SPENDING SCHOOL DOLLARS PART 2 FROM BUDGET TO PROJECTION

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SPENDING SCHOOL DOLLARS PART 2 – FROM BUDGET TO PROJECTION

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Life of an E pendit re

Life of an Expenditure

Funding has been grantedFunding has been grantedFunding has been granted Funding has been granted Budget has been set Budget has been set gg

Notice of Award issuedNotice of Award issued

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P rchasing Options

Purchasing Options

PP--CardPP CardCardCard

ERPERP--Payment RequestsPayment Requests

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P

P Card P rchases

Card P rchases

P

P--Card Purchases

Card Purchases

 The P-Card is a tax exempt MasterCard© charge cardThe P Card is a tax exempt MasterCard© charge card maintained by Bank One, it is accepted universally.

h

h d i d id i d i dd ii liflif hh ii dd The PThe P--Card is designed to simplify purchases associated Card is designed to simplify purchases associated with business

with business--related activity. related activity.

The dollar level for all PThe dollar level for all P--Cards will be determined by the Cards will be determined by the management center.

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P

P Card P rchases

Card P rchases

P

P--Card Purchases

Card Purchases

When making purchases using a pWhen making purchases using a p--card an itemizedWhen making purchases using a pWhen making purchases using a p card an itemized card an itemizedcard an itemized receipt from the vendor is required detailing all items receipt from the vendor is required detailing all items that were purchased.

that were purchased.

The information on the receipt should include: The information on the receipt should include: 9

9 The vendor nameThe vendor name 9

9 The item purchasedThe item purchased 9

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P

P Card P rchases

Card P rchases

P

P--Card Purchases

Card Purchases

Admin. Services require theAdmin. Services require the originalAdmin. Services require the Admin. Services require the originaloriginal andoriginal and and 1and 11 copy1 copycopy of allcopy of all of allof all receipts for P

receipts for P--Card transactions. Card transactions.

You will need to write the following on your receipts:You will need to write the following on your receipts: 9

9The speedtypeThe speedtype 9

9ThTh tt bb 9

9The account numberThe account number 9

9The purpose of the purchaseThe purpose of the purchase 9

9The attendees for lunch receiptsThe attendees for lunch receipts 9

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P

P Card P rchases

Card P rchases

P

P--Card Purchases

Card Purchases

ALL Pcards are charged to a home department speedtypeALL Pcards are charged to a home department speedtypeALL Pcards are charged to a home department speedtype ALL Pcards are charged to a home department speedtype (OPRxxxxxx). These transactions

(OPRxxxxxx). These transactions should alwaysshould always be be allocated to the proper speed type via the PROCARD allocated to the proper speed type via the PROCARD system

system system. system.

Once the purchase has been made it is the duty of the Once the purchase has been made it is the duty of the p

p--card holder or the assigned Department Assistant to go card holder or the assigned Department Assistant to go into the PROCARD system and confirm the charges and into the PROCARD system and confirm the charges and allocate the funds to the appropriate speed type along with a allocate the funds to the appropriate speed type along with a allocate the funds to the appropriate speed type along with a allocate the funds to the appropriate speed type along with a brief description.

brief description.

http://www.procard.com/product/pvs_net_Login.asp http://www.procard.com/product/pvs_net_Login.asp

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P

P Card P rchases

Card P rchases

P

P--Card Purchases

Card Purchases

To ensure accuracy when allocating transactions throughTo ensure accuracy when allocating transactions throughTo ensure accuracy when allocating transactions through To ensure accuracy when allocating transactions through the online system, make sure each transaction allocation has the online system, make sure each transaction allocation has been saved and verify all allocations before logging out of been saved and verify all allocations before logging out of the system

the system the system. the system.

When the original and 1 copy of the receipt (s) have beenWhen the original and 1 copy of the receipt (s) have beenWhen the original and 1 copy of the receipt (s) have been When the original and 1 copy of the receipt (s) have been submitted, and the charges accurately allocated through the submitted, and the charges accurately allocated through the PROCARD system, the transaction is COMPLETE.

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Pa ment Req est

Payment Request

Payment requests are processed through the ERP systemPayment requests are processed through the ERP systemPayment requests are processed through the ERP system Payment requests are processed through the ERP system for the following:

for the following: 9

9 Purchases Purchases 9

9 Travel reimbursements to individuals Travel reimbursements to individuals 9

9 Payment to lecturers.Payment to lecturers.

If you are preparing a Payment Request you must know If you are preparing a Payment Request you must know the speed type, account number and the

the speed type, account number and the verifiedverified amount ofamount of the speed type, account number and the

the speed type, account number and the verifiedverified amount of amount of the reimbursement/payment.

