Effective Financial Management Guidelines for University Staff

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This comprehensive presentation covers essential guidelines for university staff regarding purchasing cards, clearing charges in Banner, organizing records, Pcard statements requirements, and restrictions on allowed expenses. It emphasizes the importance of accurate documentation, adherence to policies, and responsible financial practices to maintain compliance and efficiency in financial management processes.

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Presented by: Barb Shafer & Jill Brown

Purchasing Cards

Clearing Charges in Banner CLEAR ALL CHARGES IN BANNER CONSISTENTLY NO CHARGES SHOULD FEED TO BANNER UNDER THE DEFAULT ACCOUNT 62886 USE ACCURATE ACCOUNT CODES HTTP://WWW.MSUBILLINGS.EDU/BOFFICE/ACCTSPAYABLE.HTM ADD CONSISTENT, ACCURATE DESCRIPTIONS EXAMPLE: TONER/STAPLER/PAPER STEP BY STEP INSTRUCTIONS HTTP://WWW.MSUBILLINGS.EDU/BOFFICE/PDF/CC%20PROCESSES%2012-2018.PDF

How to Organize your Records CC Statement (Signed by Fund Controller/Department Head) All Corresponding receipts to each CC statement attached to the back of that statement Tape small CC receipts to a piece of recycled or blank page so it doesn t get lost. Send all documents to Business Services for review and Document imaging. **CC statements/reports will now be scanned into Banner starting FY19 and filed for retention in Business Services.

What needs to be included with the Pcard Statements?? IT Purchasing Approvals Travel forms Hospitality Approval forms Required for any food purchase Missing Receipt Forms (Missing receipt forms are ONLY allowed with Pcard reports and even then we Cannot over use them) *** Excessive use of the Missing Receipt form may revoke the privilege of the use of the University PCard.

Dont Forget What is Not Allowed Travel: Meals (This is part of the travel per diem. ) Tips, gratuities, porter services while traveling Entertainment Alcohol or any substance, material or service which violates policy, law or regulations pertaining to MSU-Billings. Consulting and/or personal services Personal expenses (briefcase, coffee, aspirin, Kleenex, dry cleaning, etc.) Cash Advances Plants, flowers, silk plants for office (Must take up a collection from your office staff to pay for these). Prescription drugs/controlled substances Telephones, cell phones, and related equipment Gasoline Payments to other MSU Departments (Bookstore/Sodexo) Payments for Timeshares (i.e. Lodging) Capital equipment or equipment with trade in. No computer equipment, software, or related items (You may use the purchasing card for computer supplies (discs, labels, peripherals and etc.) Any purchase that is prohibited by current MSU-Billings purchasing policies and procedures, www.msubillings.edu/boffice/ *** Non-Allowable Purchases are not limited to this list ***