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Accounts Payable News


Threshold Change for Research Subjects

On January 21, 2014, a change takes effect regarding Research Subject payments.  The threshold for supplying the payee’s SSN has changed to greater than $75.00 instead of $25.00 as it’s been in the past.  You will now be allowed to pay Research Subjects up to $75.00 without providing the SSN on the eVoucher.  See the ePro sidebar under Help Center and the Accounts Payable website for the updated Research Subject Compensation Policy & Procedure and W-9 form.


Freight Process Improvements

Effective Dec 5th, FedEx shipments processed through the University accounts will be processed weekly at the invoice level. This means you will no longer have an individual line on your procurement card voucher per shipment. Most accounts have 1-2 invoices generated per week.
UPS shipments will continue to be processed for payment at the invoice level. There is no change for these shipments.

Freight Report link from Trans Detail button

The Trans Detail button has now been linked with the freight report in ProTrav. The information ‘bubble’ has been removed. If you click on the Trans Detail button, a new tab will open up to display the shipping information on the transaction located on the freight report. If you want to open the report in a new window, right click the Trans Detail button and select ‘Open in new window’. The entire report will display, but you will be taken to the transaction and the freight detail that pertains to a given transaction. This report can be exported to excel or CSV if needed. For more information click here.


Procurement of Safety Shoes

Departments are responsible for procuring safety shoes with outside vendors for their employees, when needed.  Shoes may be paid with a departmental Pcard or Purchase Order or the department may reimburse the employee for shoes directly purchased.  The University pays up to $90.00 for safety shoes/boots.


iTune Apps and Gift Cards

If there is a business need for the purchase of  iTune Apps, the purchase should be made using the procurement card or directly by the employee personally who in turn would be reimbursed.  iTunes gift cards should not be purchased as a means to procure iTunes Apps, as these cards, like other gift cards would be considered taxable to the employee.


Do Not Pay--Yellow Pages Directory

A department has been sent a bogus invoice for a 2 year directory which they never solicited. Please be aware. Sample invoice.

Be Aware of Invoices from UST Telecom

Departments and other State Agencies have received bogus invoices to pay UST Telecom. This is a scam. Do NOT Pay. Sample invoice.


Travel Reimbursement Policy

Effective immediately the University is implementing a new travel policy requiring submission of travel expense vouchers (TEVs) within 120 days of the completion of a trip.  This change is to comply with Internal Revenue Service regulations regarding taxable income.  The Operations Manual change is in V 22.1b Travel Policy.

Policy:
Travel expense vouchers (TEVs) must be submitted within 120 days of trip end date. Travel expenses will not be reimbursed if the TEVs are not submitted within this time frame. Exceptions to this policy must be justified and approved by the Travel Office.

Procedure:
A completed travel expense voucher with departmental workflow approvals and acceptable supporting documentation must be submitted to the Accounts Payable and Travel Office within 120 days of the trip end date.

  1. Any travel expense vouchers that are partially complete in the ProTrav system and over 120 days old, need to be immediately finalized and submitted in order to be reimbursed. These reimbursements will be considered taxable income to the traveler per the IRS policy and reported on the employee’s W-2.  These vouchers must be finalized by September 15, 2010.
  2. Any travel expense voucher that has not been entered and is over 120 days old, needs to be immediately entered and finalized.  A justification for the delay must be submitted in order to be considered for payment.  These reimbursements will be considered taxable income to the traveler per the IRS policy and reported on the employee’s W-2.   These vouchers must be finalized by September 15, 2010

Questions related to this new policy may be directed to Karen Housel 319-335-0409 or Sherry Reynolds Miller 319-335-0656.


Equipment IACT Tips

IACT Usage

6085

Non capital equipment with a value less than $5000 per individual item.

6730

Capital equipment with a value of $5000 and more per individual item.

Definitions

Capital Equipment: Items with an individual dollar value of $5000 or more and a life expectancy of at least one year.

