STUDY ABROAD PROGRAM MANUAL FOR BUSINESS MANAGERS

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STUDY ABROAD PROGRAM MANUAL FOR BUSINESS MANAGERS

TABLE OF CONTENTS

1. AGENCY ACCOUNTS ... 2

ACCOUNT MANAGEMENT GUIDELINES ... 3

2. DEPOSIT ACCOUNTS & DETAIL CODES ... 4

DEPOSIT REQUEST FORM ... 5

DEPOSIT CODE REQUEST FORM ... 7

3. POSTING PROGRAM FEES TO STUDENT ACCOUNTS ... 8

STUDY ABROAD PROGRAM FEE DEPOSIT GUIDE ... 9

4. VENDOR & CONTRACT ROUTING FORMS ...20

FOREIGN VENDOR FORM ...21

W-9 ...22

CONTRACT ROUTING FORM ...26

5. INTERNATIONAL WIRE TRANSFERS ...27

WIRE TRANSFER REQUIREMENTS AND INSTRUCTIONS ...28

WIRE TRANSFER REQUEST FORM ...38

6. PROCUREMENT CARDS ...39

7. TRAVEL ADVANCES ...40

PROGRAM DIRECTOR CASH ADVANCE AGREEMENT ...40

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1. Agency Accounts

Study Abroad Program Directors at Georgia State University use program agency

accounts to manage their study abroad finances. This is an account in which fee money can be

deposited, e.g., when students pay their fees, the money is deposited directly into the account.

This money can then be used for the program costs by the Program Director. Agency Accounts

can only be created for official, approved study abroad programs. Only the named business

managers and official program directors will have access to the account for initiating

transactions, receiving cash advances and reimbursements. Once your program has been

approved, Study Abroad Programs will work Shirl Trawick (404-413-3073,

)

who will help you establish the account for your program.



A complete copy of the Study Abroad Agency Account Management Guidelines is

included on the following page. To view an online version, please follow this link:

Agency Guidelines

.



General Information about Study Abroad Agency Accounts is also available online.

Click

here

for general information about Agency Accounts. (Please note: some of this

information is outdated—not policies and procedures, just links and contact information.)



General information about Agency Accounts is available

here

.

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2. Deposit Accounts & Detail Codes

Once a study abroad program has now been approved and the agency account for the program

has been created, there are some additional steps that need to be taken.

1)

Request a Detail Code

2)

Create a Deposit Account for collection of student study abroad deposits by submitting a

‘Deposit Request Form’. (Click

here

for an online version of the Deposit Request Form

and see the copy below.)

3)

Monitor student payments to the deposit account (via Crystal Report)

4)

Post program charges to the students’ accounts through Banner (on April 1)

Firstly, Business Managers need to request the creation of a detail code for the agency account

with the detail code request form. (See the copy of the ‘Detail Code Request

Form-Departments’ below, or email

for a digital/editable PDF version.)

Secondly, if program directors want or need to collect deposits from students before April 1 (for

maymester and summer programs), it will also be necessary to establish a deposit account. Once

a deposit account is created, students will be able to log into their student account and make

payments towards their program fees. On April 1, Business Managers will post the program

fees for the study abroad programs, and this will pull over all the deposits that have been

collected into the agency accounts. Keep in mind, that program directors will be able to make

payments out of the agency accounts before April 1 as long as enough funds have been collected

in the deposit accounts to cover the payments.

Business Managers will be able to monitor the student deposit payments that have been made

through a Crystal Report (instructions below). Business managers will need to request access to

certain screens in Banner if they do not already have them such as TSAMASS and

TSAAREV. If Business Managers do not have access to the Student Accounts Crystal Reports,

they will need to request this access as well.

In order to track the deposits paid by your students, a report has been created in Crystal in the

University Reports folder. To run this report:

1. Log into Infoview

2. Select “Public Folders”

3. Select “University Reports”

4. Enter “Program Deposit Transaction Report” in the search bar

5. When prompted, enter the term for your program and your deposit code

6. Enter your campus ID and password to generate the report

This report will show the total dollar amount collected for your program.

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Deposit Request Form

Office of Student Accounts

100 Sparks Hall

404-413-2555

404-413-2144 fax

Complete and submit the Deposit Request form when requesting a new or updating and existing deposit.

Deposits are used when a department would like to allow students to pay for a program or service in advance of the charge being placed on their student account. Once the deposit has been set up, students are able to go online and pay the deposit via PantherPay. Students will be able to pay a deposit multiple times if required to do so (i.e. three deposit payments of $250 each). Once a deposit payment has been released (posted to a student’s account as a payment) it will apply to any outstanding balance on their account.

Form Instructions

Please complete all applicable fields.

Term: Indicate the term this deposit should post to. Deposits cannot be set up for terms that have already passed.

Deposit Amount: Provide the deposit amount you wish to collect. Study Abroad Payments only: If you will be requiring multiple payments, this amount should equal the amount of each payment installment you want to collect. Example A: Department A wants to collect a $1500 program fee. Each payment installment will be $500, so Department A enters $500 in the deposit amount field. Example B: Department B wants to collect a $5000 program fee. Payment installments will be $2500, $1000, $1500, so Department B enters $2500 in the deposit amount field to allow for a maximum of $2500 to be paid per installment.

Start Date/End Date: Indicate the earliest date you want to begin collecting deposits as the start date. Enter the last possible date you wish to collect deposits. The end date can be no later than the day before classes start for the term (full semester).

Deposit Name: Please list the name you want to call your deposit so your students will know which deposit to select to pay. This description will display in the drop down menu online for students.

Purpose of Deposit: Provide a brief narrative describing why your department needs to accept a deposit.

