PCard ATM Cash Withdrawal/Miscellaneous Expenses Reconciliation Form VS. Travel and Business Hosting Expense Report Form - PowerPoint PPT Presentation

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PCard ATM Cash Withdrawal/Miscellaneous Expenses Reconciliation Form VS. Travel and Business Hosting Expense Report Form

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PCard ATM Cash Withdrawal/Miscellaneous Expenses Reconciliation Form VS. Travel and Business Hosting Expense Report Form Presented by the Flint Accounting Office – PowerPoint PPT presentation

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Title: PCard ATM Cash Withdrawal/Miscellaneous Expenses Reconciliation Form VS. Travel and Business Hosting Expense Report Form


1
PCard ATM Cash Withdrawal/Miscellaneous Expenses
Reconciliation Form VS.Travel and Business
Hosting Expense Report Form
  • Presented by the Flint Accounting Office
  • Dalana Moore

2
AGENDA
  • Definitions
  • PCard ATM Cash/Misc Exp Rec Form
  • Form Breakdown
  • Scenarios (1-4)
  • Travel Hosting Exp Report Form
  • Form Breakdown
  • Scenarios (56)
  • References
  • Documentation Guides
  • Summary of Reimbursable and Non-Reimbursable
    Expenses
  • Quick Tips
  • Resources

3
Definitions
  • PCard ATM Cash Withdrawal/Miscellaneous Expenses
    Reconciliation Form (ATM/MER)
  • Used in 2 Conditions
  • To voucher if the PCard Holder has ATM cash
    withdrawal capability on their PCard (max is 100
    per day).
  • The form details how the withdrawals are spent
    and accompanies the PCard statement in the same
    reporting period that the withdrawal was made.
  • To collect any travel or hosting reimbursement
    due to or from the PCard Holder.
  • Once a PCard Holder is approved to use their
    PCard for travel and/or hosting expenses, the
    PCard Holder can no longer use the Travel and
    Business Hosting Expense Report Form for
    reimbursement. The PCard Holder must use the
    ATM/MER form instead and submit it with their
    PCard Statement. A reimbursement will be
    processed based on the information provided on
    this form.

4
Definitions
  • Travel and Business Hosting Expense Report Form
    This form is an accounting for a trip or hosted
    event and is also used when a reimbursement is
    due for travel or hosting expenditures.
  • Note This form should only be used if the
    traveler DOES NOT have a P-Card.
  • The cover page is a summary and lists the
    ChartFields to which each major category of
    expenditures will be charged. Any Travel
    Advance(s) are also listed on the cover page to
    ensure the proper reimbursement is made.
  • The second page is a grid to detail each travel
    expenditure by day and type of expense.
  • The third page is a hosting form to complete when
    hosting activity must be reimbursed.
  • BOTTOM LINE
  • If the person is a PCard holder, they MUST use
    the PCard ATM Form!

