How to Avoid Expensive Purchases - Budget Planning
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1 Successful Financial Management of Accounts New Procedures, Best Practices, and Avoiding Deficits
2 Who Are We, and Why Are We Here?
3 Who Are We, and Why Are We Here?
4 Topics Travel Procurement Sponsored Projects Auxiliary Accounts New Rules New procedures, best practices, rules you may not know about
5 Travel Authorizations Travel All Travel Must Be Pre-Approved before any plans are made via the new Travel Authorization and Reimbursement Form Form doubles as the reimbursement form Travel will only be approved if there is budget available Failure to submit a TA form prior to taking your trip will result in delays in reimbursement processing. SPA may disallow travel if preapproved TA is not on file
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7 Travel Travel Authorizations Students New Travel Authorization form requires PI signature for all student travel Student will submit to PI first for approval, then PI will forward to Sean for department approval PI has the opportunity to indicate any dollar amount restrictions on travel, if desired
8 Travel Flights All flights should be booked through Concur If booking flights outside of Concur, you must provide a comparison quote from Concur for the exact flights you are taking Airline reward programs can be entered into Concur
9 Sponsored Projects Travel Project must have travel budget or written sponsor approval for travel, if there is no specific budget for travel Overall budget must have enough funding to support proposed travel Employee Travel vs. Non-Employee Travel In-State, Out-of-State, and International
10 Travel Best Practices Use Concur for all flights; Christopherson for international Submit travel authorization form for approval before booking trip Submit receipts to or drop receipts off in the receipt mailbox in the office. Utilize mobile concur to simplify receipt submission
11 Procurement / ACARD Reimbursement Process New ACARD and Reimbursement Form Form can be completed electronically and should be submitted with your receipts Receipts should be submitted monthly to the CEAE Office
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13 Procurement / ACARD Commonly Overlooked Items Sales Tax on ACARD Itemized receipts Purchasing goods from Marketplace Vendor on ACARD Purchases over $5000
14 Procurement / ACARD Purchase over $5000 Cannot be purchased on ACARD. Purchase order (PO) MUST be created in Marketplace prior to ordering goods or services being rendered. Independent contractors or other services University procurement rules require that an approved scope of work (individuals) and purchase order is in place prior to any work being completed.
15 Procurement / ACARD Best Practices Set up SOW and PO for Independent Contractors as soon as you know you will be using their services Submit your receipts and reimbursement reports monthly to ceaeoffice@colorado.edu, or drop off the forms in the ACARD receipts mailbox. Review all purchases being charged to your speedtype regularly
16 Sponsored Projects
17 Sponsored Projects Staying Within Budget Overall Budget Yearly Budget Budget Categories
18 Sponsored Projects Staying Within Budget Difficult to anticipate all costs in proposal stage If spending will vary from original budget, formally request budget adjustment or use OPAS form (federal projects) OPAS form can also be used for pre-award spending
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20 Sponsored Projects Staying Within Budget You cannot spend money that you do not have
21 Sponsored Projects Staying Within Budget You cannot spend money that you do not have Verbal promise from sponsor does not constitute guarantee of future funding or project extension Requests to hire students or incur other expenses on projects in deficit or that have ended will be refused Exception: Written confirmation from sponsor of pending funding or extension will be considered on a case by case basis. Approval from Department Chair will be required.
22 Sponsored Projects Staying Within Budget Best Practices Review financial reports monthly Anticipate future expenses when making short-term decisions Regularly compare actual spending to budget Formally request budget adjustments from sponsor and/or SPA if there will be a deviation in spending from budget
23 Sponsored Projects Unallowable Expenses Office Supplies, paper, toner, etc. Dues/Memberships Non-participant expenses on a participant speedtype Computers, unless specifically written in to budget Exception: sponsor approval and/or SPA approval of CAS form
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25 Good News! New federal uniform guidance takes effect 12/26/14 for all projects that begin 12/26/14 or later New guidance allows for computer purchases up to $5000 to be charged as a direct cost as materials/supplies, if the device is essential and allocable to the performance of the award Existing projects that began prior to 12/26/14 must still follow the old rules
26 Auxiliary Accounts New Rules
27 We are here to help
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