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Deposit Request Form

Requesting Department Information: New Request

☐

_{Update Request}

☐

First Name

: _____________________________

Middle Initial

: ____

Last Name

: ________________________

Title

: __________________________________

Phone

: _____

Email

: ________________________________

College

: _________________________________

Office/Department

: _______________________________

Program Term:

__________

Deposit Amount:

__________

Start Date:

____________

End Date:

_________

Deposit Name (to be displayed in PantherPay for students to choose):

__________________________________________________________________________________________

Please provide the purpose of this deposit and why it is needed:

--- STUDY ABROAD DEPOSITS ONLY---

Will multiple deposits be required?

Yes

☐

_No

☐

_{If Yes, List amounts & dates: __________________________}

Agency Account Number

(not Speedtype): ______________________________________________________

Program fee Detail Code

(must be requested separately):

______________

---

Requestors Signature ( i.e. Business Manager): ________________________________________ Date: _____________

Approving Official Name: ________________________________________________ Phone: ______________

Approving Official Signature: _______________________________________________ Date: _____________

Student Account/RRCS Office Only Below This Line

Deposit Code: ___________

Account Fund*

Org

Program

Class

Budget Year

Project/Grant

Line A

Line B

Release (Payment) Code: __________

Account Fund*

Org

Program

Class

Budget Year

Project/Grant

Line A

Line B

Deposit Detail Codes Set Up Approval (SA): __________________________ Date: ____________Forwarded to RRCS:____________ TBP Deposit Configured (SA):________________________________ Date: ______________ Department Notified:

Yes

☐

_No

☐

Accounting set up Approval (RRCS): __________________________________ Date: __________ Forwarded to SA: _____________ Payment Gateway Deposit Configured (RRCS): _________________________________ Date: ______________

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Detail Code Request Form – Departments

Requesting Department Information:

First Name

: _____________________________

Middle Initial

: ____

Last Name

: ________________________

Title

: _____________________________________________________

Phone

: _________________________

College

: _________________________________

Office/Department

: _______________________________

Panther ID

: _______________________

Email

: ___________________________________________________

Reason for Request:

Request a new Detail Code

☐

_{Change an existing Detail Code description or COA}

☐

Request that an existing Detail Code be inactivated

☐

Please describe why a new detail code is needed, an existing detail code needs to be changed, or a detail

code should be deactivated:

Please enter the description to be used in Banner (30 characters max). This is the description that will

appear on the customer’s bill: ________________________________________________________________

Provide Accounting Distribution for Revenue:

Account Fund*

Org

Program

Class

Budget Year

Project/Grant

Line A

*Charge detail codes must map to either a self-supporting [auxiliary] or agency fund.

Requestors Signature:

____________________________________________

Date:

_____________________

Approving Official Name:

_____________________________

Phone

: ___________

Email:

________________

Approving Official Signature

: _________________________________________________

Date

: ___________

Student Account/RRS Office Only Below This Line

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3. Posting Program Fees to Student Accounts

To post to student accounts, please follow the instructions below:

1. In the Direct Access field, type

TSAMASS

and press

Enter

to access the Billing Mass

Data Entry Form.

2. Type the detail code in the

Detail Code

field.

3. Press

TAB

to advance to the

Amount

field.

4. Type the amount in the

Amount

field.

NOTE:

To process a credit, you must put a (-)

before the amount. For example, to process a credit for 200.00, you would enter –

200.00. To process a charge, just enter the amount. For example, to process a

charge for 50.00, you would enter 50.00 in the amount field.

5. Press

TAB

to advance to the

Term

field.

6. Type the term code in the

Term

field.

NOTE:

If you don’t remember the term code

format, double-click in the term code field to pull up the term code validation table

and scroll until you find the term you want.

Note: Do not enter anything in the Document field or change the effective date!

7. Click on

Next Block

(or press Ctrl + PgDn).

8. Type the Panther ID in the

ID

field.

NOTE:

The detail code and amount you entered

above will default for each account number you enter.

9. Click on

Next Record

(or press the Down Arrow key).

10. Repeat steps 2 through 8 for each additional transaction.

11. Click on

Save

(or press F10).

12. Click on

Exit

(or press Ctrl + Q) to return to the Main Menu.

You can review the transaction you just posted in

TSICSRV

Closing your session after posting:

1. Type

TGACREV

in the

GoTo

… field and press ENTER.

TGACREV

form displays.

2. Type your

Banner ID

in the

Session User field

.

3. Tab to the

Session Number Field

.

4. Type the appropriate

Session Number

in the

Session Number Field

.

5. Click the

Save

button.

6. Click the

Next Block

button to get to the Session Detail section.

7. Click the

Next Block

button to review your cashier session summary.

8. From the

Options

menu, select appropriate items to review session activity

9. From the

Options

menu, select

Close

10. Click the

Exit

button. The main menu displays.

Below you will find the

Study Abroad Program Fee Deposit Guide

. This guide is designed to

assist you in effectively setting up and processing study abroad program deposits. Please click

here

for an online version.

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Introduction

The Office of Student Accounts is responsible for billing and collecting all receivables

recorded in the University’s centralized accounts receivable system, Banner Accounts

Receivable (Banner

AR). Student Accounts provides timely and accurate financial

information and services to support our customers in fulfilling their financial

responsibilities.

This guide is designed to assist you in effectively setting up and processing study

abroad program deposits. In addition to this document, please familiarize yourself with

the other important information on the Office of Student Accounts website

(

www.gsu.edu/studentaccounts

).

Overview of the Study Abroad Deposit Payment Process

The deposit process allows departments to determine the amount and timeline for

collecting funds for study abroad program fees in advance of the program start dates to

cover costs associated with the trip.

This is the only Student Account approved

process for collecting program fee payments in advance of the official posting

schedule for tuition and fees.

The process includes the following steps:

1. Program approval confirmation from Accounting Services.

This will include

agency account information needed for the set up of the detail code for the

program fee and deposit.

2. Deposit request from submitted to Student Accounts.

Student Accounts will

use the information on the form to set up your detail code for the program deposit

payment and to configure the deposit payment in PantherPay.

