MEDICAL SCHOOL FINANCE


Welcome to Medical School Finance! The intent of this site is to provide you with important up to date finance information, highlights of any policy changes, and key links that will be a useful resource for you.

Useful Links

·   EFS (Enterprise Financial System)

·  U Wide Policy Library

·  University Forms Library

·  Purchasing Services

·  Traveling on University Business

·  Traveling Policy

·  Domestic Per Diem Rates

·  Foreign Per Diem Rates

·  Foreign Currency Converter

·  One Stop Service

·  Financial Forms Nirvana

·  ITASCA - AHC

·  HRTS

·  Training Services

·  Data Warehouse

·  Facilities Management charges

·  Auxiliary Services

·  Financial Reports on the Web

·  FSS Reports on the Web

·  Central Computing Operations

·  Controller's Organization

·  NTS

·  Human Resources Self Service

·  University Storehouse

·  OIT Data Security

·  UMF

·  MMF

·  Check Control

·  Imaging System

·  Printing Services

·  MBM/625 budget

·  University Tax Department

·  Employee Discounts - MERSC

How to contact the Finance Staff

Pete Mitsch, Associate Dean                  Phone:  6-3172    e-mail: mitsc001@umn.edu

Sue Richards, Assistant Director             Phone:  6-4367    e-mail: richa016@umn.edu

Peg Lamin, Principal Accountant             Phone:  6-5056    e-mail: m-lami@umn.edu

Terri Derner, Principal Accountant          Phone:  6-3851    e-mail: derne001@umn.edu

Anita Thielman, Principal Accountant      Phone:  6-3142    e-mail: thiel007@umn.edu

Tammy Price, Fiscal Officer                    Phone:  6-3589    e-mail: price014@umn.edu

Angela Jannotta, Executive Assistant       Phone:  4-1266    e-mail: janno001@umn.edu

Zhi Pan, Student Acct Asst                     Phone:  6-1106

Finance Fax                                            Fax:     6-6003

 

Medical School Administrative and Finance Contacts

 

 

TRAVEL RELATED UPDATES

 

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://www.fpd.finop.umn.edu/groups/ppd/documents/FAQ/faq_travel.cfm

<http://ecommunication.umn.edu/t/24759/29077/51898/0/>

and Reimbursable/Non-Reimbursable Travel Expenses at http://www.fpd.finop.umn.edu/groups/ppd/documents/appendix/TravelAppI.cfm

<http://ecommunication.umn.edu/t/24759/29077/51904/0/>

 

Change in Travel to Canada:  Historically, Canada has been considered domestic travel for the U. In Chart of Accounts, object/sub-object code 7600-20 has been used for domestic travel, including Canada. Effective immediately, Canada will be recognized as international travel by the U; use object/sub-object code 7610-10 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://www.fpd.finop.umn.edu/groups/ppd/documents/policy/Travel.cfm#500 <http://ecommunication.umn.edu/t/24759/29077/51905/0/>

 

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, 2008, the mileage allowance for personal vehicle use on approved U business increased from 48.5¢ to 50.5¢ per mile.  The standard rate for moving expenses has decreased from .20¢ to .19¢ per mile effective 1/1/08.  (For period 1/1/07-12/31/07 mileage rate for personal vehicle use is 48.5¢ per mile and rate for moving expenses is .20¢ per mile)

 

 

CONTRACTS FOR PROFESSIONAL SERVICES

 

Effective 4/29/05:  The dollar limit for lecturers, speakers, honoraria, entertainers and facilitators processed on a PVC without a Contract has increased from $1,999.99 to $2,999.99.  (This ONLY affects object code 7201-15, 35 & 40.)   If you are paying an honorarium and expenses over $2,999.99, you need to prepare a Contract for Professional Services.  PLEASE ALSO REMEMBER TO INCLUDE ALL EXPENSES AS PART OF THE CONTRACT (this includes travel expenses, hotels, meals, etc).  If you don’t include expenses on the initial contract, you will have to do an Amendment later which will delay reimbursement to the vendor.  As always, remember to initiate the contract early enough to get it approved PRIOR to paying an honorarium. 

Note:  All other object codes are still subject to the $1,999.99 maximum without a contract.

 

 

SPECIAL CHECK ROUTING IN FORMS NIRVANA

 

When a PV or PVC is keyed into FFN and 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 to document your business expense.  The form can be used to support items appearing on the CAR, ECAR and EP documents.

 

 

Please direct any questions or comments to:  thiel007@umn.edu