Transcript eMarket

BUSINESS SERVICES
Contact Information
• Account Payable/Travel
• Student Accounts/Cashier
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Mike Morgan 657-1711
Treva Nemeth 657-1707
Frankie Malmstrom 657-2140
Carla Tilton 657-1709
• System Analyst
– Connie Rohrdanz 657-2138
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Jill Brown 657-2151
Valerie Dekker 657-2301
Tami Eller 657-1706
JoAnn Rhodes 657-1683
• Mailroom/Print Shop
– Barb House 657-2330
– Kris Douglas 657-2241
Barb Shafer Director 657-1710
ORDER APPROVAL
• DPO Approval from
Department Head or Fund
Controller
Options
• University Purchasing Card
• State eMarket
• Purchases of $5,000 or More must be sent to Purchasing
to process.
ORDER APPROVAL
• DPO Approval from
Department Head or Fund
Controller
PAPERWORK PRIOR
TO ORDERING
• Hospitality Form
• Travel Authorization
ORDER APPROVAL
• DPO Approval from
Department Head or Fund
Controller
PAPERWORK PRIOR
TO ORDERING
• Hospitality Form
• Travel Authorization
DPO/PO
• Submit the DPO to the
Vendor or Purchasing as
required
Submit The DPO/PO
• Orders for up to $5,000
– Email / Fax / Mail DPO to Vendor
• Orders over $5,000
– Send DPO to Purchasing to process
ORDER APPROVAL
• DPO Approval from
Department Head or Fund
Controller
RECEIVE
PRODUCT/SERVICE
• Check order for accuracy
PAPERWORK PRIOR
TO ORDERING
• Hospitality Form
• Travel Authorization
DPO/PO
• Submit the DPO to the
Vendor or Purchasing as
required
Product &/or Services
• Receive your Order
– Check for accuracy
– Review all items received.
– Review all Services rendered.
ORDER APPROVAL
• DPO Approval from
Department Head or Fund
Controller
RECEIVE
PRODUCT/SERVICE
• Check order for accuracy
PAPERWORK PRIOR
TO ORDERING
• Hospitality Form
• Travel Authorization
REVIEW INVOICES
• Invoices should be issued
through the Business Office
and copied to your
department
DPO/PO
• Submit the DPO to the
Vendor or Purchasing as
required
Invoices & Statements
• All University Invoices and Statements must be
addressed to the University Business Office.
• Business Office routes invoices to departments for
review and payment.
ORDER APPROVAL
• DPO Approval from
Department Head or Fund
Controller
RECEIVE
PRODUCT/SERVICE
• Check order for accuracy
PAPERWORK PRIOR
TO ORDERING
• Hospitality Form
• Travel Authorization
REVIEW INVOICES
• Invoices should be issued
through the Business Office
and copied to your
department
DPO/PO
• Submit the DPO to the
Vendor or Purchasing as
required
CREATE BPA FOR
PAYMENT
• Check the remit to address
• Fund Controller Signatures
ORDER APPROVAL
• DPO Approval from
Department Head or
Fund Controller
REVIEW INVOICES
• Invoices should be
issued through the
Business Office and
copied to your
department
PAPERWORK
PRIOR TO
ORDERING
• Hospitality Form
• Travel Authorization
CREATE BPA FOR
PAYMENT
• Check the remit to
address
• Fund Controller
Signatures
DPO/PO
• Submit the DPO to the
Vendor or Purchasing
as required
INCLUDE COPIES
OF IMPORTANT
PAPERWORK
• Copies of the DPO/PO
• Hospitality Forms
• TA
• Receipts
• W9
RECEIVE
PRODUCT/SERVICE
• Check order for
accuracy
What needs to be included with the BPA??
INVOICES
•
These things are not invoices:
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Work Orders
Statements
Pro-Forma Invoices
Quotes
Missing Receipt Forms
(Missing receipt forms are ONLY allowed with Pcard reports and even
then we Cannot over use them)
OTHER RELEVANT FORMS
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Travel forms
Purchasing forms
Hospitality Approval forms
– Required for any food purchase
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W9 Forms
Questions?
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Barb Shafer 657-1710
Jill Brown 657-2151
Tami Eller 657-1706
JoAnn Rhodes 657-1683
Travel
Travel Authorization
No Expenses should be incurred
until and approved TA is on file.
Travel
Travel Authorization
Reservations
Making Reservations
• Registration
Airfare
• Hotel (State Hotels will waive taxes with the University TIN# 81-6001642)
• Rental Cars
– Enterprise Online Reservation account.
• etc
Travel
Travel Authorization
Reservations
Travel
• Collect all receipts for every expenses, except meals.
– Receipts must be detailed not summary.
• Meals are a set Per Diem
– Do not use a Pcard for Meals
– New Out-of-state Meal Rates as of October 1st, 2015
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Morning $11
Lunch $12
Dinner $23
• Mileage Expense as of January 1st, 2016
* Mileage must be documented with Map Miles or Odometer readings.
– Up to 1,000 $0.54 per mile
– Over 1,000 $0.51 per mile
Foreign Travel Requirements
• Travel Authorization
– Minimum of two weeks prior
– Before any expenses occur
• Documents Required
– Participants List and All Emergency Contact
Information
– Travel Itinerary
– Copy of Travelers Passport
Travel
Travel Authorization
Reservations
Travel
Travel Expense Voucher
Travel
Travel Authorization
Reservations
Travel
Travel Expense Voucher
Signatures
• Traveler must sign along with the Fund
Controller(s)
– Fund Controllers cannot sign to reimburse
themselves.
Travel
Travel Authorization
Reservations
Travel
Travel Expense Voucher
Signatures
Submit to Business Services
Questions
• Barb Shafer 657-1710
• Jill Brown 657-2151
• Valerie Dekker 657-2301
eMarket
• Website easy to navigate
• Shop from the office
• Pricing is more economical than in
store/phone/online choices
• Products are delivered quickly to the campus
• No Shipping charges
• Less Paperwork
Comments from the Users!
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“Saves Money”
“Quick Delivery”
“Easy to Use”
“Less Paperwork”
Questions
• Barb Shafer 657-1710
• Jill Brown 657-2151