NELL HODGSON WOODRUFF SCHOOL OF NURSING FINANCIAL POLICIES AND PROCEDURES

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1 NELL HODGSON WOODRUFF SCHOOL OF NURSING FINANCIAL POLICIES AND PROCEDURES PAYMENTS Requests for payments must be made via the on-line process found on the Finance Division website. The job aids for the new PeopleSoft Financials are found at Once the online forms are completed and the necessary paperwork is attached, the Division Head or an Associate Dean must sign for the approval of the payment if the account being charged is a School of Nursing account. If the charge is to a grant, the PI (the Principal Investigator) signs the form for approval of the payment. After the form is approved by the Division Head, the Associate Dean or the PI the form is directed to the Office of Finance and Administration for verification and approval. Once the Office of Finance and Administration has reviewed and approved, the appropriate Administrative Assistant will be notified to submit to Payment Services. Please note that to avoid delay, no paper work should be submitted to Payment Services without proper approval and signature from the Office of Finance and Administration. PURCHASING It will be beneficial to both the school and the university as a whole if we use preferred vendors when we purchase goods and services. All purchase orders are done through Emory Express. You can access the Emory Express system via the Finance web page at: To determine when to use Emory Express please click the Procure & Pay FAQ s on the Finance web page under the Procure & Pay tab or go to the following link and click the drop down box for Procure and Pay. x.html When ordering office supplies from Staples, our preferred vendor, please note the following: Try to place orders once a week on Friday rather than daily because of the cost of delivery. If orders are placed on Fridays the supplies will be delivered by Monday. Check with the staff in other School of Nursing departments and divisions to coordinate orders. In order for the Office of Finance and Administration to reconcile all the charges to all the accounts submitting your receipts is very important. Please forward all receipts to Finance and

2 Administration. All receipts should note the Smart Key and account number so that reconciliation of the accounts can be expedited. TRAVEL EXPENSE REPORTS For detailed policies and procedures regarding travel expense reports, please click the Travel tab on the Finance website and look under Frequently Asked Questions or go to the following link and click drop down box for Travel. All travelers in the School of Nursing need the approval of Division Head, an Associate Dean or the PI of the grant that is funding the travel. All air travel MUST be booked thru one of Emory s 3 (three) air travel providers. To book air travel please click the Travel tab from the Finance web page. By using Emory travel providers your airfare can be directly billed to your Smart Key. Please note that if you do not utilize Emory s travel providers Emory will not reimburse the cost for the airline ticket. In order to facilitate the process, all travelers who have a travel card should use the travel card to pay for travel related expenses. After the travel is completed, the traveler completes the travel expense report for reimbursement to American Express in the PeopleSoft Financial system. Travel expense reports must be submitted along with the appropriate documentation (see below) in order to avoid delay of the reimbursement. Please insert the preparer s initials in the comments section of the travel expense report. After the form is approved by the Division Head, Associate Dean of the respective unit or the PI, the form is directed to the Office of and Finance and Administration for verification and approval. Once the form is approved the appropriate administrative assistant is notified to submit to Payment Services. Please note that to avoid delay, no paper work should be submitted to Payment Services without proper approval and signature from the Office of Finance and Administration. What about the Documentation? The University requires individuals to submit documentation to substantiate their expenses. All receipts must show the transaction date, form of payment and the amount paid. Airfare Car Rental Gas for Car Rental Itinerary showing preferred agencies used Rental Agreement Receipt Mileage on Personal Auto MapQuest printout if $25 or more from Emory to destination Mileage Log for multiple local trips Taxi/Parking/Shuttle Lodging Receipt required $25 and greater Hotel Folio

3 Meal - Individual Meal - Alcohol Meal - Per Diem Meal - Business/Group Travel - Other Under $25, summary receipt $25 and greater, summary and itemized receipt Under $25, summary receipt $25 and greater, summary and itemized receipt None Under $25, summary receipt $25 and greater, summary and itemized receipt If under 10 attendees, list names, titles and purpose If 10 or more attendees, write the # of attendees and purpose Itemized receipt For detailed information on how to process travel reports in the PeopleSoft Financial System please refer to: Please note the following excerpted from the Finance website: Personal meals are the meal expenses of travelers who are on a business trip and should be purchased with the Travel Card whenever possible. Personal meals can be expensed according to actual and reasonable costs accompanied by original detailed receipts. If detailed receipts are not available, a lost receipt affidavit must be attached. When requesting reimbursement for business meeting meals, a list of employees, their titles, guests and their affiliation, and the business purpose must accompany the request for reimbursement or charge to School of Nursing accounts. Alcoholic Beverages: The use of alcohol for business entertainment purposes during travel should be kept to a minimum. Employees should be aware that the purchase and use of alcohol places significant legal exposure on the University. All purchases of alcoholic beverages must be reported separately (from meal expenses) on the Travel Expense Report. Alcoholic beverages may not be charged to a sponsored project. Tipping for Meals: Tips included on meal receipts can be expenses. No entertainment expenses can be charged to a sponsored project.