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Pa ment Req est

Payment Request

If the payment request is processed for a new vendor; a If the payment request is processed for a new vendor; a p yp y qq pp supplier form

supplier form MUST BE COMPLETEDMUST BE COMPLETED. . http://www.case.edu/finadmin/matsupp/suplrfrm.pdf

If ti i b t f t l t

If you are requesting a reimbursement for travel you must If you are requesting a reimbursement for travel you must complete a statement of travel form. You can only record complete a statement of travel form. You can only record one trip per travel form.

one trip per travel form.

http://www.case.edu/finadmin/security/travel/info.htm#miles http://www.case.edu/finadmin/security/travel/info.htm#milespp yy

If the reimbursement is to an employee, the If the reimbursement is to an employee, the EMPLOYEE EMPLOYEE IDENTIFICATION NUMBER is REQUIRED

IDENTIFICATION NUMBER is REQUIRED. The . The i b d f d d it d i t th d f lt t i b d f d d it d i t th d f lt t reimbursed funds are deposited into the default account reimbursed funds are deposited into the default account through Payroll.

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Pa ment Req est

Payment Request

Admin. Services require the Admin. Services require the originalqq original and gg and 11 copycopy of all pypy of all receipts and supporting documentation to be attached to the receipts and supporting documentation to be attached to the payment request in order to process payment.

payment request in order to process payment.

The authorized signers for MSASS are Richard Cole and The authorized signers for MSASS are Richard Cole and or Sandy Sams . Make sure the bottom portion of the

or Sandy Sams . Make sure the bottom portion of the t i l t ith th i t i f ti

t i l t ith th i t i f ti

request is complete with their correct information. request is complete with their correct information.

https://erp.case.edu:8610/psp/fsprd/EMPLOYEE/ERP/h/?tab=DEFAULT

For Travel Reimbursements make sure the supervisor of For Travel Reimbursements make sure the supervisor of the traveler signs the form.

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Req isitions / P rchase Orders

Requisitions / Purchase Orders

A purchase requisition is an official University documentA purchase requisition is an official University documentA purchase requisition is an official University document A purchase requisition is an official University document used to initiate a purchase order with all outside vendors

used to initiate a purchase order with all outside vendors. .

d l i b d i l i

Advance planning by departments is extremely important.Advance planning by departments is extremely important. 9

9 Time factors for generating the purchase requisitionTime factors for generating the purchase requisition 9

9 Obtaining necessary approvalsObtaining necessary approvals 9

9 Obtaining necessary approvals Obtaining necessary approvals 9

9 Processing to PurchasingProcessing to Purchasing 9

9 Procurement creates Purchase orderProcurement creates Purchase orderProcurement creates Purchase orderProcurement creates Purchase order 9

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P rchase Req isition / P rchase Order

Purchase Requisition / Purchase Order

A purchase order is used for:A purchase order is used for:A purchase order is used for: A purchase order is used for: 9

9 Various types of special requests Various types of special requests 9

9 Special goods Special goods 9

9 ServicesServices

A purchase order is processed by Procurement & A purchase order is processed by Procurement & Distribution based on the category of the pre

Distribution based on the category of the pre--approved approved electronic requisition from a requester.

electronic requisition from a requester.

https://erp.case.edu:8610/psp/fsprd/EMPLOYEE/ERP/h/?tab=DEFAULT https://erp.case.edu:8610/psp/fsprd/EMPLOYEE/ERP/h/?tab=DEFAULT

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P rchase Req isition / P rchase Order

Purchase Requisition / Purchase Order

The purchase order is a legally binding obligation whenThe purchase order is a legally binding obligation whenThe purchase order is a legally binding obligation when The purchase order is a legally binding obligation when accepted by a vendor.

accepted by a vendor.

Acceptance may be evidenced by written notification or a Acceptance may be evidenced by written notification or a delivery of goods conforming to the terms of the contract. delivery of goods conforming to the terms of the contract. The University has the ability to change or cancel a The University has the ability to change or cancel a

purchase order. purchase order.

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Catering

Catering Catering –– The Case campus remains open to the use of The Case campus remains open to the use of outside caterers under $500. Events $500 or more must use outside caterers under $500. Events $500 or more must use

h

h ff dd the

the preferred catererspreferred caterers..

Payments for catering can be made using your Case PPayments for catering can be made using your Case P Payments for catering can be made using your Case PPayments for catering can be made using your Case P--Card up to $500. If the caterer does not accept credit Card up to $500. If the caterer does not accept credit cards

cards then you must create a requisition prior to the event then you must create a requisition prior to the event

d h d ill b i d

and a purchase order will be issued. and a purchase order will be issued.

