March, April, May 2006 Edition Page 3
Page 1
Vice President Updates
New Budget System
Workplace Choice of Wisdom
 
Page 2
UHV Staff Scholarships
Mail Services
Spring Safety Training
 
Page 3
Travel FAQ
Purchase Requisition
ProCard Tips
AP Audit Efficiency
 
Page 4
Finance Reminders
Facilities Services
 
Page 5
Calendar Items
Personnel Changes
 

Travel FAQs

How do I seek reimbursement for a business meal which occurs during a trip?

Prepare a Purchase Category Code (PCC) 9 purchase voucher for reimbursement. Include your meal receipt, a list of attendees, and the business subjects discussed during the meal. Reference the travel request number in the voucher comments, and include a copy of the travel request in the voucher. Do not request the per diem meal allowance for that meal when preparing your travel voucher.

I have saved my meal receipts from a recent trip to Austin. They total more than $36.00 per day. May I be reimbursed for the full actual meal prices shown on the receipts?

No. The maximum UHV reimburses for actual in Texas meals is $36.00, the per diem meal rate.

I traveled to Houston for a one day workshop. I did not stay overnight. May I be reimbursed for my meals?

No. UHV does not reimburse for non-overnight meals unless they are business meals.

 

Purchasing On-line Requisition Entry

  1. Make sure you have a valid budget check on the requisition prior to getting cost center authority signature. 
  2. Add all comments for freight, computer purchases (i.e., consortium agreement), quote information, etc.
  3. Use ALL CAPITAL LETTERS when entering.
  4. Provide a complete description of the item(s) you wish to order, including part number
  5. Utilize the description field, only flow to the item description when you run out of room
  6. Put header/line comments in the appropriate fields.

ProCard Tips

When purchasing books for faculty review or a desk copy for classroom use for faculty, please ensure that the transaction log description includes the name of the book and for what class or what purpose the book was purchased.

Important!

  • To avoid compromising sensitive data and to comply with Payment Card Industry Standards, ensure that you are not storing any sensitive credit  card numbers on your computer.

  • The transaction log, both hardcopy and online, must only reference the last 4 digits of your credit card number.  There is no need to list the entire number.

  • Remember to safeguard any credit card information in your possession...Keep receipts, copies of transaction logs, journals and statements with sensitive information in a secure locked cabinet or file drawer.  If you do not have a lockable cabinet or file drawer, you must lock your office when you leave.

  • Online Credit Card Security Data training will be required for anyone having access to other cardholder credit card information such as staff who process transaction logs for other cardholders.  More details will be forthcoming in the days ahead.

 

AP Audit Efficiency

Accounts Payable audits will discontinue auditing voucher dates other than the invoice date but will continue to check for entry of all 4 dates under the "Calc Basis Date" link.  The departments will be responsible for entering the correct "Invoice Receipt Date," "Goods Receipt Date," and the "Acceptance Date" from their documentation.

 

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