1 Welcome 2 Welcome to the KDEM Fiscal Self-Help PowerPoint If you’re new to PowerPoint, it’s...

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WelcomeWelcome

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Welcome to the KDEM Welcome to the KDEM Fiscal Self-Help PowerPointFiscal Self-Help PowerPoint

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KDEM Fiscal Self HelpKDEM Fiscal Self HelpTable of ContentsTable of Contents

Non-Contract Purchase: 503 Form….…9Non-Contract Purchase: 503 Form….…9

Contract Purchase: 508 Form………….18Contract Purchase: 508 Form………….18

Travel Requests……………………………..20Travel Requests……………………………..20

Travel Reimbursement…………………...30Travel Reimbursement…………………...30

Click on one of the above links to jump Click on one of the above links to jump to that topic, to that topic,

or hit the spacebar to view the complete or hit the spacebar to view the complete presentation.presentation.

KDEM Fiscal Office KDEM Fiscal Office ProceduresProcedures

Absolutely nothing you’ve Absolutely nothing you’ve wanted to know about fiscal wanted to know about fiscal

and didn’t care to ask. . .and didn’t care to ask. . .

But we’re going to tell you But we’re going to tell you anyway.anyway.

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The Fiscal ProcessThe Fiscal Process

The goal of Fiscal is to work with The goal of Fiscal is to work with you to efficiently process your you to efficiently process your payments.payments.

The better your paperwork, the The better your paperwork, the better the process will go.better the process will go.

We will help you whenever possible.We will help you whenever possible.

However, you are However, you are responsible to do responsible to do your part.your part.

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This chart This chart illustrates the illustrates the

process of process of payment and payment and

reimbursement reimbursement as it flows as it flows

through the through the Fiscal Office.Fiscal Office.

Cooperation is Cooperation is key.key.

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PaperworkPaperwork

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PaperworkPaperwork

No one likes paperwork, No one likes paperwork,

but it’s necessary for you but it’s necessary for you

to get what you want– to get what you want–

payment!payment!

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PaperworkPaperwork

These are the forms that keep the These are the forms that keep the operation running smoothly.operation running smoothly.

The 503 FormThe 503 Form


The Travel Request FormThe Travel Request Form

The Travel Expense Voucher, DA The Travel Expense Voucher, DA 125 (DA-121 is not used by 125 (DA-121 is not used by KDEM.)KDEM.)

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Getting Your Stuff PaidGetting Your Stuff Paid

The Fiscal Office requires written The Fiscal Office requires written documentation of the expense to documentation of the expense to process your payment.process your payment.

This can be in the form of an This can be in the form of an invoice, Travel Payment invoice, Travel Payment Voucher, or other verification of Voucher, or other verification of services rendered.services rendered.

We cannot pay by your verbal We cannot pay by your verbal direction only.direction only.

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The ProcessThe Process

Requestor submits an approved Requestor submits an approved 503, 508, or Travel Request.503, 508, or Travel Request.

Product or service is provided to Product or service is provided to requestor.requestor.

Requestor provides invoice Requestor provides invoice andand written verification that product written verification that product or service was received.or service was received.

We then know it’s okay to pay.We then know it’s okay to pay.

Getting Your Stuff PaidGetting Your Stuff Paid

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The 503 form is used for requesting purchase authority for a non-contract expense.Examples:

• direct billed lodging• cell phone accessories• vehicle rental

When in doubt about which form to use, just ask the Fiscal section.

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The FEIN is the Federal Employer Identification Number.

The FEIN is necessary to pay the vendor. You are responsible for filling in this number.

Please provide who, what, when, where, and why.

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Sometimes paying Sometimes paying bills takes some bills takes some fiscal sleuthing. fiscal sleuthing. You can help by You can help by providing clues.providing clues.

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Clues are good.

It helps when you tell us why you want to spend this money.

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It’s important for us to know the Funding and Spending Unit.

If you are unsure, ask your program director. Don’t guess.

Any funding splits must be indicated as a percentage.

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Fiscal will determine if these signatures are required.

If you are not a program manager, your program manager should sign as the Controlling Supervisor.

You sign as the requestor.

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We look for at least two We look for at least two signatures on all documents signatures on all documents

requesting purchase requesting purchase authority.authority.

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08P-0213

When you receive the invoice or receipt for the item or service rendered, mark it “OK to pay” and attach it to your copy of the 503 Form.

Submit them both to the Fiscal Section for payment.

When approved, you will be issued a Purchase Authority Number and a copy of this form will be returned to you.

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When in doubt about which form to use, just ask the Fiscal section.

The 508 form is used for requesting purchase authority for a contract expense.Examples:

• office and computer supplies• software • contracted professional services

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Clues are good.

