The University of Toledo

Academic Affairs Standard Practice Guide

SECTION V: ACCOUNTS PAYABLE


EXPLANATION

The University of Toledo has established a Purchasing Card Procurement Policy #3364-40-15 (listed below) to guide the procurement of goods, services, and capital equipment. The policy explains the procurement guidelines to follow and abides by the Ohio Revised Code, the Ohio Administrative Code, Ohio Ethics Law, and the University of Toledo’s Board of Trustees resolutions.

(http://www.utoledo.edu/policies/administration/finance/pdfs/3364_40_15.pdf)

All individuals authorized to conduct purchasing activities must adhere to the procedures as defined in the University’s Purchasing Card (P-Card) Manual (listed below).

(http://www.utoledo.edu/offices/controller/accounts_payable/pdfs/PCard_Manual_Dec2010.pdf)

 

P-CARD APPLICATION (http://www.utoledo.edu/offices/controller/accounts_payable/pdfs/PCard_Application_revDec2010.pdf)

Should you desire to establish and open a P-Card, the above link will open The University of Toledo application. Please read the terms of agreement, type, save and then forward via email to supervisor/reporting authority for approval. Signature approval is based on the supervisor/reporting authority’s email submission. Supervisor/reporting authority will verify information is correct and forward via email to # PCard Admin for processing. If requesting payment or reimbursement by the foundation click on below link for the form and instructions.

(http://www.utoledo.edu/foundation/Information/Disbursements.html)

Should you have any questions please contact either: Carrie Schonter-Cherry, Purchase Card Program Analyst, Carrie.Schonter@utoledo.edu OR Linda Chany, Accounts Payable Manager, linda.chany@utoledo.edu

P-CARD EXCLUSIONS

The P-card cannot be used for the following general categories:

• Hospital inventory items
• Medical devices and small equipment
• Lab, research animals and human subject interests where protocol numbers are required
• Services, construction and renovation products whereby onsite work effort requires insurance liability and workers compensation certificate validation, terms and conditions review and detailed specifications to be followed
• Consulting contracts
• Service and Maintenance agreements for software/equipment

P-CARD TECHNOLOGY PURCHASES

Prior to any purchase of computers, printers, faxes, imaging devices, etc…please seek approval from the IT department to ensure the purchase is compatible with IT purchasing discounts, IT service and networking requirements.

P-CARD HOLDS

You may receive an email from Accounts Payable regarding a hold on the departmental Purchasing card. The freeze or holds are placed on any P-Card connected to the department budget index. This is done to further prevent additional expenditures from the ““Operating Expenses” category for a particular index. Keep in mind that a hold is only placed on a P-Card when the “Operating Expenses” category exceeds the budgeted funds in a given fiscal year for an index. The P-Card is set to $0 when the cardholder is defaulted to an index that is on budget hold. The budget office provides an email to Accounts Payable indicating when an index has no money or is over budget. This index is then verified through paymentnet system to see if anyone is defaulted to that account. At which time, the person/people are then placed to $0 until that index has been given additional funds. To reinstate/activate a P-Card, you need to contact your business manager.

OFFICE MAX PURCHASES

To set up Office Max purchases, a procedure policy (link listed below) to guide the purchase(s) of Office Max goods has been established. The policy explains the procedure(s) to follow and how to process an Office Max purchase.

http://www.utoledo.edu/offices/controller/accounting_reporting/pdfs/Office_Max_Procedure.pdf

In order for grant accounts to be placed on The University Office Max on line system the following procedures must be followed:

1. The Office Max On Line request form must be completed and signed by the Principal Investigator (PI) and any individual that is designated by the PI to process Office Max orders. This action will serve as the P. I.’s pre-approval of Office Max orders.
2. Once the form is completed fax the signed copy to Susan Brodie (248) 540-7838 at Office Max and a copy to Grants Accounting fax # 8766.
3. Also, forward the signed original to Accounts Payable via campus mail, mail stop #451.
4. If the requested grant is approved, the Grants Accounting office will email Susan Brodie an approval to add the Grant(s) account to the Office Max list.
5. Once an Office Max order is made, the individual placing the order will complete a Fast Order Requisition with the appropriate grant index number(s) and a description of the materials ordered.
6. The Fast Order Requisition must be signed by the Principal Investigator and the individual who placed the order. In cases where a Principal Investigator orders direct, a second signature is required of either the supervisor or the Business Manager for the College/department.
7. Once an order is processed and received all receipts must be attached to the Fast Order Requisition and submitted to Accounts Payable by the 15th of the month.
8. If appropriate procedures are not followed and documentation is not provided to accounts payable, in a timely manner, the grant index will be removed from the Office Max list and departments will be responsible for charging the expenses to the department account.