Upgrade: Used to describe an addition to a piece of equipment that would allow it to perform a function that the original equipment could not. (Capital Equipment, IACT 6730)

Replacement: Used to describe the replacing of an existing asset for a like asset. The original asset still performs the same function. (Non Capital, IACT 6085)

Repair: Used to describe a fix applied to an asset that will make it function again. This could include both parts and labor. (Non Capital Equipment, IACT 6265)

Trade-In: Used to describe the trading of an existing asset on the purchase of a new asset. Under the Actual’s model it is critical that the tag number(s), or mfg. serial number of the asset being traded is noted on the requisition at the time of ordering.

Computer Systems: These consist of a processor (CPU), monitor, keyboard, mouse and any operating system software. Printers are not considered part of a computer system.

Furniture: These items must have an individual cost of $5000 or more to be capital equipment. Probably not many furniture items will end up being capital equipment.

Maintenance Contracts: These are the contracts with companies to keep the equipment repaired and in good working order. This is usually an annual agreement and is not considered part of the capital equipment purchase. (Non Capital Equipment, use IACT 6265)

IACT 6730/40 Equipment Purchasers on PReqs

Preq has a Description field to be used in the purchase of equipment and software. Requestors have an area to communicate purchase of an item with the vendor. This area may include vendor catalogue numbers that are not relevant for asset description.

Because the vendor description may not be useful in describing the resulting asset, a second Description field was added within the asset information area to allow Requestors to communicate asset descriptions to the Property Management Office. General guidelines for this new Description field are:

  • Enter “Noun” “Manufacturer or Model” “Description” where
    • “Noun” is the item being purchased
    • “Manufacturer” or “Model” – based on which is more relevant to identifying the asset.
    • “Description” provides additional specifics concerning what type of item is being purchased
  • If there are multiple line items associated with an asset or quantities of the same asset, enter the same description in the Asset Information area for all associated line items.
  • Freight does not need a description in the Asset Information Area.

Example: Requestor is purchasing two types of pumps on a Preq:

  • Line 1: Ordering 615 Model 8015 PC unit with guardrails wireless software.
  • Line 2: Ordering 100 Syringe and software
  • Line 3: Ordering 615 Auto-ID module; software
  • Line 4: Ordering 615 Auto-ID module handheld scanner
  • Line 5: Implementation charge associated with Model 8015

Line items 1, 3, 4, and 5 are associated, so the asset description for all 4 lines should be the same. In this case, both types of assets are pumps, so additional information concerning model and/or type is necessary to differentiate the two types of assets.
Result:

  • Lines 1, 3, and 4 are described as “Pump Control Unit 8015”.
  • Line 2 is described as “Pump Syringe 8110”.  ↑top

AT&T Contract Information:

For general End User Care the number is 1-800-331-0500 or 611 from handset.

There are two url's set up for the University of Iowa. 

Faculty and Staff

www.wireless.att.com/benefits/univofiowa

This website is for faculty and staff.  Click to verify employment via an uiowa.edu email address and be directed to a site where you can purchase phones and services for their own accounts with the 15% monthly service discount per the contract. 

For faculty/staff, Provide the Foundation Account Number (FAN) 100404 to receive the discounts.

Students

www.wireless.att.com/benefits/studenthawkeyes

This site is for students.  It reflects the 10% discount for students. 

Employees can still go to the store in Coralville (or any other AT&T store) and get the same discounts on monthly service.  Device choices/pricing may be different, but the monthly service discount is the same as ordering online. 

For students, provide the Foundation
Account Number FAN 2696262 to receive discounts.

Contact:
Christy Janes
Regional Manager
Higher Education- Iowa & Nebraska.
Mobile: 319-606-7878     ↑top


Fuel Tax

Fuel that is purchased at the pump includes a state motor fuel tax in the price per gallon. When invoices including fuel tax are received in Accounts Payable, they are processed in the following manner. The amount of state motor fuel tax can be determined from the number of gallons purchased and the type of fuel (gasoline, gasohol, diesel, aviation or jet fuel). This tax amount is then subtracted from the department’s MFK and applied to a Fuel Tax MFK. Once a month, Accounts Payable files for a refund from the State of Iowa for state motor fuel tax paid. This refund is then applied to the Fuel Tax MFK when Accounts Payable receives it.