5
PCard ATM/Misc Exp Form
  • Review the Form
  • Go over scenario's

6
(No Transcript)
7
Itemization for Travel Expense
8
Itemization for Hosting Expense
9
Mileage Log
10
Mileage Log for Odometer Reading
11
PCard ATM Scenarios
  • Completing the ATM Cash Withdrawal/Miscellaneous
    Expense Reconciliation Form
  • EXAMPLES
  • When submitting your PCard statement and
    receipts, you should also include the ATM Cash
    Withdrawal/Miscellaneous Expense Reconciliation
    statement if appropriate. This form should be
    attached directly behind your PCard statement if
    there is PCard activity for the month. If not,
    send the form in by itself. All vendor receipts
    should be attached to this form. Once completed,
    send the PCard and/or ATM Cash Withdrawal/Miscella
    neous Expense Reconciliation form to the Flint
    Accounting Office at 213 UCEN 1950.
  • Example 1
  • Tracy Taurus took 100.00 out of the ATM using
    her PCard. She used the cash for a research trip
    she took in September. During the trip she spent
    exactly 100.00. Therefore, she does not owe the
    University money, nor does the University owe her
    money.
  • Example 2
  • Tracy Taurus took 100.00 out of the ATM using
    her PCard. She used the cash for a research trip
    she took in September. During the trip she spent
    90.00. Therefore, she owes the University
    10.00. The reimbursement check should be
    indicated on this statement and included when the
    statement is sent to the Flint Accounting office
    on the 15th of the month.
  • Example 3
  • Tracy Taurus took 100.00 out of the ATM using
    her PCard. She used the cash for her mileage
    reimbursement for a meeting she had in Ann Arbor
    in September. Her mileage reimbursement is
    52.64 (118.29 miles round trip between Flint and
    Ann Arbor at .445 per mile). Therefore, Ms.
    Taurus owes the University 47.36.
  • Example 4
  • Tracy Taurus took 100.00 out of the ATM using
    her PCard. She used the cash for a research trip
    she took in September. During the trip she spent
    120.00. However, Ms. Taurus also watched a
    movie in her room during the trip. The cost of
    the movie was 10.00. Therefore, she owes the
    University 10.00, but the University owes Ms.
    Taurus 20.00.

12

Travel Expenses require an Event ID
13
Example 1
ALSO ATTACH THE FLINT TRAVEL/HOSTING
PRE-AUTHORIZATION FORM
14
Travel Expenses require an Event ID
15
Example 2
ALSO ATTACH THE FLINT TRAVEL/HOSTING
PRE-AUTHORIZATION FORM
16
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17
OPTION 1
Example 3
18
OPTION 2
Example 3
19
Travel Expenses require an Event ID
20
Example 4
ALSO ATTACH THE FLINT TRAVEL/HOSTING
PRE-AUTHORIZATION FORM
21
Travel Hosting Exp Form
  • Review the Form
  • Go over scenario's

22
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23
Itemization for Travel Expense
24
Itemization for Hosting Expense
25
Mileage Log
26
Mileage Log for Odometer Reading
27
Scenarios
  • Completing the Travel and Business Hosting
    Expense Report Form
  • Note This form is ONLY used if the person is
    NOT a PCard Holder!
  • SCENARIOS
  • The Travel Business Hosting Expense Report
    should be completed and all vendor receipts
    should be attached to this form. Once completed,
    send to the Flint Accounting Office at 213 UCEN
    1950.
  • Example 5
  • Tracy Taurus traveled for a research trip she
    took in September. During the trip she spent
    exactly 100.00 on travel related expenditures.
    Therefore, the University owes her 100.00 to
    reimburse her for her travel expenses.
  • Example 6
  • Tracy Taurus traveled to Ann Arbor for a meeting
    in September. Ms. Taurus drove her own car to
    the meeting from Flint and returned back to work
    after the meeting was over. Therefore, the
    University owes Ms. Taurus mileage reimbursement
    is 52.64 (118.29 miles round trip between Flint
    and Ann Arbor at .445 per mile).

28
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29
Example 5
ALSO ATTACH THE FLINT TRAVEL/HOSTING
PRE-AUTHORIZATION FORM
30
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31
Example 6
32
DOCUMENTATION GUIDE for Travel/Hosting
33
DOCUMENTATION GUIDE for Pcards
34
Summary of Reimbursable and Non-Reimbursable
Expenses
  • See Accounts Payable Website
  • http//www.procurement.umich.edu/pcards.html
  • Travel
  • Hosting Catering

35
Quick Tips
  • Documentation Order
  • Documentation Preparation
  • Documentation Needed
  • Rules
  • Most Common Accounts/Explanations
  • SEE HANDOUT

36
Resources
  • Travel Hosting SPG 501.4-1
  • http//spg.umich.edu/pdf/501.04-1.pdf
  • Websites
  • Procurement
  • http//www.procurement.umich.edu/
  • Financial Services Budget
  • http//vca.umflint.edu/fs/
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