STAFF and PHONE NUMBERS

Marcia Girdler 450-3245Project Coordinator AP/Travel

Fax 450-5319

Peggy Robinson 450-5024Travel Supervisor

Shannon Lucey 450-3620Travel Clerk

Lisa Srite 450-5025A-H

Jolyn Spencer 450-5023I-Z

Pam Giblet 450-3182Apple Ben E KeithARAMARK Food Services Centerpoint EnergyArkansas Democrat Gazette Inc City of Conway SanitationAT&T Conway CorporationAT&T Mobility Windstream

Barnes & Noble-Campus

Departmental Sponsored credit cards

Rae Miller 450-5028Canon (Oce' Imagistics Inc) Irby (formerly Treadway Electric Co Inc)

Cintas Corp Log Cabin DemocratDell Lowe's

Federal Express Office Depot

Fisher Scientific Sherwin Williams

Hiegel Supply Unifirst Corp

Home Depot Credit Services USBank

Under GAAP (Generally Accepted Accounting Principles) expenses must be recorded in the period in which they occurred.

This applies to grants also.

Last check run in June June 21, 2013

• Must be physically received • Must have a valid invoice • Must be received in Banner

Last check run of the fiscal year July 5, 2013.

• Physically received on or before June 30, 2013

• The invoice must be dated June 30, 2013 or before

• The receiving transaction date must be June 30, 2013 or before

Date received must be June 30 or before

Ordered 14

Received 7

Invoice date

• Order on time, April 26, 2013

• Physically received on June 27, 2013

• The invoice dated is June 28, 2013

• The receiving transaction date in Banner is June 28, 2013

• Which year should it be paid from 2012-2013 or the 2013-2014?

2012-2013

Received 7

Invoice date

• Order on time, April 26, 2013

• Physically received on June 28, 2013

• The invoice dated is July 1, 2013

• The receiving transaction date in Banner is June 28, 2013

• Which year should it be paid from 2012-2013 or the 2013-2014?

2013-2014

Tax

As of July 1, 2013 tax rate will be 8.75% State is 6.5% City is 1.75% County is .5%

Tax Rebate does not change

Accounts Payable makes twelve payments per year on monthly payments.

Examples: Oce (who is now Canon) and Cintas• New vendor # for Canon is: B01164491

Example of a standing PO to see the invoices paid is Office Depot

Go to FGIENCD to see payments on a purchase order.

This is the balance on your PO

Invoices that have been paid

This is the balance on your PO

Invoices that have been paid

FGIBDST

Type in your indexThen next block

When you set in the first column you will see Encumbrances, Budget, & Expenses

When you set in the YTD column you will see only Expenses

Select “Options” then select “Transaction Detail Information” (FGIFRND)

When you set in the first column you can see encumbrances, budget, & expenses.

When you set in the YTD column you will see only expenses.

If you go to “Help”

Then “Extract Data No Key”

Then “Open”

You can extract your data into an EXCEL spreadsheet.

To extract data into EXCEL select “Help” & select “Extract Data No Key”

Select “Open”

TravelIf the trip is completed please turn in your TR-1’s ASAP.

If the trip will cross the fiscal year the expenses up through June 30 must be turn in by July 3, 2013.

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

For example the trip is from June 27 to July 3.

1. You will need to turn in a TR-1 for June 27 to June 30. Travel Office will accept copies of receipts and the TR-1.

2. When the traveler returns from their trip then they should turn in the original receipts plus a second TR-1 for July 1 to July 3.

Rolling PO’s

• Must notify Accounts Payable and/or the Travel Office in writing if you want a PO to roll

• Standing PO’s do not roll

• Except for grant accounts when a PO is rolled the budget does NOT roll with it

New Travel Account Code for Webinars and On-Campus Seminars as of 7/1/13

Account code 717116 - Commodity code 96290 Webinars and On-Campus Seminars

Account code 717100 - Commodity code 96287 Individual Travel-Official BusinessAccount code 717110 - Commodity code 96288 Group TravelAccount code 717115 - Commodity code 96289 Individual-Travel Conference/Convention

Account code 717120 - Commodity code 96286 Recruitment TravelAccount code 717200 - Commodity code 96285 Charter ServicesAccount code 717201 - Commodity code 97113 Rental CarAccount code 717202 - Commodity code 96256 Employee Moving Expenses

Bad excuses

1. Please roll the PO because there is not enough funds to pay the invoice in this fiscal year

2. Please roll the PO because the traveler is not on campus to complete their TR-1

3. Please roll the PO because I don’t have time to mess with it, I’m getting ready for ….

4. Please roll the PO because I was on vacation the last week of June and/or the first week in July

5. It was to late to do PO’s (call Marcia and/or Cassandra)

Come the first of July-Bad excuses

1. I thought that was paid last year

2. I thought since it was a grant it would roll

3. I thought since the date of the travel was in the new fiscal year the PO would roll