3. Students pay deposit payment via PantherPay.

Students access PantherPay

via PAWS and select the appropriate deposit payment to pay.

4. Fees post to student’s accounts for the term

. All tuition, mandatory fees, and

study abroad program fees will post for the term in July, December, and April for

the fall, spring, and summer terms respectively.

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Program Approval Confirmation

Once the appropriate agency account has been approved and created by Accounting

Services, an Agency Fund Agreement will be sent to the department with details. The

details on this agreement will be used to set up the accounting for the program fee

detail code and the program deposit codes. Once you have received this approval, you

should submit the

Deposit Request Form

to Student Accounts.

Deposit Request Form

A sample of the Deposit Request Form is included in the Appendix. Deposits are used

to allow students to pay for the study abroad program fee in advance of the charge

being placed on their student account. Effective spring 2013, all study abroad program

fee charges must post with the same schedule as tuition and fees for the term:

Instruction Term Tuition & Fees Begin Posting Summer 2nd_{Business day in April}

Fall 2nd_{Business day in July}

Spring 2nd_{Business day in December}

The following fields are included on the request form:

Term

: Indicate the term this deposit should post to.

Deposits cannot be set up for terms

that have already passed.

Deposit Amount

: Provide the deposit amount you wish to collect.

• Multiple Payments

: Some departments may wish to collect their program fee in

installments.

o

Example 1: Department A wants to collect a $1500 program fee in three

installments of $500.

Department A would enter $500 in the deposit

amount field

. Student Accounts will set up the deposit payment to

require a minimum of $500 (to restrict the amount that a student can pay).

o

Example 2: Department B wants to collect a $2500 program fee in

installments of $500, $1000, and $1000.

Department B would enter

$1000, the largest of the payments in the deposit amount field

.

Student Accounts will set up the deposit so that there is no minim payment

amount, and a maximum of $1000.

o

Rule of thumb: enter the maximum amount you want the student to be

able to pay at one time.

• Please note Student Accounts will not be responsible for monitoring deposit

payment installments. Each department must provide information regarding

payment due dates and amounts to students, and monitor the deposits payments

internally. A Crystal Report named

Program Deposit Transaction Report

has

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been created in for your convenience. This report will detail all deposits posted

by each student by term.

Start Date/End Date

: Indicate the earliest date you want to begin collecting deposits as

the start date. Enter the last possible date you wish to collect deposits. The end date

can be

no later

than the day before fees post for the term (see above chart).

Purpose of Deposit

: Provide a brief narrative describing why your department needs to

accept a deposit. Also outline the payment amounts and deadlines if you will require

multiple deposits.

Multiple Deposits:

Indicate whether or not you will be requiring multiple deposits.

Program Fee Detail Code

: If you already have a detail code created for your study

abroad program fee, indicate that here. Also include the detail code on the next line.

Agency Account Number

: Include the agency accounting information provided by

Accounting Services.

PantherPay Deposit Process

PantherPay is Georgia State University's secure web-based billing and payment

system for viewing and paying student account eBills.

Any transaction that is posted to a student’s account in Banner is billed through

PantherPay via the Student Accounts monthly billing process. This includes charges

like tuition, mandatory fees, study abroad program fees, mandatory insurance,

housing, and meal plan charges. Parents and others may view eBills and make

payments and pay deposits via PantherPay only after the student has set them up as

authorized users (see

http://www.gsu.edu/studentaccounts/billing information.html

).

Once the deposit has been set up in Banner and PantherPay, students will be able to

go online a pay it. Both web check and credit cards can be used to pay deposits. GSU

only accepts MasterCard, Discover, and American Express credit cards. There is a

2.75% (minimum $3.00) convenience fee assessed to the students for credit card

transactions. Below are screen shots of the steps for students:

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Posting Deposit Program Fees

Study abroad program fees can be posted department no earlier than when fees for

the semester begin posting based on this schedule below:

Instruction Term Tuition & Fees Begin Posting Summer 2nd_{Business day in April}

Fall 2nd_{Business day in July}

Spring 2nd_{Business day in December}

There are two methods available for posting study abroad fees:

1. Manually entered by the department via TSAMASS. For specific instructions

for posting transactions via TSAMASS, view the AR 103 Accounts Receivable

Processing video available in the Banner AR Training course via uLearn.

2. Departments can request that program fees be processed via a batch file by

Student Accounts. Files must be received in the required format at least one

week prior to the posting date for fees for the term. Contact

[email protected]

for more details about this option.

Deposit Payments Released

Deposit payments will be set up to release same day all financial aid is posted for the

semester. This process will post the deposit payments to student’s accounts so that

they can pay toward the student’s account balance.

Overpayment Refunds

If a student’s account shows a credit balance, they may be entitled to receive a refund.

Once study abroad deposit payments are released to student’s accounts, the payment

will apply to the balance due on their account. If the deposit payment creates a credit

balance, a refund will be processed. Student Accounts refunds the credit balance to

students after verifying that they are entitled to receive it. Our office processes refunds

at least twice per week, to ensure that eligible students receive their refund in a timely

manner.

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the student if they enrolled in direct deposit by April 30, 2012. Direct deposit

enrollments are not accepted after April 30, 2012.

If a student’s refund check is lost or damaged and they would like to request a

replacement, they should visit our website (

www.gsu.edu/studentaccounts

) to download

our Stop Payment Request form, and submit it to our office. Students may fax, mail, or

bring the form in person to the One Stop Shop.

Collecting Delinquent Accounts

The Office of Student Accounts ensures that all delinquent accounts in Banner AR are

managed in compliance with all pertinent federal and state laws and regulations.

Student Accounts maximizes account recovery while providing excellent customer

service through the use of internal collectors and third party collection agencies.

Students are expected to pay their outstanding balance in full by the due date

indicated on their eBill.

Failure to pay their balance in full will result in their account

being placed in our collections process.

