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Accounts Payable

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UNLV Controller s Office University of Nevada Las Vegas Accounts Payable Department Accounts Payable TRAVEL TRAINING Presented by: THE TRAVEL TEAM – PowerPoint PPT presentation

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Title: Accounts Payable


1
UNLV
Controllers Office
University of Nevada Las Vegas
Accounts Payable Department
  • Accounts Payable
  • TRAVEL
  • TRAINING
  • Presented by
  • THE TRAVEL TEAM
  • MEGAN AND MARYEVETTE

Last Updated 09/10/2010
2
Accounts Payable Management
  • Controller
  • Chris Viton
  • Call 895-3517
  • Deputy Controller
  • Vacant
  • Call 895-3517
  • Assistant Controller Accounts Payable Manager
  • Yvette Walton
  • Call 895-1143
  • Accounts Payable Travel Team Supervisor
  • Alo Faleafine
  • Call 895-1156

3
Accounts Payable Information
  • CAMPUS SERVICES BUILDING
  • Accounts Payable Office
  • Second Floor Room 245
  • Mail stop 1053
  • Fax 702-895-1519
  • Important Phone Numbers
  • Front Desk 702-895-3822
  • Travel Team 702-895-1156
  • Vendor Team 702-895-1157
  • Yvette Walton (AP Manager) 702-895-1143

4
accountspayable.unlv.edu
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6
Travel Team Responsibilities
  • Alo
  • Process Travel Advances
  • Diners Club Card Account Manager
  • Diners Club Ghost Card Reconciliation
  • Regent Travel
  • Travel Training
  • Megan
  • Process Travel Documents Letters (A-H)
  • Process Enterprise Invoices

7
Travel Team Responsibilities
  • Sondra (Temp)
  • Process Travel Documents Letters (I-P)
  • Mary
  • Process Travel Documents Letters (Q-Z)
  • Process Ryans Express Invoices

8
EFT Direct Deposit Info
  • Currently, any UNLV employee with direct deposit
    are eligible for EFT reimbursements, with some
    exceptions.
  • Student workers (depending on HR status)
  • UNLV students (non student workers)
  • Any eligible employee with no direct deposit
    information
  • EFT Files are sent every morning to the bank for
    distribution. May take up to two days to post to
    your account.

9
The Travel Document
  • Getting your travel bucks back!

10
Travel Document Info
  • Travel document(s) can be found on the Accounts
    Payable Website (http//accountspayable.unlv.edu/f
    orms.html)
  • Travel document numbers are issued by Accounts
    Payable Manager Yvette Walton.
  • Email Yvette, requesting a block of numbers.
  • Payment Voucher and ISP numbers are issued by
  • her as well

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15
Why use a travel document?
  • Any expense incurred while in Travel Status,
    needs to be reimbursed on a travel document.
  • Also, the travel document is proof a trip took
    place on behalf of UNLV.

16
What is travel status?
  • Currently, any authorized traveler (Employee,
    Student, Volunteer), traveling 75 miles or more
    outside of Las Vegas is considered on Travel
    Status.
  • Travel Status begins 2 hours before the
    departure time (3 hours for foreign travel) and
    ends with the arrival time on the flight
    itinerary.

17
WHO IS AUTHORIZED TO TRAVEL ON A TRAVEL DOCUMENT?
18
Employees Volunteers set up by HR in
HRMS Students in SIS/People Soft system
19
Completing Sections I II on a travel document.
  • These sections need to be completed before the
    trip takes place!

20
Section I
  • Complete the following areas
  • Vendor Code
  • EXXXXXXXXX (Employee ) (No SSN please)
  • SXXXXXXXXX (Student )
  • VXXXXXXXXX (HR issued Volunteer )
  • Purpose Conference, Meeting, Research,
    Field Work etc.
  • Please be as detailed as possible.
  • Destination City determines lodging and meal
    per diem rates.

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Section II
  • Make sure to check account funds carefully.
    Insufficient funds in the account when the TD is
    submitted to A/P will delay processing.
  • Use the following Advantage Tables for
    verification
  • Type Advantage Table
  • Fund ORGN
  • Agency ORGN
  • Organization ORGN
  • Object OBJT
  • Sub-Object SOBJ
  • Available Funds ESUM
  • Make sure that lines 30, 21 23 or 24 have been
    set up for each budget line The Budget office
    can help you create these lines if you need to do
    so.
  • You may also use Financial Data Warehouse to
    check account numbers however that information
    is a day old.