Once again, we need:• the FEIN• why it’s needed• funding information

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Travel ReimbursementTravel Reimbursement

World’s Largest Ball of Twine–

Cawker City, KS

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Travel Request FormTravel Request Form

Use this area to indicate whether your vehicle will be KDEM, a rental, or a private vehicle. Use the vehicle comparison chart to help you with your choice. (Click here.)

The State cannot require you to drive your own vehicle, even if it costs less. If you drive your own vehicle, you may only be reimbursed the amount a rental would have cost.

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When purchasing fuel for a rented vehicle, you are required to use a Wright Express card whenever possible.

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Meals are paid as quarters.

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Quarters are meal Quarters are meal

reimbursements based on reimbursements based on

travel quarters of the day.travel quarters of the day.

Quarters are only provided Quarters are only provided

in the case of an overnight stay.in the case of an overnight stay.

Your travel will usually be Your travel will usually be

In-State/Border City. The reimbursement In-State/Border City. The reimbursement amount for each of these quarters is $9.00.amount for each of these quarters is $9.00.

A quarter is not the same as reimbursement A quarter is not the same as reimbursement for a specific meal.for a specific meal.

In-State/Border City Quarters FY2009In-State/Border City Quarters FY2009

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IN-STATE/BORDER CITY QUARTERS 2009IN-STATE/BORDER CITY QUARTERS 2009

Figure the number of quarters you are entitled to. You get the quarter you leave in, but not the quarter you return in.

Step 1

EXAMPLE: A person who leaves home at 5:59 am will get the first quarter. A person who leaves at 6:01 am will not.A person who returns at 5:59 pm will not get the third quarter. A person who returns at 6:01 pm will get the third quarter.

Figuring Quarters

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Multiply the number of quarters times $9.00 (In-State/Border City). Four quarters will be $36.00.

Step 2Figuring Quarters

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Deduct any meals that were provided free, or as part of a conference or other registration. Use the table below.

Reduced Meal Allowance Deductions (In-State/Border City)

Breakfast $8.50Lunch 9.50Dinner 18.00

Step 3Figuring Quarters

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Figure the dollar amount based on your deductions, if any.

Step 4

EXAMPLE: You left at 7 am, stayed through the next day, and returned at 3 pm the third day. Lunch was provided on the second day.

What would be your reimbursement? You would qualify for nine quarters ($81.00), minus $9.50 for lunch,

equalling $71.50.

Figuring Quarters

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Use this schedule to figure your deductions. Remember, you’re deducting meals provided, not quarters.

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Don’t forget the Funding Details. We can’t pay it without this.

Your travel must be pre-approved except in cases of emergency.

You sign here.

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After your travel, After your travel, you need to you need to

submit a Travel submit a Travel Payment Payment

Voucher form,Voucher form,

DA-125 Travel Payment VoucherDA-125 Travel Payment Voucher

and your receipts.and your receipts.

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The Fiscal Office has The Fiscal Office has developed a worksheet to developed a worksheet to assist you in filling out the assist you in filling out the

DA 125 Travel Payment DA 125 Travel Payment Voucher. Click Voucher. Click herehere to go to go there or you may continue there or you may continue

with this show.with this show.

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The DA-125 is the official KDEM form for travel reimbursement.

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The Vendor is the person or entity to whom the check will be written.

“No/Sfx” is the Vendor’s FEIN or the individual’s Social Security Number.

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The date you traveled

1-22-09 0700

Departure & arrival times

1930

Log private vehicle miles, if any.

112 Salina 27.00 Comfort Inn 75.00

Your destination

50.00Hazmat Conf Registration

Quarters

Hotel where you stayed and its cost. If this was billed to KDEM, write-in “DB” instead of amount.

Indicate other fees, tolls, etc., here.

Fill in this section completely.

Verify the rate is correct.

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Break out your expenses per day.

1-22-09 0700 1930 112 Salina 27.00 Comfort Inn 75.00 50.00Hazmat Conf Registration1-23-09

1-24-09

36.00

18.00

Comfort Inn 75.00

1500 112lunch

provided-9.50

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1-22-09 0700 1930 112 Salina 27.00 Comfort Inn 75.00 50.00Hazmat Conf Registration

113.12 71.50

The spreadsheet will automatically fill in the totals below.

384.62150.00 50.00

75.0036.00 Comfort Inn

1121500

1-23-09

1-24-09 18.00-9.50lunch

provided

224

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Payments can be. . .Payments can be. . .

Mailed directlyMailed directly

Returned to KDEM and put in your Returned to KDEM and put in your boxbox

Electronically depositedElectronically deposited

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The EndThe EndA Production of A Production of

The Fiscal SectionThe Fiscal SectionOf Kansas Emergency ManagementOf Kansas Emergency Management

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