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Catering

Approved caterers meet the following criteria:

Have a successful record of service on campusHave a successful record of service on campus

Acceptance of the University's payment terms andAcceptance of the University's payment terms andAcceptance of the University s payment terms and Acceptance of the University s payment terms and conditions

conditions

Have a signed standard Case Catering Agreement Have a signed standard Case Catering Agreement on file

on file

Have proof of Insurance/Power of Attorney on file Have proof of Insurance/Power of Attorney on file at the University

at the University at the University at the University

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Independent Contractors

Independent contractors at Case Western ReserveIndependent contractors at Case Western ReserveIndependent contractors at Case Western Reserve Independent contractors at Case Western Reserve University are individuals or companies that provide University are individuals or companies that provide specialized services in a particular discipline.

specialized services in a particular discipline.

The use of independent contractors allows Case to tap The use of independent contractors allows Case to tap their unique expertise necessary to project

their unique expertise necessary to project--specific workspecific work their unique expertise necessary to project

their unique expertise necessary to project specific work, specific work, recognize the contractors' desire for independence, and to recognize the contractors' desire for independence, and to save on benefit and administrative costs.

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Independent Contractors

There are, however, some cases where the work shouldThere are, however, some cases where the work shouldThere are, however, some cases where the work should There are, however, some cases where the work should be done by an employee rather than a contractor. In order to be done by an employee rather than a contractor. In order to help determine what status the vendor should be, please

help determine what status the vendor should be, please consult the

consult the F A QF A Q consult the

consult the F.A.Q. F.A.Q.

http://www.case.edu/finadmin/matsupp/procurement/indcont.html#FAQ http://www.case.edu/finadmin/matsupp/procurement/indcont.html#FAQ

The Independent Contractor CAN NOT WORK untilThe Independent Contractor CAN NOT WORK until The Independent Contractor CAN NOT WORK until The Independent Contractor CAN NOT WORK until their contract is fully executed.

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Independent Contractors

Use of Independent Contractors Use of Independent Contractors

If an independent contractor is appropriate for the project, the If an independent contractor is appropriate for the project, the following steps need to be taken:

following steps need to be taken:

1 Enter requisition for vendor payment

1 Enter requisition for vendor payment Payment request formsPayment request forms

1. Enter requisition for vendor payment

1. Enter requisition for vendor payment Payment request forms Payment request forms are not acceptable for any contract processed after 11/01/2005 . are not acceptable for any contract processed after 11/01/2005 .

2. Check PeopleSoft to find out if the independent contractor is 2. Check PeopleSoft to find out if the independent contractor is pp pp already an existing vendor. If they are not, then provide both a already an existing vendor. If they are not, then provide both a completed supplier form and IRS form W

completed supplier form and IRS form W--9. 9. a.

a. Independent Contractor FormIndependent Contractor Form b.

b. Supplier FormSupplier Formpppp c.

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Independent Contractors

3. Fill out the independent contractor information

form completely.

4. Procurement creates and mails two signed copies

f th

t

t t th

d

f th

t

t t th

d

of the contract to the vendor.

5. Vendor signs one copy, which they return to

Procurement, and retains one copy for their files.

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6. Procurement receives the fully executed contract

back from the vendor and scans it into electronic

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f

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format.

7. Procurement e

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Independent Contractors

8. Procurement generates a purchase order. 8. Procurement generates a purchase order. 8. Procurement generates a purchase order. 8. Procurement generates a purchase order.

9. Vendor submits invoice for services per instructions in 9. Vendor submits invoice for services per instructions in contract Exhibit A.

contract Exhibit A.

10. Accounts Payable pays vendor. 10. Accounts Payable pays vendor.

All paperwork must be filled out completely, and the All paperwork must be filled out completely, and the contract between Case and the vendor must be properly contract between Case and the vendor must be properly contract between Case and the vendor must be properly contract between Case and the vendor must be properly signed by both parties before any work can begin.

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Projections

Once the PCard, Payment Request and Purchase OrderOnce the PCard, Payment Request and Purchase OrderOnce the PCard, Payment Request and Purchase Order Once the PCard, Payment Request and Purchase Order have been processed The University expends the funds and have been processed The University expends the funds and the vendor receives the payment (hopefully).

the vendor receives the payment (hopefully).

Once all of this has been done the University on a Once all of this has been done the University on a monthly basis prepares expense statements and

monthly basis prepares expense statements and monthly basis prepares expense statements and monthly basis prepares expense statements and Administrative Services prints them out.

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Projections

Expense statements show what expenditures wereExpense statements show what expenditures wereExpense statements show what expenditures were Expense statements show what expenditures were processed against a speed type monthly.

processed against a speed type monthly.

Administrative Services then puts this information into a Administrative Services then puts this information into a projection format.

projection format.