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After completing Sections I II
  • Make sure accounts listed have sufficient funds
    for travel (21-line).
  • Ensure the proper signatures are on the left side
    of the travel document
  • Travelers Signature
  • Supervisory Signature
  • Signature Authority Signature
  • Hold on to document until completion of the trip.

25
Prepaying Expenses
  • Some expenses may be prepaid so the traveler does
    not have to come out of pocket too much.

26
Prepayments
  • Many travel expenses (Airfare, Lodging,
    Conference Registration etc.) may be prepaid
    using
  • P-Card
  • Ghost Card only for airfare.
  • Payment Voucher to issue a check to the vendor
  • Travel Advance only for meal per diem.

27
P-Card Purchases
  • P-Cards can be used for travel expenses like
    lodging and car rentals.
  • Exception signatures for lodging are still
    required, even if purchased by P-card.
  • All P-card purchases are audited to ensure
    compliance with the travel policy.
  • Please Note The TD for all travel related
    items must be documented on PVS transaction
    review in the description field and your
    statement of accounts.

28
Prepaying Airfare
  • P-Card
  • Ghost Card
  • Complete sections I II of travel document
  • Fax to vendor
  • Kozals Travel
  • Phone 702-798-1004/1009
  • Fax 702-798-8590
  • Prestige Travel
  • Phone 702-253-9909 ext 132
  • Fax 702-253-1153
  • http//accountspayable.unlv.edu/Trvlman/ap_k.htm

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Prepaying Lodging
  • Lodging (make sure to check GSA rates before
    making lodging reservations)
  • P-card
  • Use credit card authorization form only if room
    and taxes are to be charged to the P-card
  • Payment Voucher
  • Attach reservation confirmation showing
    travelers name and total amount to be charged
    with detail (rate per night, taxes, and fees)
  • NOTE W-9 AND VENDOR APPLICATION FORM IS
    REQUIRED FOR ALL NEW VENDORS.

31
Prepaying Conference Registration
  • Registration
  • P-card
  • Payment Voucher
  • Attach completed registration form, invoice, or
    confirmation which should include travelers name
    and amount to be charged with detail
    (registration fees, workshop fees, banquets,
    dinners etc.)
  • NOTE W-9 AND VENDOR APPLICATION FORM IS
    REQUIRED FOR ALL NEW VENDORS.

32
Travel Advances
  • Who can request a Travel Advance
  • Employees or Students
  • Employees with Diners Club card cannot
  • Volunteers are not eligible
  • What constitutes a Travel Advance
  • Advances are only given for the meal per diem you
    were to receive on the trip.
  • Employees receive 100 and Students receive 75
    of meal per diem.
  • If a traveler requires a travel advance
  • Need Travel Document (Sections I II completely
    filled out), Travel Itinerary Worksheet, and
    airline itinerary
  • Indicate on the travel document in the line
    provided (I request an advance of_____) the
    requested advance amount.
  • Have the TD signed by the traveler, supervisor,
    and signature authority
  • If team travel, attach list of all the travelers
    and airline itineraries
  • Advances will be issued 5 business days before
    the trip begins and is available for pick-up by
    the traveler or their representative
  • All advances must be submitted for reconciliation
    within 15 working days of the end of the trip.

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Recap
  • Travel Document, Sections I II, must be filled
    out before the trip takes place, to authorize the
    trip.
  • Obtain signatures
  • Pre Pay any expenses so the traveler does not
    have to come out of pocket.
  • Hold on to the travel document until trip is
    complete

35
Completing Section III of the travel document.
  • Complete this section only after the trip has
    taken place.

36
In order to complete section III of the TD, you
need the following
  • Travel Itinerary Worksheet.
  • List of expenses that were prepaid.
  • All receipts relating to the trip.

