payable Department
Pre-Payment of Conferences
• Local Conferences (within 50 miles of Las Vegas)- Prepay on
a payment voucher or pay using your PCard. Attach a copy of
the conference schedule/brochure and completed registration
form.
• Travel Status Conferences (outside 50 miles of Las Vegas) –
Prepay on a payment voucher or pay using your PCard. Attach
a copy of the conference schedule/brochure and completed
registration form.
• Meal per diem will not be paid for meals included with the
conference while on travel status.
• Departments may pay for conference extras including
workshops, luncheons, tours, etc.
• Please allow ample time for processing as certain vendors
may set up.
UNLV
University of Nevada Las Vegas
Controller’s Office
Accounts Payable Department
Reimbursement of Conferences
to Conference Attendees
• Local Conferences (within 50 miles of Las Vegas) – Process
on a payment voucher. Attach a copy of the conference
schedule/brochure and completed registration form.
• Travel Status Conferences – (outside 50 miles of Las Vegas)
Process on a travel document with the balance of travel
expenses. Attach a copy of the conference
schedule/brochure and completed registration form.
• Meal per diem will not be paid for meals included with the
conference while on travel status.
• Make sure to include method of payment for all
reimbursements
• Departments may pay for conference extras workshops,
luncheons, tours, etc.
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
FAQ’s
• What if no reimbursement is being requested;
Does a travel document need to be done?
• Does the meal per diem incidentals need to
be listed separately on the travel document.
• Do we still reimburse for baggage?
• Why are there so many rules to travel?
UNLV
Controller’s Office
University of Nevada Las Vegas
Accounts Payable Department
Why does Accounts Payable have so
many policies and procedures that we
must follow?
 NRS (Nevada Revised Statutes)
http://www.leg.state.nv.us/NRS/
 NAC (Nevada Administrative Code)
http://www.leg.state.nv.us/NAC/CHAPTERS.HTMl
 SAM (State Administrative Manual)
http://budget.state.nv.us/SAM2002.htm
 IRS (Internal Revenue Service)
Tax Code, Regulations, Revenue Rulings, Revenue Procedures, Case Law
http://www.irs.ustreas.gov/
 USCIS (U.S. Citizenship and Immigration Services)
Legal payments to nonresident aliens
http://uscis.gov/graphics/
 BOARD OF REGENTS and CHANCELLOR’S MEMOS
http://system.nevada.edu/Board-of-R/Handbook/index.htm
http://system.nevada.edu/Resources/Employees/Chancellor/index.htm
 Accounts Payable payments and documentation are audited by many entities not limited
to the Legislative Counsel Bureau, NSHE Internal Audit Dept, Board of Regents, Internal
Revenue Service, PWC CPA firm.
UNLV
University of Nevada Las Vegas
Controller’s Office
Accounts Payable Department
Questions?
Thank You for your time!
http://Accounts Payable.unlv.edu