Student Accounts performs the following activity on all delinquent accounts:

1. Begin internal collection activity on all accounts with a balance that is 30 days

past due. Internal collection activity includes:

a. A hold is placed on the account which will prevent registration, receipt

of grades, receipt of an official transcript, and graduation.

b. A series of mailed past due notices and phone calls made to the

customer with the goal of collecting payment in full or initiating a

payment plan.

c. Skip tracing to locate valid addresses and phone numbers.

2. If internal collection activity is unsuccessful after 180 days, accounts are

placed with a third party collection agency. Students placed with a third

party collection agency will be assessed collections cost. Third party

collection activity includes:

a. A series of mailed past due notices and phone calls made to the

customer.

b. Skip tracing to locate valid addresses and phone numbers.

c. Evaluating the cost effectiveness of litigation; when litigation is

recommended, Student Accounts (in partnership with Legal Affairs)

generally authorizes the agency to litigate on the University’s behalf.

d. Closing and returning all uncollected accounts to Student Accounts

within one year.

3. Student Accounts places returned first placement accounts with a different

agency as second placements. Second placement agencies perform the

same activities as first placements. At this time we will also determine if the

account is uncollectable, and if so we will initiate a bad debt write-off.

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4. Student Accounts may place returned second placement accounts with a

different agency as third placements. Third placement agencies perform the

same activities as first and second placements. Credit reporting is done on

accounts placed with a third collection agency.

Tracking Revenue

Since no program fee charges will be posted until approximately a month before the

start of the term, you will need to review the Program Deposit Transaction Report along

with running a General Ledger Activity report for your deposit detail code agency

account. The General Ledger Activity report is the same report used now to track

revenue for your program fee agency account. If you need instructions running the

General Activity Report, you can contact Accounting Services or the Spectrum Office. :

Banner AR Contact Information

Email:

[email protected]

Phone: 404-413-2555

Website:

www.gsu.edu/studentaccounts

All staff in the Office of Student Accounts are able to assist with any student account

issue. The most efficient way to communicate with our office is to send an email to

[email protected]

. All staff in our office has access to this email box.

This email

address is only to be used for internal department contact with our office, please

do not share this email with students

. You may also contact our office at

404-413-2555 for assistance. The first available student account staff member will be able to

assist you with any student account issue.

This number should also not be shared

with students.

Students should be directed to the One Stop Shop at

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4. Vendor Contract Forms

Below you will find:

 Foreign Vendor Form: click here for a fillable PDF version

 W-9 Request for Taxpayer Identification Number and Certification (For setting up a domestic Vendor in Panther Mart): click here for a fillable PDF version

 Contract Routing Form: click here for an online PDF

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Foreign Vendor Information Form

1. Form is required for Set-Up of a Foreign Vendor Operating Outside of the USA.

(Vendors operating in the USA must use Form W-9 http://www2.gsu.edu/~wwwpch/W9Form.pdf )

2. Fax Form to (404) 413-3165, Purchasing Office, or Send Form to the Purchasing Office - (Interoffice) P O Box 4016

1. Foreign Vendor’s Legal Name:

2. DBA (Doing Business As):

3. Type of Entity (check one):

Corporation Individual

LLC Other:

4. Foreign Vendor’s Address:

5. Vendor’s US Tax ID Number – SSN or FEIN (if available)

6. Vendor’s US office or agent representing the vendor in the US:

7. Short description of products / services to be delivered to GSU:

8. If services, then location where services will be performed:

9. GSU contact person:

Name:

Department:

Telephone Extension:

10. Vendor’s Signature (Representative)

___________________________

Instructions

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G

EORGIA

S

TATE

U

NIVERSITY CO NT RA CT RO U TI NG F O RM

GENERAL INFORMATION

____________________________________________________________________________________________________________ Requesting Department Contact Person Tel. No. Fax No. Email

SUMMARY OF CONTRACT TERMS

____________________________________________________________________________________________________________ Contract is With (name of business or person ) Contract Start/End Dates

____________________________________________________________________________________________________________ Description of Goods/Services to be Procured

____________________________________________________________________________________________________________ Total Contract Dollar Amount University Funding Source (Acct. No.) Are Grant Funds Involved? Y / N

Will funds be paid by or to (select one): ⁯ GSU ⁯ GSU Foundation ⁯ GSU Research Foundation ⁯ GSU Athletic Association? Have all applicable Purchasing policies and procedures been reviewed and followed? ⁯ Yes ⁯ No

CONFLICTS OF INTEREST

Are there GSU employees who have a relationship, financial or otherwise, with a party involved in this transaction or with an employee, representative, or agent of a party involved in this transaction? ⁯ Yes ⁯ No If yes, please attach an explanation. SIGNATURE AUTHORITY

All contracts must be signed by an authorized representative of the University (or a person for which a signature authorization is on file in the Office of the Vice President for Finance and Administration) in order to be binding. The Vice President for Finance and Administration must sign contracts with amounts ≥ $25,000.00.

____________________________________________________________________________________________________________ Individual Authorized to Sign this Contract Title

CONTRACT SUPPORT

The following signatures indicate support by the Requesting Department for the purchase of services/goods described in the contract upon the business terms set forth therein.

____________________________________ ____________________________________ ___________________ Head of Requesting Department Signature Date

PURCHASING APPROVAL

All contracts for the purchase or license of goods or services, regardless of dollar amount, must be reviewed by Purchasing except Performer/Artist Contracts, Hotel Contracts and Research Subcontracts. Credit and Direct Bill Applications do not require review by Purchasing.

____________________________________ ____________________________________ ___________________ Purchasing Department Signature Date

LEGAL REVIEW – Please allow 2 weeks for review by Legal Affairs

The Contract has been reviewed by Legal Affairs and approved for signature by an authorized University representative. ____________________________________ ____________________________________ ___________________ Legal Affairs Signature Date

02.01 2012 27

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5. International Wire Transfers

Wire transfers must be received in the Office of Disbursements, Sparks Hall Room 400-A no later than 12 Noon on the date the payment is required in order for the wire transfer to be released for

payment by the end of the workday. Call (404) 651-3371 or ext. 3343 with questions. Required Submission Process:

1. Submit a wire transfer request. If submitting a different form, do not exclude any information. The requestor and the approver cannot be the same person.