The difference between an expense statement and a The difference between an expense statement and a projection are expenses to be made

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Projections

An expense statement does not take into considerationAn expense statement does not take into considerationAn expense statement does not take into consideration An expense statement does not take into consideration salaries or purchases made but not yet expended on the salaries or purchases made but not yet expended on the speed type, projections do.

speed type, projections do.

This gives the Principal Investigator and Department This gives the Principal Investigator and Department

Heads a better idea of how much money has been expended Heads a better idea of how much money has been expended Heads a better idea of how much money has been expended Heads a better idea of how much money has been expended and how much is anticipated to be expended.

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Projections

For Operating speed types each staff member salary isFor Operating speed types each staff member salary isFor Operating speed types each staff member salary is For Operating speed types each staff member salary is already budgeted. The department is responsible for

already budgeted. The department is responsible for student salary and all non

student salary and all non--salary expenditures. salary expenditures.

For Research and Training projects the Principal For Research and Training projects the Principal Investigator is responsible for all salary and non

Investigator is responsible for all salary and non--salarysalary Investigator is responsible for all salary and non

Investigator is responsible for all salary and non salary salary expenditures.

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Projections

Projection Projection Projection Projection

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Projections

Salary Salary Salary Salary

Expended Year

Expended Year--to

to--Date

Date

Committed Salary

y

Total Projected Salary Expense

Budget

g

Projected Under/Over Budget

Fringe

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Projections

Non Salary Expenses Non Salary Expensesyy pp

Expended YearExpended Year--toto--DateDate CommitmentsCommitments

l j d

Total Projected ExpenseTotal Projected Expense BudgetBudget

Projected Under/Over BudgetProjected Under/Over BudgetProjected Under/Over BudgetProjected Under/Over Budget Total NonTotal Non--SalarySalary

Total Direct CostTotal Direct Cost OverheadOverhead

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Projections

Detail of all non

Detail of all non--salary expensessalary expenses Detail of all non

Detail of all non salary expensessalary expenses •• Account ClassAccount Class

•• Date of TransactionDate of Transaction •• Vendor/PayeeVendor/Payee

•• Amount & Date PaidAmount & Date Paid •• Commitments Commitments

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Helpf l Links

Helpful Links

 Payment Request InformationPayment Request Information

http://www.case.edu/finadmin/matsupp/Check%20Request%20Terms%20an d%20Conditions.htm

 ERP/Financials

https://erp.case.edu:8610/psp/fsprd/EMPLOYEE/ERP/h/?tab=DEFAULT

 Supplier Information Form

http://www.case.edu/finadmin/matsupp/suplrfrm.pdf

 Commonly Used Forms

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Helpf l Links

Helpful Links

Independent Contractors Frequently Asked Questions:Independent Contractors Frequently Asked Questions:

http://www.case.edu/finadmin/matsupp/procurement/indcont.html#FAQ

Independent Contractors Form:Independent Contractors Form:

http://www.case.edu/finadmin/matsupp/procurement/indcont_form.html

Preferred Caterers: Preferred Caterers:

SPENDING SCHOOL DOLLARS PART 2 FROM BUDGET TO PROJECTION

Life of an E pendit re

Life of an E pendit re

Life of an Expenditure

Life of an Expenditure

P rchasing Options

P rchasing Options

Purchasing Options

Purchasing Options

P

P Card P rchases

Card P rchases

P

P--Card Purchases

Card Purchases

P

P Card P rchases

Card P rchases

P

P--Card Purchases

Card Purchases

P

P Card P rchases

Card P rchases

P

P--Card Purchases

Card Purchases

P

P Card P rchases

Card P rchases

P

P--Card Purchases

Card Purchases

P

P Card P rchases

Card P rchases

P

P--Card Purchases

Card Purchases

Pa ment Req est

Pa ment Req est

Payment Request

Payment Request

Pa ment Req est

Pa ment Req est

Payment Request

Payment Request

Pa ment Req est

Pa ment Req est

Payment Request

Payment Request

Req isitions / P rchase Orders

Req isitions / P rchase Orders

Requisitions / Purchase Orders

Requisitions / Purchase Orders

P rchase Req isition / P rchase Order

P rchase Req isition / P rchase Order

Purchase Requisition / Purchase Order

Purchase Requisition / Purchase Order

P rchase Req isition / P rchase Order

P rchase Req isition / P rchase Order

Purchase Requisition / Purchase Order

Purchase Requisition / Purchase Order

Catering

Catering

Catering

Catering



Catering

Catering

Catering

Catering

Approved caterers meet the following criteria:

Approved caterers meet the following criteria:

Approved caterers meet the following criteria:

Approved caterers meet the following criteria:

Independent Contractors

Independent Contractors

Independent Contractors

Independent Contractors