37
Completing the Travel Itinerary Worksheet (TIW)
  • Note all expenses in the corresponding boxes per
    day (ex. Lodging per night, car rental per day
    etc)
  • Per Diem Rates (Lodging and Meals)
  • GSA Website www.gsa.gov (click on per diem
    rates)
  • If meals were hosted while traveling, write
    hosted in the corresponding box
  • If meals were provided at a conference, write
    conf in the corresponding box
  • Is mandatory for all travel documents.

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39
RECEIPTS!!!
  • If you want your travel bucks back, then we need
    them

40
Receipt Policy(applies to TDs and PVs)
  • Original Receipts are required and must include
    the following
  • Date of Purchase
  • Contains the Vendor/Business Name
  • Total amount paid
  • Description of what was purchased
  • Taxi receipts should have details such as date,
    amount and To/From locations
  • Method of Payment-(Type of payment Visa,
    Discover, AMEX, MC, Cash, Check etc) If MC
    payment, please be sure the receipt shows the
    last 3 digits of the MC.
  • Affidavit for Lost Receipt Form available on our
    website (can not be used for airfare, lodging,
    and conference registration.)
  • Note each day, cost of 25 or less does not
    require receipts for taxi, bus, shuttle and
    parking fees.
  • Altered receipts may not be accepted without a
    valid explanation
  • of the alteration and who altered it

41
Airfare
  • Follow Receipt Policy
  • Check the box indicating who paid the airfare
    expense.
  • If paid by UNLV, please indicate by referencing
    PV, PO, P-card, Travel Agency etc. and deduct
    expense in deduction area.
  • Attach airline itinerary that includes flight
    dates, times, passenger name and method of
    payment.
  • Airline itinerary is required even if UNLV did
    not pay for the airfare.
  • Flight dates and times are used to verify trip
    dates and meal per diem reimbursement
    (constitutes travel status.)
  • Can not use Affidavit of Lost Receipt for
    Airfare.

42
Personal Auto
  • If claiming mileage reimbursement, then one of
    the following is required
  • Mileage log
  • Odometer readings
  • To and From address
  • Time departed and arrived
  • Mapquest
  • Personal Convenience vs. UNLV Convenience?
  • UNLV Convenience 0.50 - An employee using their
    own personal vehicle for UNLVs convenience.
  • Personal Convenience 0.25 An employee using
    their own personal vehicle for the employees
    convenience.

43
LODGING(Room Tax Only)
  • Lodging rates
  • Found on GSA Website www.gsa.gov (click on per
    diem rates).
  • Click on state you are traveling to
  • Locate city or county to obtain per diem lodging
    rate
  • If city is not listed, use the county locater by
    clicking on visit the National Association of
    Counties (NACO) website
  • Select state from drop down box.
  • Click on letter for your city which will
    determine your county.
  • Find your defined county on GSA website to
    determine the lodging rate. (if you cannot locate
    your county then use the standard CONUS rate)

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  • Please be aware of the specific time frames for
    GSA rates.

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  • City of Elko, nor Elko County is listed in the
    GSA table for Nevada. Therefore, the CONUS rate
    must be used for lodging and meals.

51
What if the GSA rates are not high enough?
  • We do grant exceptions for lodging rates!

52
Exceptions to the lodging rate
  • Lodging rate exceptions are based on surveyed and
    non-surveyed sites.
  • Surveyed site is defined by cities and counties
    specifically listed in GSA table.
  • Non Surveyed site is any city or county not
    listed in the GSA table.
  • Lodging exceptions rates are as follows
  • In State (NEVADA)
  • Surveyed NO EXCEPTIONS The rate show on the
    GSA table is the allowable rate per night.
  • Non-Surveyed - 150 of CONUS Rate so, 70 (CONUS
    Rate) x 150 105.00
  • Out of State
  • Surveyed - 175
  • Non-Surveyed - 300 so, 70 (CONUS Rate) x 300
    210.00

53
Lodging Exceptions (cont.)
  • Lodging exception conditions
  • Condition A Lodging is procured at a
    prearranged place such as a hotel where a
    meeting, conference or training session is held.
  • Condition B Costs have escalated because of
    special events lodging within prescribed
    allowances cannot be obtained nearby and costs
    to commute to/from the nearby location exceed the
    cost savings from occupying less expensive
    lodging.

