Arts & Architecture Financial Office

Finance Team Agenda

April 22, 2010

10:00am – 11:00am

1.ERS UPDATES/REMINDERS

Meals/Group Meals

  • Tips and Gratuities
  • Remind travelers/attendees to confirm tips and gratuities not already added to meal receipt

Have had some receipts come through with automatic gratuity with additional tip added

  • Maximum tip permitted is 20%- This does not apply to Contract Catered Events – only Group Meals

Tips in excess will either be deducted from reimbursement or possible payroll deduction

If percentage is over 20%, you will need approval from Department Head to use OGE funds in your area.

  • Itemized receipts are required for group meals– If no itemized receipt is available, provide detail description as to what was purchased, number of attending for FO review/approval as an exception. – Department Head must be added to the approval path in ERS or Department Head’s signature must be on the non-itemized receipt.

The Lost/Unobtainable Receipt form is only needed when NO RECEIPT is provided. THIS IS THE EXCEPTION, NOT THE RULE IN PLACE OF PROVIDING RECEIPTS.

Reimbursement reductions

  • Add comment to this expense type with explanation why it is being used

Submission of Reports

  • Reports should be submitted after trip is completed(if they are submitted to our office, they will be returned)
  • If a report has transactions for the new FY (but are charged in current FY, let the transactions sit in ERS until the new FY when the trip occurs)

P-Card transactions on staff ERS reports – keep until after the trip is finished

Dan will decide Exceptions on case by case basis

  • Reports can be initiated, but do not submit

2.Fieldtrips

To Finance Office before trip – Dan did speak with CLC/DDD. Paperwork must be to the Finance Office at least 5 days prior to trip.

Global Programs Website – for warnings, etc. – will forward when available

3.Policy Revisions/Updates

New policy being written to restrict texting or using cell phone while driving on University business

  • Requires use of hands free device

AD39 – Programs Involving Minors Housed in University Facilities

AD56 – Use of Group Communication Tools to Communicate University Business to Employees and Students ( PSU TXT)– Dan is following up with those who have a University owned phone or anyone who receives an allowance to sign up to receive texts on their phones since it is now required

AD65 – Electronic Security and Access Systems (formerly SY33)

AD66 – Service Animal Policy

4.Audit Update/Other Issues

Autoposted transactions

Dan discussed at CLC/DDD meeting – he will be taking additional steps to revoke cards once he analyzes data

Deposit timing

Cash handling: cash and checks over $200.00 must be deposited the same day (brought to Finance Office) Less than $200.00 deposit in a week

Courier pickup: Tuesdays and Fridays between 1:00 – 2:30pm

Pass on information

  • Share and read meeting minutes – use as reference material
  • Listserve – Are there any additional people we need to add???Let Dan, Shelly or Tracey know

Costs associated with computer “breaches” and compromised SSN

  • The internal costs related to these will now be billed to the College/Unit where breach occurred.

PC’s get scanned every Thursday at 1pm

For those who use Macs, Identity Finder should be installed on your computer. If not, please contact Dawn Datt and the software will be installed.

Pcard receipts must be signed and dated BEFORE THE TRANSACTION IS RECONCILED.