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Useful Links · EFS ( · MBM/625 budget/Reports/Dean’s Commitments · Traveling on University Business · HRTS · Facilities Management charges · Financial Reports on the Web · Central Computing Operations · NTS · Human Resources Self Service · UMF · MMF |
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 Anita Thielman, Account
Supervisor Phone: 6-3142
e-mail: thiel007@umn.edu Tammy Price, Financial
Analyst Phone: 6-3589
e-mail: price014@umn.edu Anne Heugel, Fiscal Officer Phone: 6-3851 e-mail: anneh@umn.edu Angela Jannotta, Executive
Assistant Phone: 4-1266
e-mail: janno001@umn.edu Finance Fax
Fax: 6-6003 Medical
School Administrative and Finance Contacts EFS information for Medical School Admin staff: Request for Non-PO Payment (Excel version) Request for Non-PO Payment (PDF version) Non-Purchase Order
Related Purchases Medical School EFS Form (for PCARD use only) Flowchart - Processing PO Payments Flowchart - Processing Non PO Payments Flowchart - Processing Expense Reports Flowchart - Processing PCard Expenses 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).
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 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 Effective January 1, 2009, the mileage allowance for personal vehicle use on
approved U business decreased from 58.5¢ to 55¢ per mile. The standard
rate for moving expenses has decreased from .27¢ to .24¢ per mile effective
1/1/09. (For period 7/1/08-12/31/08
mileage rate for personal vehicle use is 58.5¢ per mile and rate for moving
expenses is .27¢ 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 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 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. |
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Please direct any questions or comments to: thiel007@umn.edu