2. The approver’s original signature must be submitted for payment processing to occur. The signature must be legible, and the approver’s printed name must also appear. Faxed signatures will not be accepted.

3. Attach an approved invoice or other payment supporting documentation; including the payee’s entire banking information.

4. The Tax Accountant must review all Payment Request forms that indicate payee status as a non-resident. If the payee is a permanent resident, a department representative must be able to verify the existence of the Permanent Residency Card.

5. If the payee is a foreign national (who is not also a permanent resident), the payee may participate in a Tax Analysis prior to payment. By default, non-residents may be subject to withholding from the disbursement, depending on the type of payment being processed. The Tax Analysis “may” provide some tax exemption to the payee, based on the existence of a tax treaty with the payee’s country of origin or Visa status. The payee may access the Foreign National Tax Analysis and form located at http://www2.gsu.edu/~wwwspc/Forms/index.htm.

6. The Tax Analysis information lists three ways for completing the analysis. The most desirable methods are remote self-service or on-site visit. However, individuals without computer access may complete the Foreign National Tax Analysis Information form. Questions about the Tax Analysis can be directed to the Tax Accountant at (404) 413-3056. The Tax Accountant is located in Sparks Hall, Room 400-A, Office of Disbursements. The hours of operation are Monday through Friday, 9:00 A.M. until 5:00 P.M. Scheduled appointments are preferred.

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1.1 Recap of Important Updates – Effective 09/30/2010

1.1.1 Required Signatures (and Printed Names)

 The wire transfer initiator :

o When the amount is less than $5,000 - Department Administrator or higher position.

o When the amount is $5,000 or greater - Business Manager, Program Director or higher position.

 The wire transfer approver:

o When the amount is less than $5,000 - Business Manager, Program Director or higher position.

o When the amount is $5,000 or greater - College Admin Officer, Dean, Department Chair, or higher position.

o Additional Approval Required for funding sources related to projects/grants - Departmental Grant Administrator

1.1.2 Supporting Documentation

Documentation must include details for the transaction including a listing of individuals for whom payment is being made, purpose/reason for the payment, dates of the event, destination, etc.

 Vendor’s Invoice and Order Confirmation should be provided when available.

 A Memo of understanding should be attached to clarify the purpose for the payment, especially in situations where a vendor’s invoice is not provided.

Disbursements will withhold payment until sufficient documentation to support the payment is provided.

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(Routine Wires (employee benefit payments, and employee retirement payments) require a summary request for payment along with appropriate signature and printed name approval. Detailed

supporting documentation is retained by the Payroll and Benefits Units).

1.1.3 Purchase Order (PO) / Contract Requirement

Payments of $24,999.99 or more (or $4,999.99 or more for payments for personal services) must be linked to an approved and dispatched PO or the requestor/initiator must provide documentation from the GSU Purchasing Unit confirming that a PO is not required. Email [email protected]

Payments requiring a contract must have an approved and signed contract attached to the Wire Transfer Request Form.

Until further notice, POs linked to payment by wire transfer must be set-up in Spectrum (and not in PantherMart).

1.2 Recap of Important Updates – Effective 05/23/2013

1.2.1 Contact Email Updates

 Emails for Disbursements are to be sent to [email protected]  Emails for Purchasing are to be sent to [email protected]

1.2.2 Spectrum POs (vs. PantherMart POs)

Until further notice, purchase orders linked to wire transfer should be set-up in Spectrum (and not PantherMart).

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Purchases of $24,999.99 or less are exempt from the competitive bid process, and therefore (generally) do not require a Purchase Order.

GSU Exceptions include:

1. Independent Contractor / Personal Services expenditures costing $5,000 or more require the issuance of a Spectrum Purchase Order in order to be processed for payment via Wire Transfer. Please refer to the document titled, “Desktop Notes – Payments to Independent

Contractors/Consultants” for additional information on how to handle these types of payments. Agreements which require a fully executed contract that have been reviewed by the requesting department, Purchasing and Legal Affairs, and signed by the appropriate signatory authority, require a Spectrum PO, in order to be paid via Wire Transfer.

2. Goods and services less than $25,000.00 may be submitted without a PO, except: asset items (single item of furniture or equipment) valued at $3,000.00 or more.

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2 Wire Transfer Request - FAQ

2.1 What is a Wire Transfer?

A wire transfer is a payment process used on a limited basis. Funds are wired directly from one bank account to another. The wire transfer process is generally reserved for situations for which a payment by check or Electronic Funds Transfer (EFT) would be inefficient or unacceptable, as well as for

emergency /priority payments.

Generally, wire transfers should not be used in place of an Accounts Payable check or EFT. Some exceptions may include:

 Study abroad / Travel Abroad Payments

 Payments to a foreign based entity, which does not use a US based bank.

 Payments initiated by Human Resources for payment of certain employee benefits.

2.2 What are the Requirements for Requesting a Wire

Transfer?

A Wire Transfer Request Requires the Following:



VENDOR/PAYEE must be listed as an active vendor in Spectrum.

o If the vendor is not listed in the vendor file, then the vendor must complete Substitute W-9 & Vendor Authorization Form

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http://www2.gsu.edu/~wwwpch/ForeignVendorInformationForm.pdf on the foreign vendor’s behalf.

o When submitting the Form W-8Ben, it is only necessary for the foreign national to complete Parts I and IV of the form. Form W-8BEN should be submitted to Purchasing for vendor setup.

o Some foreign based vendors may prefer to submit the Foreign Vendor Information Form.

o Upon completion of these forms, the vendor may either email the form to [email protected] or fax it to 404-413-3165.



