Office Administration Guidelines and Contact Information
Detailed information on office administration policies, departmental purchases, accounts payable, print shop services, and contact details for various personnel. Tips provided on making departmental purchases, managing accounts payables, utilizing print shop services, and understanding the purchasing process.
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Presented by: Barb Shafer & Jill Brown
Contact Information Student Accounts/Cashier Mike Morgan 657-1711 Renee Haefer 657-1707 Rachel Brown 657-2140 Misty Keyser 657-1709 Account Payable/Travel Jill Brown 657-2151 Travel/Vacant 657-2301 Tami Eller 657-1706 JoAnn Rhodes 657-1683 Mailroom/Print Shop Sammy Oxendahl 657-2241/2330 System Analyst Connie Rohrdanz 657-2138 Barb Shafer Director 657-1710
Copiers & Printers Print Drivers per department Print Anywhere options \\papercut
Department Copiers vs Print Shop Department Copier Color Black/White Print Shop Color Black/White Single $.15/Page $.05/Page Single $.25/Page $.05/Page Double $.25/Page $.08/Page Double $.50/Page $.10/Page Labor $20/hr ($5min) $20/hr ($5min)
Print Shop Outsourced Items Envelopes Business Cards Continued availability Letterhead Booklets Folded Flyers
Departmental Purchases $5,000 and under. Use the method that best meets your departments needs. Shop around! Use your P-Card when possible. Departmental Purchase Order or Contracted Service Agreement recommended when appropriate, but not required. DPO s can be checked out in Business Services
Purchases requiring the Purchasing Dept. Limited Solicitations $5,000 to $25,000 (Services) $5,000 to $50,000 (Equipment/Supplies) Formal Bids IFB (Invitation For Bid) RFP (Request for proposal) $25,000 and above for services $50,000 and above for equipment/supplies
Accounts Payables Invoices & Statements Timing of Payments COSTCO Card Amazon Business EMACs
Hospitality Policy In accordance with the MUS Policy and Procedures, Section 205.4, expenses for official hospitality, community relations and public relations may be paid by a unit when those activities are directly related to the unit. Hospitality regardless of funding source to be reimbursable, food or entertainment expenses must be approved PRIOR to the event.
Travel Authorization Must be on file in Business Office prior to travel Traveler s name, ID No., Department name Advance requested have in Business Office 2 weeks prior to travel Appropriate signatures fund controllers (if traveler is fund controller a higher authority must sign) final authority www.msubillings.edu/boffice/travel.htm
Travel Reservations Conference Registration Airfare Hotel Rental Cars Enterprise Online Reservation account. etc
Travel Expense Voucher Notes to Users: *Do not change any items in column 5 or column 9. These are formulas and cannot be changed!!! *If mileage allowances change, enter new amounts in cell P34 & P35 only. STATE OF MONTANA IMPORTANT *Refer to instructions before preparing. *Do not submit vouchers more than twice monthly. TRAVEL EXPENSE VOUCHER NAME MSU-Billings 1500 University Dr Billings, MT 59101 Month/Year Name/Address Index I.D. No. Briefly explain nature of trip(s). Purpose Attend ????? Travel Account Codes: 1 2 3 4 5 6 7 8 9 A M P M A M P M Mileage Allowance Miles X Rate Personal Car Mileage Per Diem Allowed Mode of Travel Allowances Departure Time Arrival Time Other Expenses Total Amount Day Travel Details Lodging Meals Meals 5/01 1 In Out 2 State State 3 Breakfast 5.00 Lunch Dinner totals 23.00 36.00 7.00 4 6.00 11.00 12.00 18.00 5 6 7 8 9 10 11 12 13 14 Mileage 3/04 15 16 per mile 0.445 <1000 per mile 0.415 >1000 17 18 11:20 Billings - SOMEWHERE Somewhere Somewhere Somewhere Somewhere Somewhere Somewhere - Billings CA $$$$ $$$$ $$$$ $$$$ $$$$ $$$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$$ $$$$ $$$$ $$$$ $$$$ $$$$ $$$$ $$$$ $$$$ $$$$ $$$$ $$$$ $$$$ $$$$ A 19 Mode 5/01 State Car 20 SC CA PC SA PA 21 Commercial Air Private Car State Aircraft Private Aircraft 22 23 24 10:04 CA P 25 26 27 28 29 30 31 10 Column Totals Less Travel Advance Received $$$$ $$$$ FOR AGENCY USE 11 12 Less Campus Credit Card Purchases Net Reimbursement Due Me Net Payment Due State Form 231 NO. Form 241 NO. Expense 13 14 $$$$ $$$$ Telephone, parking Misc. I hereby certify that: this is a valid travel claim to the State in accordance with statues and administrative procedures.
Collect all receipts for all expenses, except meals. Receipts must be detailed not summary. Meals are a set Per Diem Do not use a Pcard for Meals Meal Rates Out of State In-State Morning $13 Lunch $14 $7.50 $8.50 Dinner $23 $14.50 NEW FY20 Mileage * Mileage must be documented with Map Miles or Odometer readings. University Preferred method of Travel is Rental Vehicles If Personal vehicles are used Montana Standard is $0.279 per mile
Student Travel Authorization Clery Requirements
Foreign Travel Requirements Travel Authorization Minimum of 30 days prior Before any expenses occur Documents Required Participants List and All Emergency Contact Information Travel Itinerary Copy of Travelers Passport
PCard Dos & Don'ts Do Order Office Supplies Rent Vehicle Conference Registration Airfare Hotels Etc. Don t Travel Meals Tips Trip Insurance Entertainment Alcohol Personal Expenses Etc.
Chrome River Travel and Expense Management system Travel Pre-Approvals (Authorizations) & Expense Reports P-Card expense management Mobile access while on the go Web Browser from any device Chrome River Snap app for receipt capture Single Sign-On capability
Electronic Document Management All payments in Banner are being scanned into EDM. Please email Barb Shafer or Jill Brown for access & training.
DocuSign Available Forms Banner Payment Authorization (BPA) Hospitality PCard Application Print Requisition Travel Authorization Student Travel Authorization
Questions Barb Shafer, Director 657-1710 Jill Brown, AP Supervisor JoAnn Rhodes, AP Tami Eller, AP Vacant, Travel 657-2151 657-1683 657-1706 657-2301