The link listed below will take you to the Grants Accounting website to obtain the Office Max form to be filled out. Once the site is open, look for the “Office Max On Line Request Form” link listed towards the bottom of the site.

http://www.utoledo.edu/offices/controller/grants_accounting/forms.html

REIMBURSABLE EXPENSES

Under Federal, State and/or University Policies certain expenses are not reimbursable from University funds. Any exceptions will require prior approval from the divisional vice president, provost, or Presidents office to be allowed. Some examples of reimbursable expenses include:

• Expenses relating to University business travel as outlined by the Travel Policy
• Conference registration fees
• ATM service fee for cash advance when in conjunction with travel

NONREIMBURSABLE EXPENSES

Under Federal, State and/or University Policies certain expenses are not reimbursable from University funds. Any exceptions will require prior approval from the divisional vice president, provost, or Presidents office to be allowed. A partial list of examples of Nonreimbursable expenses include:

• Alcohol and alcoholic beverages are not reimbursable. 
• Political influencing messages of any type.
• Tickets for any on or off-campus events.
• Some departmental expenses are not reimbursable such as:
  • Departmental staff meals, parties, or office entertainment supplies for staff (coffee, sugar, cream, pop, cups, etc.)
  • Staff Gifts (examples include retirement, farewell, Christmas, birthday and baby).  This includes gifts for student workers.
  • Staff Awards other than University wide sponsored awards

A full list of expenses that are classified as “nonreimbursable” can be located under the Accounts Payable website at: http://www.utoledo.edu/offices/controller/accounts_payable/index.html

MILEAGE RATE(S)

For privately-owned vehicles, reimbursement will be allowed up to the Internal Revenue Service (“IRS”) standard mileage rate at the time of travel per mile of authorized business travel. An exception may be a grant that authorizes less than the “IRS” standard mileage rate. The mileage rate is to cover all expenses incurred for using the privately owned vehicle except parking fees and tolls. All employees are expected to follow the prudent person rule and use reasonable judgment in selecting the appropriate mode of transportation factoring cost, availability, safety, and efficiency.

As of January 1, 2011 the reimbursable mileage rate for use of a privately-owned automobile or if no Government-owned automobile is available will be $0.51 per mile. The University holds the right to reimburse at the less expensive mode of transportation.

Mileage will not be reimbursed for the following and should not be requested on the “Employee Travel and Reimbursement Form”:

• travel between work and home;
• travel from home to a point between a traveler’s home and primary work site;
• travel between the University campuses (Main Campus, Health Science Campus, Scott Park Campus, Center for the Visual Arts, Stranahan Arboretum, Lake Erie Research Center);
• and travel between buildings on the individual University campuses named above.

Travelers interested in deducting mileage for tax purposes are encouraged to explore the matter with a tax advisor. An individual who uses a privately-owned vehicle on University business must meet liability insurance requirements of the motor vehicle financial responsibility laws of the state of Ohio. Any accidents that occur while a traveler is on University business should be reported immediately to the department of risk management at the University. Further information on travel and/or expense reimbursement guidelines may be obtained by going to the Accounts Payable website or by clicking on the link listed at the bottom of the prior page.

PHOTOCOPYING/PRINTING

PHOTOCOPY CHARGES

The University provides printing, photocopying and other related business services to conduct and support University business. These services also will be offered to students, faculty and staff in accordance with the University procedures. Photocopy charges are the costs charged to your department/area for making photocopies. At this time, there is no report in either Banner or WRL available to view the detailed charges to your department/area. However, there is a person available to contact in order to receive the detailed photocopy charges, how many photocopy machines are being charged to your department/area of responsibility and where the machines are physically located. In order to receive and view this information, you only need to send an email to Julie A. Graham the Sr. Financial Analyst in the Controller’s office Julie.Graham2@utoledo.edu. Please state in your email to Julie your index number and for what months you need a breakdown of photocopy charges. Please keep in mind that the basic charges for photocopies are $.07 per page in black and white compared to $.50 per page in color.

PHOTOCOPIER CONTACT

Photocopy machines are the responsibility of “Auxiliary Services Department”. Should your department/area have a request/need for a machine, need to upgrade your machine, or want to change the photocopier machine, you need to contact the “Director of Auxiliary Services” Joy Gramling at either telephone: 419.530.8709 or via email Joy.Gramling@utoledo.edu.

PRINTING

Printing/reprinting of materials funded by a University account may be handled by the University print shop, which has first right of refusal to handle the job or not. The Print Shop is located in Westwood Annex (WA) Mail Stop: #212 and can be contacted via telephone: 419.530.7351 or fax: 419.530.3718 Monday thru Friday 8:00AM - 5:00PM. Material or copy (other than items specified by the publications office) which does not require special design or artwork and is in final form for reproduction (camera-ready) should be submitted directly to the University print shop. Copyright compliance is the responsibility of the end-user. Materials which are being reproduced for sale to students for class use are to be sold through the University bookstore. No materials are to be sold directly to students in class.

Printing charges are the costs charged to your department/area for printing or reprinting of materials. There is a report titled “Print Shop Monthly Details” available in WRL under “Public”, “Finance” and finally under “General Accounting” folder. This report displays all Print Shop orders for the selected order date range and for the selected Index. Data shown includes Calendar Year, Month, Banner Index, Banner Account, Job Number, Job Type, Date and Price. User inputs include “Start Date”, “End Date” and “Index”.

COPIER SERVICES

For color and black-and-white copying needs, clients can e-mail documents to westwoodprintshop@utoledo.edu. The e-mail should include all pertinent information, such as quantity, number of pages, one- or two-sided, collation, stapling, type of paper, binding, folding, etc. Also include an account number, delivery destination (campus, building and room number), and name. Please include a phone number in case there are any questions about the order.