Sufficient Documentation to substantiate the payment must be attached to the Wire

Transfer Request Form.

Disbursements must withhold payment until sufficient

documentation is received.

Examples of documentation (where applicable):

o

(Spectrum) Purchase Order number

(See Section 1.2.3 above)

o

Vendor’s invoice, order confirmation, memo of understanding

o

Banking information

provided by the vendor

(The vendor may provide their

banking information via email, by listing the information directly on their invoice,

or via another written format)

o

Listing of participants

(for example: names of individuals for whom payment is

being made).

o

When a Wire Transfer is being issued to facilitate a Study Abroad Cash Advance

Request, the

Study Abroad Cash Advance Form

request must accompany the

Wire Transfer Request Form. Form Available through the Following link:

http://www2.gsu.edu/~wwwspc/Forms/StudyAbroadCashAdvance.doc

2.3 Who will be the Wire Transfer Initiator?

The wire transfer initiator:

 When the amount is less than $5,000 - Department Administrator or higher position.

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 When the amount is $5,000 or greater - Business Manager, Program Director or higher position.

2.4 Who will be the Wire Transfer Approver?

The wire transfer approver: (Must be another individual, different from the wire initiator)

 When the amount is less than $5,000 - Business Manager, Program Director or higher position.

 When the amount is $5,000 or greater - College Admin Officer, Dean, Department Chair, or higher position.

 Additional Approval Required for funding sources related to projects/grants – Departmental Grant Administrator

2.5 Will Taxes Be Withheld from the Wire Transfer?

The University will not withhold taxes for payments made by wire transfer unless directed to do so by the IRS. Certain payments to foreign nationals require federal tax withholding. Contact the University’s Tax Account, to discuss further at [email protected].

IRS regulations require the taxation of payments to non-resident aliens for payment of services provided inside the United States, unless the income is exempt under a provision of a tax treaty between the foreign national’s home country and the U.S. To be eligible to claim the tax treaty exemption, the foreign national must have a social security number or individual taxpayer identification number and must have submitted IRS Form 8233 (Exemption from Withholding on Compensation for Independent Personal Services of a Non-Resident Alien Individual) to the University for certification. In addition,

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2.6 How often is Wire Transfers Processed by

Disbursements?

Wire transfer requests are processed daily, Monday through Friday, except on University holidays and Federal banking holidays.

Forms received by noon are generally processed the same day, provided:

 the form is completely filled out

 the form contains valid information

 form bears proper signature approvals (legible with signatures and printed names). Original signatures, only

 the vendor is properly set-up in the vendor file

 sufficient documentation is attached to the form (supporting documentation and justification for the wire)

Reference: Board of Regents, Internal Control Procedures for Wire Transfers, see section 19.5 http://www.usg.edu/business procedures manual/bpm-sect19.pdf

Bid Requirements, where applicable, are met.

 Purchase Order requirements are met. Payments of $24,999.99 or more (or $4,999.99 or more for payments for personal services) must be linked to an approved and dispatched PO or the requestor/initiator must provide documentation from GSU Purchasing confirming that a PO is not required. When paying by wire transfer, enter the PO into Spectrum (not PantherMart)).

 the requirements for the payment type are met

 the funds are released/confirmed by the Accounting Services Unit

2.7 The Wire Transfer Request Form is not available on the

web. How Can I Access the Form?

On request, the Office of Disbursements will send the required Wire Transfer Request Form directly to the requestor via GSU’s email address.

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The Office of Disbursements can be reached by email at [email protected] or (404) 413-3040. Email to request Form: [email protected]

2.8 Which departments are involved in the Wire Transfer

Process?

Purchasing, Disbursements, and Accounting Services are all involved in the Wire Transfer Process. Purchasing – (email at [email protected])

 Review for Bid Requirements. In the event competitive bidding is required, it is recommended department check with Purchasing ([email protected]) well in advance of need so bidding can take place if required.

 Contract Review

 Purchase Order Dispatch (purchases of $5,000 or more).

Until further notice, POs linked to payment by Wire Transfer must be entered into Spectrum (not PantherMart)

 Vendor Set-up

Disbursements – (email at [email protected])

 Document Review and Audit

 Federal Tax Withholding

 Wire Transfer

 Voucher Entry to record Wire Transfer

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3 Processing Instructions

A Wire Transfer request (a completed Wire Transfer Request Form with proper attachments) must be received in the Office of Disbursements [Sparks Hall, Room 400-A] no later than 12:00 PM on the date the payment is required in order for the wire transfer to be released by the end of the workday. The Wire Transfer Request Form must bear original signatures; copied or scanned Wire Transfer Request Forms will not be processed. Questions? Call 404.413.3040.

# Step

1 Contact the Office of Disbursements by email at [email protected] or 404.413.3040 to request the Wire

Transfer Request Form to be e-mailed directly to the requestor’s GSU Email Or Email to request the Form: [email protected]

2 Complete all (applicable) fields on the Wire Transfer Request Form.

3 Ensure the Payee/Vendor is properly listed in the Accounts Payable vendor file as an active vendor.

Email for Vendor set-up: [email protected]

Or Contact 404.413.3150 for more information. (Vendor set-up is a function of the Purchasing Unit).

4 Attach the document which shows the payee/vendor’s banking information, as received from the payee. The information may have been received by email or memo. Attach the email or memo to the Wire Transfer Request Form. Include the payee’s entire banking information.

5 The Wire Transfer Request Form must bear the signatures and printed names as follows:

 The wire transfer initiator :

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o When the amount is less than $5,000 - Department Administrator or higher position.

o When the amount is $5,000 or greater - Business Manager, Program Director or higher position.