4 P-CARD For details regarding the University Purchasing Cards policies and procedures, please refer to the Emory University s Purchasing Cards Policies and Procedures manual at: Policies and Procedures The School of Nursing limits one p card per unit or Department. In order to get a Purchasing Card (P-card), the online application form must be filled out. Once the Office of Business and Finance gets the application, it will be reviewed and approval garnered from the appropriate department or unit head as needed, per the University Finance policies. Specific Procedures for Using the P-Card 1. For a purchase of more than $ a request in an to use the purchasing card must be submitted to the Office of Finance and Administration before the purchase is made. 2. The request will include the item, the purpose (justification for expense), who will use it, the dollar amount and the Smart Key. If it is a grant account, all A21 restrictions apply, regarding Cost Accounting Standards. Transactions must be reviewed and updated regularly, preferably once a day, but no less often than once a week, by logging onto: 3. If you have completed the review and update process, please check the box to let the system know that all is complete. The system does a run every night so anything with a checked box gets paid. If you still need to make changes do not check the box, however whether you check the box or not, 30 days from the post date all charges will be paid. If you need to dispute some charges please contact the Office of Business and Finance or the p card office immediately, otherwise the charges will be paid. 4. A log needs to be kept when making purchases for others for reconciliation and future reference with the same pertinent information as above. 5. It is each P card holder s responsibility to update, review and monitor his or her P card account on a regular basis (preferably daily!). 6. Each cardholder should keep a copy of his or her original receipts in a folder and attach them to the P card statement. This process reduces the time spent searching for receipts at the time of reconciliation. If you transfer to another department within Emory University

5 or leave Emory University your P card issued through the School of Nursing will be canceled. You can submit this form: All p-card holders must give a copy of all receipts to the Office of Finance and Administration. The receipt should have the Smart key and Account number that was used for the expense. Additionally, after the p-card has been reviewed and signed by both the p-card holders and their supervisors, the statement must be forwarded to the Office of Finance and Administration for review and signature. The p-card statement will be returned to the card holder after it has been reviewed and signed. DO s and DON Ts for P-Card use: Do: Use the P-Card for: - individual memberships and licenses - subscriptions - memberships - registrations - cell phones, PDA's - catering ($1499 or less) - local business meals Keep all documentation relevant to the purchase. Review and Sign your statements (Emory will pay it, but you are accountable). Provide applicable receipts. Keep up with changes to the P-Card policies and procedures. Make sure you give your receipts to your supervisor each month. State the business purpose on the receipt. Remember that every transaction saves the University approximately $80 in processing costs when done correctly. Don't: Don t forget to keep your original receipts and reconcile with your monthly statement. Don t forget to get the cardholder statement signed by your supervisor. Don t use the card for any personal expenses. Don t forget to include the business purpose for meals (if under ten attendees, include the names of all individuals who were at the meal). Don t turn in a credit card receipt for a meal that only has the grand total: an itemized receipt for meals is required. Don t use your P-Card to put gas in your car. Don t charge an airline ticket on your P-Card. Don t use your P-Card to purchase personal items, gifts, family meals; groceries Don t buy alcohol with your P-Card Don t put anything on a P-Card that should go on a Purchase Order. Don t split your transactions among varying purposes. When making a purchase using the Emory Purchasing card, please be sure to mention that Emory University is a TAX exempt educational institution. When you go in

6 person to make a purchase please take the memo which has the Emory tax exempt ID number. Examples of some of the things which are not tax exempt: Purchase of food from a local restaurant and grocery stores; Catering however is considered a service and is except from Georgia sales and use tax. Flowers are not exempt from Georgia sales and use tax. Gasoline purchase on a p card is ONLY allowed for University vans and vehicles. Single purchase limit on a p card is $1,499. Monthly spending limit is $3,000. PLEASE NOTE THE FOLLOWING EXCERPTS FROM PROCUREMENT OFFICE POLICIES AND PROCEDURES MANUAL REGARDING THE SPECIAL REQUIREMENTS IN USING P-CARD ON FEDERAL GRANTS AND NON FEDERAL GRANTS 1. All P card purchases that use Federal and non federal grant accounts must be approved by the Office of Finance and Administration. The use of the purchasing card does not waive any of the Cost Accounting Standards and A21 allowable and non allowable requirements. All costs incurred on a sponsored project must be reasonable, necessary, allocable and appropriate to the specific account charged. Costs may not be incurred on a sponsored project for preplanned transfer or redistribution to another account. 2. Because of the limited life of a sponsored project and possible compliance issues, while not specifically prohibited, use of a sponsored project account number, as the Procurement Card primary cost center number, is not encouraged and should be limited. Sponsored projects should only be used as a primary number under the following circumstances: For multi year projects (FDP/Expanded/contract) where the account number will not change on an annual basis The project requires a large volume of small purchases that could be processed through the procurement card All purchases are specific to and allowable on the specified sponsored project 3. When the primary account number is not a sponsored project, a sponsored project may be charged for a specific expenditure through the Sam redistribution system, provided that the charge is appropriate to and meets all of the other sponsored project requirements. 4. Because of the unique audit requirements for sponsored projects, Departments must retain all receipts for Procurement Card, purchases, charged against a sponsored project. Because some vendors do not provide detailed receipts, the Department may need to retain a detailed log of a sponsored project purchase so that the individual items purchased are clearly documented. For example: A receipt may say miscellaneous merchandize with a total of $150. This will be insufficient for Audit purposes or cost transfers. A complete

7 summary of the items should be attached to the receipt. E.g. : $150 receipt 24 2boxes of = $32 and 4 boxes of felt tip each =$10 5. A P Card purchase may only be transferred (by ejournal) to a sponsored project if the e- journal includes a copy of the receipt and the purchase detail with the backup. All other sponsored projects requirements, such as 90 day justification, also apply. Revised 07/12/11-RD

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