54
Lodging Exception (cont.)
  • In order to get the lodging exception rate, you
    need the following things
  • Fulfill one of the lodging exception conditions
    (A or B)
  • Lodging Exception Approval Form
  • Located on the UNLV Accounts Payable Website
    (http//accountspayable.unlv.edu/forms.html)
  • Exception Signature Authorization
  • Associate Dean, Dean, Associate Vice President,
    Vice President, Vice Provost, Provost, and
    President.

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Lodging (cont.)
  • Upon check out make sure to obtain a detailed
    itemized final folio which includes the method of
    payment and a zero balance.
  • ITEMS NOT REIMBURSABLE
  • INCLUDE BUT ARE NOT LIMITED TO
  • Room Service
  • Restaurant Charges
  • Phone calls that exceed the 10.00 limit per day
    allowed for personal usage.
  • Safe Rental
  • Movies
  • Tips
  • Refreshment/Mini Bar

58
Lodging (cont.)
  • Cannot use affidavit of lost receipt
  • Call vendor to obtain a duplicate folio

59
Domestic Meal Per Diem
  • Given according to the following time table
  • Breakfast 1200AM-1000AM
  • Lunch 1001AM-300PM
  • Dinner 301PM-1159PM
  • Rates can be found on GSA website www.gsa.gov
  • Travel status starts 2 hours before flight
    departs and ends when plane lands.
  • If traveling by vehicle, the TIW will list the
    departure and arrival times.

60
Domestic Meal Per Diem (FY11)
  • Incidentals are 5 per day and are not taken out
    even if a meal was provided.
  • When filling out the TIW, use the amounts below
    for Breakfast, Lunch and Dinner.

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Host Expense
  • Original Receipts Required (see Receipt policy)
  • Correct Host Account
  • Dean, VP or Higher Authority must sign for the
    Host Expense
  • Host Explanation Form must have the following
    information
  • Who business relationship
  • What what was purchased
  • Where- where hosting took place
  • When dates and times
  • Why business purpose
  • Tips on hosted meals are reimbursed up to 20
  • Host Policy is covered in depth in Vendor Training

63
Registration Fee
  • Follow receipt policy
  • Cannot use affidavit of lost receipt
  • Call vendor for duplicate receipt

64
Car Rental Policy
  • http//accountspayable.unlv.edu/Trvlman/car_rental
    .html
  • In-state All car rentals occurring within the
    Reno/ Carson City area are required to rent
    through the State of Nevada Motorpool.
  • All car rentals occurring within Las Vegas are
    required to rent with Enterprise (formerly UNLV
    Motorpool).
  • Out-of-state car rentals go through contracted
    rental agencies (Enterprise, National or Hertz).

65
Car Rental Contracted Agencies
  • Use of the contracts are mandatory.
  • VENDOR PHONE ACCOUNT
  • Enterprise / National 800-499-8370 XZ54WNV
  • National (one way only) 800-499-8370 XZ54097
  • Hertz Corp. 800-654-3131 CDP 88103

66
Rental Miscellaneous
  • Original receipt is required
  • Should include itemized list of charges (i.e.
    rental charge, taxes, surcharges)
  • Dates of rental
  • Items not reimbursable but not limited to
  • Satellite radio
  • Navigation system

67
Car Rental (cont)
  • Follow receipt policy
  • Cannot use affidavit of lost receipt
  • Call vendor for duplicate receipt

68
Taxi, Bus, Shuttle, Parking etc.
  • Original receipt showing date and amount paid.
  • Tips on Taxis are not reimbursable
  • It is assumed that the method of payment is cash.
  • Each day, cost of 25 or less does not require
    receipts for taxi, bus, shuttle and parking fees.

69
Other (specify)
  • The Other line items are used to list the
    following expenses
  • Fuel (for vehicle leased/rented from recognized
    agencies only)
  • Supplies
  • Equipment Rental
  • Books
  • Internet service
  • Phone Calls (Certify Business or Personal)
  • Misc.