 The wire transfer approver: (Must be another individual, different from the wire initiator).

o When the amount is less than $5,000 - Business Manager, Program Director or higher position.

o When the amount is $5,000 or greater - College Admin Officer, Dean, Department Chair, or higher position.

o Additional Approval Required for funding sources related to projects/grants - Departmental Grant Administrator

6 The Wire Transfer Request Form must provide a valid SpeedChart and Account code for the expenditure. (Disbursements will enter a voucher to record the wire transaction).

7 Payments subject to withholding will require withholding or documentation to support an exemption. Contact the Tax Accountant at 404.413.3056.

Email: [email protected]

8 Disbursements will process the Wire Transfer Request. Accounting Services will release the funds.

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6. Procurement Cards

While traveling abroad, the Procurement Card (or, ‘P-Card’) may be used for related Study Abroad expenses as follows:

 Student food, lodging, and travel

 Entrance fees to educational venues

 Operating Expenses and Supplies

 Fuel for rental vehicles

 Emergency situations

Cards for Study Abroad Programs require approval by the University’s Procurement Officer and the State Purchasing Division. For an online version of the Procurement Card Manual please click here.

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Advance Funding

Recap: Office of Disbursements, 02/2014

1. Introduction

Advance funding for approved expenditures may be required to facilitate timely payment of necessary business expenditures.

Advance Funding may include the following:

 Travel Advance

 Project Advance

 Imprest Funds

 Study Abroad Cash Advance

Travel Advance processing and reconciliation is managed by the Office of Disbursements –

[email protected]

The American Express Corporate Card is managed by Purchasing – [email protected]

Project Advances, Imprest Funds, and the Study Abroad Cash Advance are managed by Accounting Services - [email protected]

2. Travel Advance - or - Corporate American Express Card

Purpose:

The purpose of a travel advance is to minimize the financial burden while traveling on behalf of the State.

GSU Practice:

GSU will issue Travel Advances to students. Travel Advances will not be issued to GSU employees. The American Express Corporate Card is available to qualified employees.

 GSU will issue a Travel Advance for approved business travel to students, student groups, or to individuals responsible for payments on behalf of students (including athletes) while on travel status.

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 Georgia State University offers a corporate charge card through American Express, which may be used to pay for travel expenditures.

The State Office of Planning and Budget allows for the issuance of Travel Advances, however, the authority to issue advances has been provided at the Agency level. Refer to item number 6, Authority to Advance Cash for Travel.

Procedure for Requesting a TRAVEL ADVANCE

1) Complete a Travel Authorization (Signature Approved Form) for the travel engagement related to the Travel Advance.

TRAVEL AUTHORIZATION FORM - STUDENT (or Employee) (Signature approval required)

Link to form: http://tools.finance.gsu.edu/browse-by-function/?gf search=travrel

2) Complete a Travel Advance Request Form. (Form should be submitted at least 5 business days before the payment is needed. If payee is set-up for EFT (direct deposit), funds will be sent via EFT. If a Check is needed in place of an EFT, write “CHECK” in bold letters across the top of the Form. Note, it takes longer to process a check than an EFT).

Click here to view the Travel Advance Request Form.

3) Staple a copy of the Signature Approved Travel Authorization Form to the back of the signature approved Travel Advance Form.

The Travel Advance Form must contain original signatures.

4) (Do not enter a voucher. Voucher will be entered by the Office of Disbursements). Hand-deliver the document to the Office of Disbursements, Sparks Hall, Suite 400A. Email [email protected] with questions, or call Disbursements @(404) 413-3040. Travel Advance Contact: Office of Disbursements

Email: [email protected] Phone: (404) 413-3040

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3. Project Advance, Imprest Funds, Study Abroad Cash Advance

Project Advances, Imprest Funds, and Study Abroad Cash Advances are managed by Accounting Services. Information about these resources is available on the Accounting Services webpage. Contact: Accounting Services, Yvonne Bell, Manager, (404) 413-3072

The Study Abroad Cash Advance Agreement is also available here.

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TRAVEL ADVANCE

Date Issued: Send To: Office of Disbursements

400 A Sparks Hall 3-3040

Please allow 5 business days for processing

Voucher Number:

(Voucher will be entered by Office of Disbursements)

Name & Remittance Address of Individual Receiving Advance Department Name:

Contact Telephone: Contact Email Address:

Panther Card ID: Travel Authorization Number (Required for Travel Advance):

Reason for Advance

Date Check Needed: Return/Completion Date:

Settlement Date: 30 Calendar Days After Return/Completion Date.

Distribution

SpeedChart Amount Account (6)

Fund (2)

Department (9)

Program (4) SubClass (5) Budget Pd (4)

Project/Grant (5)

Total Advance Requested

 I certify that the above information is correct, and that I will abide by all rules and regulations regarding such advances.

 I will account for this advance within THIRTY (30) CALENDAR DAYS after the completion of the trip/activity. I authorize the Human Resources/Payroll Office to deduct from my paycheck(s)/stipend(s) any advances paid and not accounted for within THIRTY (30) CALENDAR DAYS after the completion date of the trip/activity. If I expect no payment from Georgia State University, I acknowledge a hold may be placed on my student account.

I approve of the issuance of this advance and will assist in the collection if any delinquency occurs.

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Please click here for an online version of the below.

Program Director Cash Advance Agreement

Study Abroad Program Title: ____________________ Trip Dates: ______________ Study Abroad Account Information: ______________________________________ Trip Return Date: ___________

I, ____________________, Program Director for the above-referenced Study Abroad Program hereby acknowledge receipt of funds advanced in the amount of $___________. I understand and agree that these funds may only be used for the expenses related to this Program. I further acknowledge and agree that all purchases of goods and services must by properly documented with original receipts and invoices which documentation, together with an expenditure accounting summary, reconciled to the American dollar, must be submitted to Georgia State University for reconciliation within thirty (30) days of completion of the Program.

I understand and agree that I am personally responsible for the proper safekeeping and use of all cash advance funds made available to me pursuant to this Agreement and that I may be held personally liable for unauthorized expenditures, shortages or losses resulting from negligent management of the funds.

