Topics that will be covered
            Topics that will be covered
                 
                  Buying & Paying Guide
                   Buying & Paying Guide
                 
                  Cashier/Bursar reimbursements
                   Cashier/Bursar reimbursements
                 
                  Roles
                   Roles
                 
                  Expense report submission deadline
                   Expense report submission deadline
                 
                  Documentation details/requirements
                   Documentation details/requirements
                 
                  Missing receipt form
                   Missing receipt form
                 
                  Fly America Act
                   Fly America Act
                 
                  International travel
                   International travel
                 
                  Review of new F3 and F34
                   Review of new F3 and F34
                 
                  Business Purpose
                   Business Purpose
                 
                  Per Diem
                   Per Diem
                 
                  Mileage Log form
                   Mileage Log form
                                                                Slide: 2:
                                    Buying & Paying Guide
                                                                        Preferred payment method
                                                                         Conference/R  PCard, or F4 
                                                                         egistration   (Supplier Invoice 
                                                                         fees          Request)
                                                                         Subscriptions,  Pcard
                                                                         Membership 
                                                                         fees/dues, 
                                                                         Conference 
                                                                         registrations
                                                                         Computers /   UR Tech Store, 
                                                                         Equipment     otherwise 
                                                                                       Purchase Order 
                                                                         Airfare       F2 Advanced 
                                                                                       Airfare
                                                                         Office        Preferred 
                                                                         Supplies      supplies is 
                                                                                       Staples via 
                                                                                       Requisition/Purc
                                                                                       hase Order
                                                                                                     Slide: 3
       Cashier/Bursar Reimbursements
       Cashier/Bursar Reimbursements
                           What’s changed
                           What’s changed
      EMPLOYEES
      EMPLOYEES
      Employees can no longer receive reimbursement from the Cashier.  
      Employees can no longer receive reimbursement from the Cashier.  
      Approved F3’s (Employee Business Expense Reports) must be submitted to Accounts Payable
      Approved F3’s (Employee Business Expense Reports) must be submitted to Accounts Payable
      at Box 278958 for reimbursement.  
      at Box 278958 for reimbursement.  
      STUDENTS
      STUDENTS
      Amounts up to $75 and expenses are no more than 30 days old  reimbursement can be 
      Amounts up to $75 and expenses are no more than 30 days old  reimbursement can be 
      received at the Cashiers Office (cash received immediately)
      received at the Cashiers Office (cash received immediately)
      Monday – Friday  9 a.m. to 4 p.m. at the Bursar's Office on the River Campus 
      Monday – Friday  9 a.m. to 4 p.m. at the Bursar's Office on the River Campus 
      Monday – Friday  8:30 a.m. to 3:30 p.m. at the Cashier's Office in the Medical Center
      Monday – Friday  8:30 a.m. to 3:30 p.m. at the Cashier's Office in the Medical Center
      By appointment only at Eastman School of Music
      By appointment only at Eastman School of Music
      Amounts $75 or more must be submitted to Accounts Payable for reimbursement
      Amounts $75 or more must be submitted to Accounts Payable for reimbursement
      Approved F34 (Student Business Expense Reports) must be submitted to  Accounts Payable at 
      Approved F34 (Student Business Expense Reports) must be submitted to  Accounts Payable at 
      Box 278958. 
      Box 278958. 
       
       
                                                         Slide: 4
                                        Roles
                                       Roles
                                                   Approver
        Initiator                                 Approver
        Initiator
                                                  Individuals authorized to approve 
        The initiator must:                       Individuals authorized to approve 
        The initiator must:                       business expenditures must: 
                                                 business expenditures must: 
         Ensure the expense has an allowable 
          Ensure the expense has an allowable     
                                                     Attest the expense is valid and directly 
          business purpose.                           Attest the expense is valid and directly 
          business purpose.                           related to University business.
                                                     related to University business.
         Is in compliance with appropriate 
          Is in compliance with appropriate       
                                                     Request additional 
          University policies and procedures          Request additional 
          University policies and procedures          documentation/explanation for 
          and Department guidelines.                  documentation/explanation for 
          and Department guidelines.                  excessive or unusual expenses.
                                                     excessive or unusual expenses.
         Submit appropriate documentation 
          Submit appropriate documentation        
                                                     Ensures business expenses are 
          in a reasonable period of time.             Ensures business expenses are 
          in a reasonable period of time.             reasonable
                                                      reasonable
        Accounts Payable may review the expenses, the primary responsibility for 
        the appropriateness of expenditures rests with the employee and 
        approver. 
                                                                                        Slide: 5
          Expense Report Submission
          Expense Report Submission
                         What’s changed
        F3 (employee) or F34 (student) expense report must be submitted to the Department for review and 
        approval within 60 days of the date of event, return from trip, or date of expenditure if no event or trip 
        involved.
                                                          Slide: 6