70
Completing Section III (cont)
  • After Section III is completely filled out
  • Must have travelers signature
  • Must have supervisors signature
  • Must have signature authoritys signature
  • If lodging is over the out-of-state lodging
    allowance, need the Dean or higher signature for
    lodging exception
  • If lodging is over the in-state lodging
    allowance, need the Dean or higher signature for
    lodging exception
  • If hosting reimbursement is requested need Host
    Signature

71
Review
  • After all sections have been completed, double
    check
  • Math make sure totals are correct
  • Math deduct all prepaid items
  • Check accounts for sufficient funds
  • Approval make sure all approvals required have
    been obtained
  • Submit to the Accounts Payable Department for
    reimbursement processing
  • Let us take the trip with you

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Travel Object/Sub-Object Codes
State Funds (Hard Money) or Soft Money In-State
Travel 30 Line Out-of State Travel 21
Line Airfare T1 / Other T2 Airfare T3 /
Other T4 Lodging LO / Car Rental
CR Lodging LO / Car Rental - CR Foreign Travel
21 Line Team Travel 30 Line Airfare T5
/ Other T6 Airfare T7 / Other T8 Lodging
Car Rental T6 Lodging TL / Car Rental -
TC Grant Accounts (2330-2399) In-State Travel
23 Line Out-of-State Travel 23 Line Airfare
T1 / Other T2 Airfare T3 / Other
T4 Lodging LO / Car Rental CR Lodging LO /
Car Rental - CR Foreign Travel 24 Line Team
Travel 23 Line Airfare T5 / Other
T6 Airfare T7 / Other T8 Lodging LO / Car
Rental - CR Lodging TL / Car Rental - TC Team
Foreign 24 Line Airfare T7 / Other T8 (No
TL or TC)
74
Foreign Travel
  • Treat like out of state travel.
  • Traveler is responsible for translating any
    receipts/documentation being submitted.
  • Department is responsible for converting foreign
    currency into US Dollars.
  • Attach a copy of the online conversion to the
    claim
  • Conversion Calculator can be found on the Travel
    Website (www.oanda.com)
  • Foreign lodging and per diem rates located on the
    GSA website (www.gsa.gov, link will take you to
    the State Department website.)
  • Please note the foreign rate is inclusive of the
    incidentals (use FTR Appendix B for the meal
    breakdown.)
  • Same exceptions apply to the lodging rates as
    with out of state travel.
  • Use other rate if city is not listed for
    lodging and meal per diem.

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Meals Breakfast Lunch Dinner
Incidentals
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Amended Travel Documents (TD)
  • Send a copy of the Front Page of the original
    document and highlight the expense(s) to be
    reimbursed if its an expense that showed on the
    original doc.
  • Attach the back-up/receipts for the charge
  • Place an A after the TD number in the top left
    corner of the Travel Document
  • Write Amended at the top of the Travel Document
  • If its additional expenses then complete a new
    doc, and obtain new signatures.

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What else does the Accounts Payable Travel Team
do?
84
AP Travel Responsibilities
  • Candidate reimbursements and recruitment expenses
  • Moving Allowances
  • Local Mileage documents
  • Pre Payments of Lodging, Conferences, Airfare,
    and any other travel pre payments
  • Enterprise/Motor Pool Invoices
  • Diners Club Card Account Manager
  • Diners Club Ghost Card payments
  • Travel Advances
  • Travel Documents

85
Candidate Travel
  • Candidate travel (Student and Employment) is
    processed on a payment voucher
  • Attach a TIW showing all expenses
  • Are paid meal per diem and not reimbursed actual
    meal expense
  • Reimbursement is of original receipts only
  • Must have method of payment on reimbursable
    receipts
  • Must have position / search number on the PV
  • Tips are not a reimbursable item
  • Airfare is paid out of 30-C3
  • Lodging is paid out of 30-CL
  • Car rental is paid out of 30-CC
  • Other reimbursable items (meals) are paid out of
    30-C4

86
Recruitment Expenses
  • Recruitment reimbursements to UNLV Employees or
    Students are paid on a PV.
  • Attach the original itemized receipt showing the
    method of payment
  • Requires search/position number
  • Payments to vendors and reimbursements to UNLV
    Employees or Students for recruitment expenses
    are coded to 30-RC
  • Tips on recruiting meals are reimbursed up to
    20.