____________________________________ Signature of Program Director

____________________________________ Name of Program Director (Please Print)

____________________________________ Title & University Department

Office Use Only Check No or Wire Trf Doc.: ____________________________

Check or Wire Trf Date: ____________________________

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8. Travel Authorization

 Please see a copy of the OII’s International Travel Form below. You can access this form online by clicking here.

 On the following page you will find a PDF version of the GSU Travel Authorization Form. Please click

here to access a functional Excel version.

 The last two pages in this section are copies of the GSU Travel Reimbursement Form. Please click here

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Employee/Traveler's Name

Employee/Traveler's Address (Street)

(City, State, Zip)

Traveler's Panther ID

Traveler's Vendor Number (if differs from Panther ID)

Dates of Travel Departure Date mm/dd/yyyy

Return Date mm/dd/yyyy

Travel Destination (City, State, Country)

GSU employees traveling internationally must complete the International Travel form located at the following link:

A copy of the completed form must be attached to the travel authorization and the form should be emailed as requested at the website.

Full Name of Event Purpose of Travel

Traveler's Home Department Department Name Department Number

Classes/Duties in my absence will be handled by:

Account to Charge Information

Amount -$ -$ -$ -$ -$ -$ -$ -$ *Conference registration fees SHOULD NOT be included with your estimated travel expenses.

Total Estimated Travel Expenditures

(If PO issued to encumber funds, amount to be entered on PO)

/

/ / / Office of Disbursements Revised 05/12/2010

Airfare (Not Purchased with AAA)

Signature Approval/Authorization of Travel Expenditures

-$

Miscellaneous Expenses (Describe Below) 640100 - Employee Travel

Reimbursable Mileage

Estimated Travel Expenses

Parking

(If diff. from Department Head Approval)

Georgia State University

Travel Authorization - Employee

Amount Charged to Speedtype

Printed Name Date

Account

http://oiaweb.gsu.edu/search/IntlTravel/IntlTravelForm.aspx

Must include your purpose for attending the event listed above.

Speedtype/Project ID

(Only include expenses for which you plan on requesting reimbursement)

640100 - Employee Travel 640100 - Employee Travel 640500 - Employee Mileage Description Meals Budget/Project Approval: Department Head Approval: Traveler: 640100 - Employee Travel 640100 - Employee Travel 640100 - Employee Travel 640100 - Employee Travel Lodging Ground Transportation

Express Purchase Order or Regular Voucher #

Airfare (Purchased with AAA)

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10. Site Visit Funds

MEMORANDUM

DATE:

November 8, 2013

TO:

, Future Study Abroad Program Director

FROM:

Jeremy Billetdeaux, Director, Study Abroad Programs

RE:

Approval of IEF Study Abroad Site Visit Funding

, Summer 2014

I am pleased to inform you that your request for site visit funding, in the amount of $1000, has

been recommended by the IEF Program Development Committee and approved by Associate

Provost Dr. Jun Liu.

You are being awarded this site visit funding with the expectation that you will indeed follow

through with the development of a faculty-led study abroad program within the next two years.

The site visit funds are to be used only for travel and expenses as related to the proposed study

abroad program and should not be used for costs associated with personal or leisure travel.

Please have your Business Manager contact me at his or her convenience to discuss the financial

details. Your Site Visit Funding will be awarded in the form of a travel reimbursement. Your

Business Manager will charge up to $1000 of your travel costs directly to Study Abroad

Programs (speedtype: STAB).

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TRAVEL

Overview of the Employee and Student Travel Expense Reporting / Reimbursement

Process

1. Review the State of Georgia Statewide Travel Regulations to determine what travel related

expenses are allowed and what the allowable per diem reimbursements are based on destination.

2. Obtain pre-approval for the travel engagement.

3. Access PANTHERMART. Enter a Travel Authorization.

(A Travel Authorization ultimately creates a PO (encumbrance). The encumbrance represents

an estimate of what the travel engagement will likely cost. The actual cost may be less than or

greater than the encumbrance).

4. The Employee or Student Traveler conducts business travel, for Georgia State University.

5. As soon as the Employee or Student returns from the travel engagement, they access the

TRAVEL EXPENSE STATEMENT (TES) (Located on Disbursements webpage – under

Forms). The TES is completed, and original receipts are attached (receipts are to be taped

down, individually, onto an 8 ½” x 11” piece of paper).

6. The TES is to be completed within 30 days of the date of return. If not, a memo must be

attached to the TES, explaining the late submission. A TES submitted more than 60 days after

the return from travel may also be reported to Payroll (by the Office of Disbursements), so that

Payroll may report the reimbursement amount on the employee’s W-2 form as taxable income,

based on IRS regulation.

7. The Employee or Student also attaches an authorized memo to explain and provide approval for

any expenditure that may exceed the allowable per diem. The memo should be signed by the

Unit’s Chair.

8. The Employee or Student affixes their original signature (along with their printed name) to the

TES. They also seek and secure the original signature (and the printed name) of the individual

who is authorized to approve their TES.

9. The Employee or Student submits the completed TES to the unit’s Business Manager for

review.

10. The Unit’s Business Manager checks the TES against the provisions outlined in the State of GA

Statewide Travel Regulations. He / She ensures that the proper per diem amount is used, checks

for receipts (where required), audits the TES to ensure that all reimbursements/expenditures are

valid, checks the mileage reimbursement, ensures necessary memos are attached, indicates if the

TES is the Final report, and marks the TES accordingly, ensures proper signature approval on

the Form, and ensures that the PO number is listed on the top/front of the TES.

11. The TES is copied in full. The copy is retained in the department (important - note on the copy

the date that the TES was sent to Disbursements). The Original TES with attachments is

delivered to the Office of Disbursements, Suite 400A Sparks Hall.

12. Disbursements will process the TES for payment/reimbursement within 7-10 business days from

the date the TES is stamped received by Disbursements.

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