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EXPENSE REPORTING and REIMBURSEMENT WORKSHOP.ppt

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EXPENSE REPORTING and REIMBURSEMENT WORKSHOP.ppt Powered By Docstoc
					BUSINESS EXPENSE REPORTING
     and REIMBURSEMENT
          WORKSHOP



                 Elsa Liauwapau
     Manager Accounts Payable & Disbursements
              (305) 284-2287 Voice
               (305) 284-5835 Fax
             eliauwapau@miami.edu
                                                1
                  Objective
 Atthe end of this workshop, each
 participant will be able to complete each of
 the following forms:
      Business Expense Reimbursement Form
       (BERF)
      Check Requisition Form
      Travel Advance Form



                                             2
       Topics for Discussion
 UM   Travel and Business Exp. Policy D-
  015
 Direct Expenditure Requisition Pol. D-010
 BERF
 Check Requisition Form
 Travel Advance Form




                                              3
 FINDING POLICY ON THE
          WEB:

Go to www.miami.edu/policies_procedures
 Click on Finance
 Click on Non-Payroll Expenditures
 D010 DIRECT EXPENDITURE
  REQUISITION for check requisitions
 D015 TRAVEL AND BUSINESS
  EXPENSE for BERFs
                                     4
    Check Requisition Policy

 Check Requisition Form may be used to pay
  University business expenses when other
  payment methods are not more appropriate.
 Payments for services to University
  Employees must be made thru Payroll.
 Payment for services by individuals,
  partnerships, and corporations must be
  made using a Purchase Order and invoices
  submitted to Accounts Payable.
                                              5
 Check Req. continued..
Services provided often involve contact with
students, patients and University computer
systems and can expose the University to
potential liability claims. Prospective vendors
must be approved (Purchasing).

Check Requisitions must be accompanied by
original supporting documentation, business
purpose explanation, and authorized signatures.


                                                  6
            IRS Tax Information
 All requests for payment for services performed by
  individuals, sole proprietors, and partnerships must include
  the SS no. or Tax ID no. and permanent address on the
  check requisition and be accompanied by a W-9 form.
  Services include:
       - payment to hotels for room rental,
       - honorarium (copy of SS card and address)
       - conference registration fees
 This information is also required for payment to
  corporations for medical, health care ( clinics, labs,
  hospital) or legal services (law firms).
 Payment for Services to Non-resident Alien must include a
  completed Form W-8BEN
                                                            7
         Disposition of Check
 All check requisitions must have a postal
  address
 Interoffice Distribution (interoffice mail, Medical
  School Messenger, Hold for Pickup) is not
  allowed without valid reason and a Vice
  President signature.
 Exception: Travel Advances and Petty Cash
  replenishments do not require a VP approval for
  for interoffice distribution.

                                                    8
         Completing the Check
           Requisition Form
 1.   Check information
       • A. Indicate resident alien status
       • B. Payee Tax ID or Social Security #
       • C. Check amount
       • D. Payee Name




                                                9
      Check Requisition Form
             Cont’d
   2. Disposition of check
       • A.   Postal Service Address - the street, city
              and zip code must be provided
       • B.   Check box if enclosure is to be mailed
       • C.   Internal Distribution – Must provide reason
              and VP signature and check one box

   3. Payment Type
       • Check box that most closely describes the type
         of payment.



                                                       10
Check Requisition Form Cont’d
   4. Account Information
       • A.   FRS Bank account no. and Check no. -
              Leave blank; completed by the
              Disbursements Office
       • B.   Account number - valid FRS account
              number
       • C.   Sub-object code - four digit code that
              describes the expense
       • D.   Amount - the sum of all amounts listed here
              must be equal to the amount on line (1d)



                                                            11
Check Requisition Form Cont’d
 5.   Explanation & Contact
       • A.   Provide an explanation of the payment
              request.

       • B.   Contact name and number required to
              answer any questions that may arise in
              processing the request




                                                       12
       Check Requisition Form
              Cont’d
       • C.   Sponsored Programs approval - required if
              an account beginning with 6XXXXX is listed
              in section 4B

   6. Approvals
       • A.   Authorized signature and Print Name -
              signature must be on file in the
              Disbursements Office
       • B.   Dept. Chair/Dean/VP - as required (see
              policy D-10)



                                                       13
                   Definitions
   Official University Travel: Official University
    Travel is defined as travel by University
    personnel,non-University personnel, and
    University students when the authorizing
    individual considers such travel to be in the
    professional and/or business interest of both
    the traveler and the University.




                                                      14
            Definitions Cont’d

 Authorized Travel Agency: A travel agency that
  has contracted with the University to provide
  business travel services.
 Electronic Ticket/Ticketless Airline Travel: air
  travel that is reserved with an airline for which
  no paper ticket is issued. The reservation and
  seat assignment is secured within the airline's
  computer reservation system only. The traveler
  must request a receipt from the airline at the
  time of the booking or check-in at the airport
                                                      15
          Definitions Cont’d
 Domestic   travel: federal regulations define
  domestic travel as travel within the United
  States, its possessions and territories. US
  possessions and territories include Guam,
  American Samoa, Puerto Rico, and the
  Virgin islands.
 Local travel: travel within Miami-Dade and
  Broward counties.