87
Moving Allowances
  • DescriptionThis policy covers moving expenses
    as they apply to employee candidates. (NRS
    281.167 SAM 274.0)PolicyGeneral Policy
  • A new employee may be paid a single sum for
    moving expenses provided the move is at least 50
    miles from the employee's last location. This is
    the only payment method used by UNLV.
  • The amount of this payment will be specified in
    the Letter of Offer to the employee candidate.
  • The new employee should be advised that there are
    tax consequences associated with this payment.
    The new employee should explore these with a
    qualified tax specialist.
  • Submit on a Payment Voucher and attach the signed
    Letter of Offer
  • Use Object 30 and Sub Object 49 Some things to
    remember
  • May not be paid from hard money (21XX accounts)
  • Payment will be made only after receipt of the
    signed acceptance of the UNLV Letter of Offer
    from the new employee
  • An employee who has been paid the single lump sum
    and who voluntarily terminates his/her employment
    within one year after beginning work, must repay
    the amount of the payment to UNLV
  • UNLV may withhold the amount of the repayment
    from the employee's regular or final payroll
    check
  • UNLV may not give tax advice
  • Please refer to NRS 281.167 SAM 274.0
  • Questions concerning the Moving Policy should be
    referred to the Travel Team at 895-1156

88
Pre-Payment of Conferences
UNLV
Controllers Office
University of Nevada Las Vegas
Disbursements Department
  • Local Conferences (within 75 miles of Las Vegas)-
    Prepay on a payment voucher or pay using your
    PCard. Attach a copy of the conference
    schedule/brochure and completed registration
    form.
  • Travel Status Conferences (outside 75 miles of
    Las Vegas) Prepay on a payment voucher or pay
    using your PCard. Attach a copy of the conference
    schedule/brochure and completed registration
    form.
  • Meal per diem will not be paid for meals included
    with the conference while on travel status.
  • While in travel status Departments may pay for
    conference extras (workshops, luncheons, tours,
    etc.) if included within conference fees.
  • Please allow ample time for processing as certain
    vendors may take time to set up.

89
Reimbursement of Conferences to Conference
Attendees
  • Local Conferences (within 75 miles of Las Vegas)
    Process on a payment voucher. Attach a copy of
    the conference schedule/brochure and completed
    registration form.
  • Travel Status Conferences (outside 75 miles of
    Las Vegas) Process on a travel document with the
    balance of travel expenses. Attach a copy of the
    conference schedule/brochure and completed
    registration form.
  • Meal per diem will not be paid for meals included
    with the conference while on travel status.
  • Make sure to include method of payment for all
    reimbursements
  • While in travel status Departments may pay for
    conference extras (workshops, luncheons, tours,
    etc.) if included within conference fees.

90
FAQs
  • What if no reimbursement is being requested Does
    a travel document need to be done?
  • How can I find a travel document?.
  • Do leave slips need to be included in all travel
    documents?
  • Why are there so many rules to travel?

91
UNLV
Controllers Office
University of Nevada Las Vegas
Accounts Payable Department
Why does Accounts Payable have so many policies
and procedures that we must follow?
  • NRS (Nevada Revised Statutes)
  • http//www.leg.state.nv.us/NRS/
  • NAC (Nevada Administrative Code)
  • http//www.leg.state.nv.us/NAC/CHAPTERS.HTMl
  • SAM (State Administrative Manual)
  • http//nevadabudget.org/wiki/index.php?title02
    00_Travel
  • IRS (Internal Revenue Service)
  • Tax Code, Regulations, Revenue Rulings, Revenue
    Procedures, Case Law
  • http//www.irs.ustreas.gov/
  • USCIS (U.S. Citizenship and Immigration Services)
  • Legal payments to nonresident aliens
  • http//uscis.gov/graphics/
  • BOARD OF REGENTS and CHANCELLORS MEMOS
  • http//system.nevada.edu/Board-of-R/Handbook/ind
    ex.htm
  • http//system.nevada.edu/Chancellor/index.htm
  • Accounts Payable payments and documentation are
    audited by many entities not limited to the
    Legislative Counsel Bureau, NSHE Internal Audit
    Dept, Board of Regents, Internal Revenue Service,
    PWC CPA firm.

92
Questions?
  • Thank You for your time!

http//accountspayable.unlv.edu/
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