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EFS information for Medical School Admin staff:

Request for Non-PO Payment

Non-Purchase Order Related Purchases 

Medical School EFS PCard Form

PE Groups & Approvers

TRAVEL RELATED UPDATES 

New Med School Admin policy (effective 2/10):

Reimbursement from outside (3rd) party

Occasionally, University employees travel to other institutions for business, i.e. guest speaker, committee meeting, site visitor/external review. At times, those institutions will pay for all or part of the travel.

Employees submitting travel reimbursements, should only include those expenses NOT being reimbursed by another entity. If they are included, they will be denied. Additionally, Purchasing Cards should NOT be used as a mode of payment for those types of expenses and doing so may result in the PCard being cancelled.

The University should not be paying for expenses they know will be paid by another entity since it becomes a liability to the University. 

PER DIEM: Please remember that the per diem policy has changed. Travelers no longer need to turn in meal receipts and may claim the appropriate per diem for their destination. If however, the traveler does not wish to claim per diem, then itemized meal receipts must be turned in. The following policy information has been taken directly off the Traveling on University Business website:

Employees in travel status (travel requiring an overnight stay), on University business will be reimbursed a flat per diem rate for travel related meal expenses. Receipts are not required (under any circumstances), to be reimbursed for travel meals when using the appropriate per diem amount. Reimbursements will be made in accordance with the Federal State Department Per Diem daily amounts as published on the GSA website. Per Diem rates vary by county and city. Travelers will not be reimbursed for meal expenses exceeding the maximum meal rate for the city/county where their meals were purchased. For a listing of current federal Domestic Per Diem Rates, refer to the GSA Website for Domestic Travel and select the appropriate year and state. To find the County a city is located within see the National Association of Counties Website (NACo).

• When an employee is in travel status, they are not required to deduct the incidental amount included in the per diem rate when determining the maximum meal per diem rates.
• Maximum meal rates include taxes and tips.
• Travel begins when the employee leaves their home/office for their trip destination. If the employee's first and/or last travel days are less than a full day, the per diem for those days is pro-rated according to the following table:
   

Time Intervals	Departure	Return
Before 11 a.m.	Full Day	Breakfast Only
11 a.m. to 3 p.m.	Lunch and Dinner	Breakfast and Lunch
3 p.m. to 8 p.m.	Dinner Only	Full Day
After 8 p.m.	Incidental Amount Only	Full Day

Airfare reimbursement:

When traveling on University business, fees charged by airlines for aisle seats are not reimbursable. Employees should choose seats that are not assessed extra fees. See Frequently Asked Questions at http://policy.umn.edu/Policies/Finance/Travel/TRAVEL_FAQ.html and Reimbursable/Non-Reimbursable Travel Expenses at http://policy.umn.edu/Policies/Finance/Travel/TRAVEL_APPI.html 

Change in Travel to Canada: Historically, Canada has been considered domestic travel for the U. Effective immediately, Canada will be recognized as international travel by the U; use account code 720604 (employees) for foreign travel. This applies to all unprocessed travel reimbursements, regardless of the date of travel. See the policy, Traveling on University Business 3.8.3, under definitions at http://policy.umn.edu/Policies/Finance/Travel/TRAVEL.html#500 

Claiming Mileage: Map Quest print out must be attached as backup documentation for claiming mileage. The current U of MN policy for mileage states: 

Employees traveling off site on a typical workday, during their normal business hours, can be reimbursed the lesser mileage from their home or office to their destination.

Example: An employee, who commutes to work at the Minneapolis campus from their Cambridge, MN home Monday through Friday, is leaving on a business trip. Their flight leaves at 11a.m., Wednesday from the Minneapolis airport. The employee is only eligible to claim reimbursement for mileage from their office location to the airport. They are not eligible for mileage from Cambridge to the Minneapolis airport because the distance from their home to their office is considered part of their daily commute and thus personal mileage. If the employee returns to the airport on a nonworking day they are eligible to claim mileage reimbursement for travel from the airport to their home. 

Effective January 1, 2010, the mileage allowance for personal vehicle use on approved U business decreased from 55¢ to 50¢ per mile. The standard rate for moving expenses has decreased from 24¢ to 16.5¢ per mile effective 1/1/10. (For period 7/1/09-12/31/09 mileage rate for personal vehicle use is 55¢ per mile and rate for moving expenses is 24¢ per mile) 

CONTRACTS FOR PROFESSIONAL SERVICES

(This is taken directly from the Create Requisitions manual on the Training Services website.) 

There are four different types of professional services contracts and each has different rules and dollar-value limits. At the time of contract entry, the financial system determines the type of CPS contract based on the dollar value of the contract and the category selected.

1. A VCPS is intended for low-risk, small-dollar professional services (under $3,000). The requisition is typically entered and processed after the vendor invoice has been received. Once the VCPS is approved and a PO is created, a PO voucher is automatically created by the system from the PO and the vendor is paid. The VCPS does not create a legally binding agreement.

2. A QCPS is used when the professional service contract dollar value is between $3,000 and $24,999. A QCPS is a type of legally binding agreement, but has fewer requirements than a regular CPS. The QCPS does not require the vendor to sign the contract, but does require the contract to be approved online by the University and dispatched to the vendor before the work begins. By starting work the vendor is, in essence, agreeing to the terms and conditions in the contract.

3. A CPS is used when the professional services contract dollar value is $25,000 and over. This requisition type will generate the University’s Standard Contract for Professional Service. Bidding is required when the contract dollar value is $50,000 and over. This contract type must be signed by the vendor and the University before work begins. The procurement specialist is responsible for gathering the required physical signatures, including the Delegated Signature Authority. The vendor is not to start work until the PO containing all required signatures has been received.

4. A PCPS is used to contract with entertainers, speakers, and performers when the contract value is $3,000 or more. A PCPS includes specialized terms and conditions for performers. This contract must be signed by the vendor and the University before work begins. The procurement specialist is responsible for gathering all required physical signatures, including the Delegated Signature Authority. 

SPECIAL CHECK ROUTING

To have a check routed special, i.e. to the Bursar for pick up, you need to fill out the form “Check Handling Request” which can be found in Forms Library. When a document is keyed into EFS and you want to pick up the check to distribute to the payee, disbursement group code "SP" (special check routing) must be selected from the drop down box in the Disbursement Group field. Routing information also needs to be keyed in the Check Message (CKMSG) field. In that field key:

• the abbreviation for the location you want the check routed to (WM would be used for Williamson Hall Bursar).
• the telephone number, first name, and department of the individual designated to be notified when the check is available.

So, this is an example of what it would look like: CKMSG: WM 5-1234 Jane Med School Admin  

PAYROLL 

Payroll due dates for can be accessed by clicking the link: Payroll Due Dates You can also obtain the Vacation/Sick Leave Record form here.  

HOSPITALITY 

Yes, the Hospitality Events Form (a/k/a Food Form) is still required for all food charges! Remember, if it goes in your mouth, you need a food form. Please also remember to include a list of people who attended the event.  

NEW FORM 

If you are turning in a reimbursement and are missing receipts, please fill out the Statement in Lieu of Receipt (which can be found in the Forms Library) to document your business expense. The form can be used to support items appearing on the PCard and Employee reimbursement documents. PLEASE NOTE that this form should be used rarely. It is not meant to substitute for receipts on an ongoing basis.