                                              16
            Definitions Cont’d

 Foreign travel: travel outside of the United
 States, its possessions and territories.
 This includes travel within the United
 States while in route to or returning from
 foreign destinations.




                                             17
     Documentation Requirements
 Under    the IRS Accountable Plan Rules
    expenses are required to meet three
    conditions:
 There must be a legitimate business purpose -
  explanation of the business conducted
 Expenses must be substantiated: original
  receipt, with date, place and amount of the
  expense
 Any cash advance not used must be returned

                                                  18
      Requirements continued

   Receipt must indicate payment; proof of
    payment must be apparent (canceled check).
   A Conference Brochure must be provided for
    conference/seminar attendance.
   Entertainment Expenses must have the names
    of the attendees and their relation to the
    University and the business discussed.
   Airfare receipt/itinerary and boarding passes
    are required for airfare reimbursement.
   Mileage reimbursement is limited to 600 miles.
                                                 19
    Reimbursable Travel Expenses
   Commercial transportation expense, including
    airline, bus, rail and steamship - cost of coach or
    other lower promotional fare
   Mileage allowance for travel in a private
    automobile is 55 cent per mile starting January
    1, 2009.
   Meals – per diem meal allowance or actual cost.
   Domestic travel per diem of $50 a day($25 for
    departure after 3pm and $25 for returns before
    3pm).
   Foreign Travel per diem: rate in effect as published
    by US Department of State at
    http://aoprals.state.gov Attach page with
    city/country Max M&IE rate marked.
                                                           20
Reimbursable Travel Expenses
          Cont’d
    Lodging - actual cost only
    Entertainment - must include names of the attendees
     and their affiliation, date, place of entertainment, and
     business purpose
    Incidental expenses - include business calls,
     gratuities, tolls, parking and taxi. No receipts required
     if the expense is less that $75.




                                                            21
     Non-reimbursable Travel Expenses

   Conference & convention meals, if already
    included in registration fees.
   Personal entertainment such as hotel room
    movies, theater tickets, newspapers,
    magazines, prescriptions, over the counter
    drugs, health club facilities, barber/beautician
    services, etc.
   Personal care items.
   Clothing, and clothing rental.

                                                       22
       Non-reimbursable Travel
          Expenses Cont’d
   Corporate charge card delinquency
    assessments due to the action of the traveler.
   Life or travel accident insurance premiums.
   Parking tickets and traffic violations.
   Personal portion of airfare, hotel or rental car.
   Restaurant gratuities, if traveler is on per diem
    plan.


                                                   23
    Non-reimbursable Travel Expenses
                 Cont’d

   Repairs or towing of personal vehicle.
   Valet service and/or laundry charges, if travel
    is less than five days.
   Gifts to friends or relatives, even in lieu of
    meals and lodging.
   Commuting between home and campus.
   Rental of convertible automobile or other non-
    standard vehicle.

                                                     24
Non-reimbursable Travel Expenses Cont’d
    Airline clubs unless approved by President,
     Provost, or executive/senior Vice-President.
    Airline tickets obtained using frequent flyer
     miles or travel vouchers.
    Expenses submitted more than 12 months after
     expenses were incurred.
    Other expenses not directly related to the travel
     assignment.




                                                     25
               What if….
 Anoriginal receipt is lost:
 For an incidentally lost receipt, the traveler
 should write statement to this effect and
 the individual approving expense should
 sign the statement also. Submit this along
 with any additional support such as a fax
 copy (hotel bill), or credit card statement
 (meal).

                                              26
        Travel Object Codes
Go to www.miami.edu/controller and select
  Accounting Information->Expense subcode xxx
Or type below:
 Expense Sub-code Summary
  http://www.miami.edu/UMH/CDA/UMH_Main/1,1
  770,2365-1;3331-3,00.html
 Expense Sub-code Explanations
  http://www.miami.edu/UMH/CDA/UMH_Main/1,1
  770,2365-1;6162-3,00.html


                                            27
            Travel Object Codes
   3611 employee domestic travel
   3612 employee foreign travel
   3613 non-employee domestic travel
   3616 student travel




                                        28
     Travel Object Codes Cont'd

   3624 entertainment: food/beverage/reception
   3625 entertainment - other
   3631 recruiting - athletes
   3632 recruiting - students
   3633 recruiting - employees




                                                  29
     Travel Object Codes Cont’d
   3641 moving expenses
   3801 registration -conferences, seminars, etc.
   3802 subscription fees (publications, magazines)
   3803 dues and memberships – other (professional)
   3804 dues and membership - civic/community




                                                       30
     Travel Advance Requirements
   Foreign travel
   Extended trips of more than 14 consecutive days
   Student travel
   Travel outside the 48 contiguous states
   Non-exempt staff travel
   Travel by those who have applied for but not yet
    received the American Express Card




                                                       31
    American Express Card
          Program
   Replaces cash advances
   All faculty, administrative/professional,
    research employees are eligible




                                                32
     Requirements continued
       Advances, Ghostcard Airfares,
 Travel
 Advanced Reimbursed Airfare and Hotel
 must be accounted for on a BERF within
 10 days from return of business trip.




