Originally published 12/18/19; updated 12/19/19; 12/20/19; 1/09/20; 1/10/20; 9/22/20
As you may already know, the Controller’s Office has been reviewing the effectiveness of several processes and forms over the past eight months (many inspired by YOU!) and have identified enhancements that will make some travel, complex payment, and p-card processes easier to navigate and more effective. These changes went into effect Jan. 2.
|Travel Delegated Authority (DA)||
Going forward, the Controller’s Office will assess the effectiveness of the program at least annually to determine amendment opportunities.
Entertainment Expenditure Form
Note: The FBAE form will be accepted through Jan. 31, 2020; beginning Feb. 1, only the Entertainment Expenditure Form will be accepted.
|Missing Receipt Affidavit (MRA)||
Note that the Travel or Purchasing Card staff may still request that the payee attempt to obtain a more detailed receipt or otherwise document that a more detailed receipt is unavailable.
|IRS Mileage Rate||
|Comments in Bank of America Works System||
Departments may continue to include comments for internal departmental recordkeeping purposes, but as long as the P-card Office can verify the “5 Ws” from the receipt, they will no longer require a comment. Specifically, Grants and Contracts related p-card purchases will still require comments in the Bank of America Works System. Please consult with your business officer to determine what comments your department will require to be included.
|Sales & Use Tax Exemptions||
Reminder: All travelers should ask that sales tax be removed from hotel bills. Follow this FAQ.
Travel Reimbursement and Expense Report (TRER) receipt requirement: Only receipts for reimbursable expenses not paid for with a p-card must be submitted with the TRER. Make sure you enter the transaction number (TXN) obtained from the Bank of America Works system for all p-card payments associated with the trip, as prompted on the TRER.
Mobile Wallet: The use of mobile wallet with university p-cards is strictly prohibited. A mobile wallet is a virtual wallet that stores payment card information on a mobile device.
Join us for an informal p-card Works navigation training and Q&A session on Fri., Jan. 10, 2020, 10 am - 12 pm in CHHS 342. For details visit the Financial Services website.
These resources were updated and/or released in Jan. 2020. A reminder communication was sent in early January.
- Entertainment Expenditure Form (replaces the FBAE)
- Missing Receipt Affidavit
- Purchasing Card Reference Guide (PCRG)
- Purchasing Card Manual
- Travel Forms Package - includes the TA and TRER
- Travel Manual
- Mileage and Transportation Reimbursement Form
- Note: If you have 2019 mileage to submit for reimbursement use the 2019 MTR.
- FAQs - travel delegated authority (DA)
We know many of you have waited for a long time to see some of these changes be implemented. Your views and experiences have been instrumental in helping us successfully transition to these revised processes and resources. A separate communication was sent in January 2020 when these initiatives went live.
Email Amy Hisler, Associate Controller-Accounting and Disbursements, at firstname.lastname@example.org.