Administration & Finance Summer 2008 Training

Departments

•Purchasing, Payment Services & Travel•Procard•Financial Services•Employee Relations & Development•Employment Services

04/19/23

Purchasing, Payment Services & Travel

• Policy & Procedures

A.  Hiring a Current or Former UCO Employee for Contractual Services: 1.   Who is considered a UCO Employee? Anyone currently on UCO payroll, i.e. faculty, staff, and students. Or any former full-time Faculty or Staff employee, on UCO's payroll within the last 12 months. (This statement does not apply to former student employees)

2.    What Documents Are Required? Request for Authorization to Pay Form(Submit Request to UCO Payroll

Department, Lillard Admin. Bldg. Room 208, Campus Box 181.) Scope of Work (not a required form, but highly recommended)

Contractual Service Agreements & Payments

B. If You Have A Need For Non-Professional Contractual Services for Campus Events, i.e. Athletic Sporting Events, Wellness Center

Endeavor Games, Campus Life , etc. or Temporary Office Help:

1. You Are Required to Use Talent Tree (a temporary employment

agency contracted with UCO, Contract 2007Q127).

2. UCO already has a pool of individuals, i.e. students, former staff and

faculty, and current staff and faculty who have signed up to work through

Talent Tree, for UCO Events.

3. Find Talent Tree Contact information and Instructions on our webpage under; Policies/Contract Services or click on the link;

Purchasing, Payment Services & Travel

Purchasing, Payment Services & Travel C.  A Need to Contract the Services of a Professional Individual or a

Person With Specialized Services that is not a UCO Employee:

1. Establish and Formalize a Signed Contract AgreementFill out contract agreement, have the "Contractor", (individual performing the services), sign the agreement. This is the only signature you are required to obtain. Standard Contract Agreements: P/PSA or MOU

2. Encumber Funds Submit contract agreement with an online requisition to the Purchasing & Payment Services Dept.

3. Services Begin – With a signed contract agreement and purchase order, services can begin.

4. Contractor is Paid – Once services have been performed in accordance with contract agreement, contractor can submit a signed OSF form 3 or invoice to request payment. Upon receipt of one of the two documents payment will be processed and mailed in 7 to 10 days.

Purchasing, Payment Services & Travel

HB 1804, Compliance with the Oklahoma Taxpayer and Citizen Protection Act of 2007

Pursuant to 25 O.S. 1313, effective 7/1/08, all individuals, contractors, subcontractors or vendors are prohibited by State law from entering into a contract with a public employer for the performance of services within the state of Oklahoma unless registered and participating in the Status Verification System to verify information of all new employees.

By Denise Smith

Purchasing, Payment Services & Travel To prepare for the 7/1/08 HB 1804 enforcement, UCO documents had the necessary language added. These updated documents include:

Solicitations – RFP, ITBProfessional/Personal Service Agreement (P/PSA)Memo of Understanding (MOU)Purchasing & Payment Services – UCO Terms & Conditions

By Denise Smith

Purchasing, Payment Services & Travel

By Denise Smith

Purchasing, Payment Services & Travel

Obey the LAWThe University of Central Oklahoma must be in compliance with State law to maintain our purchasing rights. In following UCO Policy, RUSO Policy and State law, Title 74, it is common knowledge that purchases cannot be made without monies encumbered and a purchase order issued.

UCO Campus Customers and Departments should understand that now with HB 1804, all services obtained without a purchase order and without the proper documentation not only disregard UCO Policy, RUSO Policyand State law, but also will be noncompliant with Federal and State Immigration Laws. Noncompliance with Federal Immigration laws carries a penalty of fines and prison. A letter of justification will not support this noncompliance on part of UCO.

By Denise Smith

Purchasing, Payment Services & Travel

Increased Vendor Shipping Costs

Due to the continuing rise in fuel costs, many vendors have sent letters notifyingUCO of their increased shipping costs. We encourage you to seek a written quote. Ask for the shipping costs to be noted on the quote.

By Denise Smith

Purchasing, Payment Services & Travel Travel

1. Mileage Rate Increases – The Internal Revenue Service has announced an increase in the mileage reimbursement rate to $0.585 per mile, effective July 1, 2008. This is an increase from the $0.505 rate for the first half of the year. (See Internal Revenue Bulletin IR-2008-82, June 23, 2008, amending Internal Revenue Procedures 2007-70). The new rate is for travel incurred on and after July 1, 2008 through December 31, 2008.

2. Luggage fees - If there is a charge for the first bag, it would be a covered reimbursement under “Itemized Miscellaneous Costs” account code – 72125 for out-of-state trips. A receipt for such charge is required for reimbursement.

For any additional baggage charges, it will depend on whether or not the traveler can properly justify and document the business need for the additional bag(s), i.e., extended stay requiring additional clothing, excessive business materials being carried, etc. If so, reimbursement would be considered appropriate. A receipt for such charge is required for reimbursement. If unjustified and is just that the person likes to take a lot of personal things, it would not be acceptable for reimbursement.

3. How to Travel on University Business – Check List

In-State Travel Out-of-State Travel

4. Overview of Travel Webpage

Procard

1. Reviews Update – reminders from common review findings2. Fraudulent e-mails3. Payment Net online access4. OfficeMax logo

1. Statement Routing and Expense Posting Timelines2. Transaction Expense Coding and Org Transfers

Procard Administration

Procard Finance

Financial Services

Administrative Portal

• Organization Accounts

• Financial Managers

• Forms

• Other

Employee Relations & Development

ER&D Overview

• IPP

• Character First Program

• EAP Program

• NET Program

• Request for Departmental Training

Employment Services

• E-Verify System – HB-1804Employee Verification System

• Question & Answers

Hiring

Staffing

IPP’s

Administration & FinanceDepartments Contact Information

•Purchasing, Payment Services & Travel Ext. 3340

•Procard – Administrative Services Ext. 2497

•Procard – Financial Services Ext. 2598

•Financial Services - Accounting Ext. 2598

•Employee Relations & Development Ext. 2668

•Employment Services Ext. 2366