                                      33
           Completing the
        Travel Advance Form
1. General - provide all information listed
       A.     Name of traveler
       B.     UM ID No.
              For non-employee, enter an explanation
              (speaker, patient, etc.)
       C.     Department
       D.     Dept. phone no.
       E.     Date
       F.     Dept. Address
       G.     Locator Code
       H.     Enter dept. account no.
       I.     Enter travel object code
                                                       34
Travel Advance Form Cont’d

 1J. Destination of trip
 1K. Dates of trip
 1L. Business purpose of trip

 2 Estimated Expenses - list estimates
   for transportation, lodging, meals and
   other miscellaneous expenses

                                       35
    Travel Advance Form Cont’d
   3.Authorization - must be signed by an
    authorized signer on the account, Dean
    or Division head (see policy D10)

   4. Disbursements office/Sponsored approval

   5.Travel Acknowledgement & Authorization -
    must be signed by the traveler



                                                 36
        Completing the BERF
 All BERFS must have the business purpose
  clearly explained
 Use appropriate object codes to differentiate
  between travel (3611), entertainment (3624),
  and registration fees (3801), moving exp.
  (3641), etc.
 The BERF must be signed by the payee,
  payee’s supervisor, account signer, and
  appropriate business office as required

                                                  37
  Completing BERF Continued
 Report  travel expenses by day
 Report hotel expenses by day under the
  appropriate columns (separate room
  rental, meal and other).
 Authorized signer signature card must be
  on file with Disbursements/Sponsored



                                             38
                      BERF
 1.   Name/Status
       • A.   Indicate employment status
       • B.   Payee’s name
       • C.   Payee’s UM ID No.




                                           39
                      BERF Cont’d
   2. Disposition:
       • A. Direct Deposit – UM employee reimbursement
              will be via direct deposit to the employee’s
              primary bank account on file in Payroll.
       • B.   US mail- For non-employees. If checked,
              the street, city, and zip code must be
              provided
       • C.   Check one box for pickup of check:
              -Hold for Pick Up at Ashe Bldg, Gables
              -Medical School Messenger for pick up at
              Medical Finance Office at Medical
              -RSMAS Messenger for Rosenstiel
              campus.
                                                         40
                BERF Cont’d
   3. Date - date(s) of the expenditure

   4. Trip itinerary/Expense explanation -
       summary description of the event
       giving rise to the expense

   5. Automobile - mileage allowance for the use
       of a private automobile. Include the total
       miles driven and the allowance (number of
       miles x rate)

                                                    41
               BERF Cont'd
 6. Airline - cost of airline ticket
 7. Ground transportation - cost of car rental,
     rail ticket
 8. Lodging - actual cost of hotel room
     including room tax
 9. Per diem/Meals - actual cost of all meals
     must have receipts or per diem cost of
     $50.00 per day (US Dept of State rate for
     foreign travel).

                                                   42
              Berf Cont’d
 10. Other - miscellaneous expenses
          including tools, parking and tips
 11. Total dollars - sum of all expenses on
          each line
 12. Taxable amount - leave blank; for
      Disbursements Office use
 13. Explanations



                                           43
            BERF Cont’d
 14. Itemize ‘Other’ expenses
 15. Name and phone number of preparer
 16. Sponsored Programs - approval
     required if expenses are charged to an
     account with 6xxxxx in (19)
 17. Payee’s signature and address




                                          44
                BERF Cont’d
   18. Authorization
       • A. Supervisor Signature:
            Supervisor signature is required.

       • B. Authorizing Account Signature -
            signature of person authorized to sign
            for account to be charged. A signature
            card must be on file in the
            Disbursements Office.

       • C. Dept. Chair/Dean/VP - as required

                                                 45
                       BERF Cont’d
   19. Account no. /object code/ amount -
       indicate the account(s) and the appropriate object code for the
          expense

   20. Total Expenses -
       sum of all the amounts charged

   21. Deduct Advance –
       deduct any amount previously issued as a travel advance

   22. Balance due Employee –
       amount for which a check should be issued


                                                                          46
                 Berf Cont’d
 23.   Balance due University –
     amount which the employee owes to UM as a
      result of having expenditures that are less
      than the travel advance previously issued. A
      receipt from the Cashier’s in the Ashe lobby
      must be attached.




                                                47
    COMMON MISTAKES ON BERFS


   Incorrect or missing UM ID (C) No.
   Missing or invalid account and/or
    object code.
   Business purpose is missing or not
    clear.
   Missing signature of payee and/or
    authorized signer.
   No original receipts.
   Wrong totals.
                                         48
        Disbursements Office Staff
   Elsa Liauwapau - Manager            8-2287
   eliauwapau@miami.edu

   Coral Gables Documents:
       BERFS      - Akemi Witkowsky    8-3564
       Check Reqs - Sonia Falloon      8-3564
       Petty Cash - Cathy Ralls        8-3564
   Medical School Documents:
       BERFS      - Frank Betancourt   8-3564
       Check Reqs - Susan Kay          8-3564

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