Introduction Common Used Policy & Procedures EMS Before You Submit...5. Guidelines: How to Buiild a Business Purpose...

Transcription

1 YSS Partner EMS Tlkit Table f Cntents Intrductin... 2 Cmmn Used Plicy & Prcedures EMS Befre Yu Submit....5 Guidelines: Hw t Buiild a Business Purpse... 6 Business Purpse Examples EMS: Hw t Submit. 8 P-Card Example: Dmestic Travel.9 P-Card Example - Supplies P-Card Example Internatinal Travel 11 Internatinal Travel Frm Example.12 Out f Pcket Frm - Example Additinal Helpful Infrmatin.14 Useful Resurces Service. Slutins. Satisfactin. Page 1 ( , rev 1)

2 YSS Partner EMS Tlkit Intrductin The YSS Partner EMS Tlkit was created t serve as a reference tl t assist in delivering superir business supprt services s that ur partner departments can fcus mre resurces n achieving their cre missins. Department satisfactin is the key measure f ur success. Service, Slutins and Satisfactin EMS: Yale s Expense Management System pwered by Oracle iexpense Oracle iexpense: used t create and submit expense reprts when any f the fllwing expenditures take place: Travel expenses: prcessed with r withut a Yale University Purchasing Card (P Card) Material r supplies charges purchased with a Yale University Purchasing Card (P Card) Other ut f pcket expenses (OOP) Service. Slutins. Satisfactin. Page 2 Questins? Please call

3 YSS Partner EMS Tlkit Cmmnly Used Plicies & Prcedures: Business Meal : Plicy 3302: Business Meals, Entertainment, and Other Scial Events Individual names are required fr business meals with 10 and less attendees Grup meals are t be $100 r less per persn (including tax & tip) University funds cannt be used fr a scial event in recgnitin f Secretary s Day, weddings, birthdays, baby shwers, etc. Fr FAS faculty searches r recruitment: The University expects the cst f business meals t be reasnable and t be $75 r less per persn (including beverages, tax and tip). Please see link fr mre infrmatin: andrecruitment expense guidelines Dmestic r Internatinal Travel: Plicy 3301: Travel n University Business Guide 3301 GD.01: Misc Nn reimbursable Travel Travelers are expected t purchase lwest available ecnmy airfare ticket Traveler must chse (per trip) either per diem OR actual meal, nt bth Cancellatin r n shw fees fr htels, rental cars, etc. are nt reimbursable Parking and mileage reimbursement between university lcatins Every effrt shuld be made t use the n demand shuttle service if available. If a scheduled University shuttle service is available, there is n reimbursement fr mileage fr any travel amng 25 Science Park, West Campus, Medical Schl, and Central Campus. The University encurages the use f the shuttle service, but in sme circumstances when there is a sund business reasn r there is n scheduled shuttle service, parking will be reimbursed with apprval frm the lead administratr. Business Class vs. Ecnmy Class If yu are allwed t fly business class, yu MUST determine the difference between the cst f business class and ecnmy class and charge this difference t expenditure type (Dmestic Travel Unallwable) r (Freign Travel Unallwable). This difference cannt be charged t a federally spnsred award, must be dcumented and attached t the expense reprt, and must be identified fr all business class travel csts. Spnsred Agreement (Federal Grant) Internatinal Travel Plicy 3301: Travel n University Business Guide 3301 GD.02: Use f U.S. Flag Carrier fr Spnsred Freign Travel. Federal requirements (i.e. Fly America Act) state that dmestic grantees must use U.S. flag air carriers t the maximum extent pssible. Service. Slutins. Satisfactin. Page 3 Questins? Please call

4 YSS Partner EMS Tlkit Gifts: Plicy 3303: Gifts frm University Funds Gifts fr emplyees with greater than 10 years f service departing Yale can be given a gift with a value up t $400 Please nte: Fr Yale emplyees YSS will reprt all giftcards as taxable incme t payrll. The recipient f the giftcard will see a tax deductin in their paycheck. Fr additinal questins please refer t this link: Purchases >$10,000 Fr purchases >$10,000: Sle Surce Frm ( fr03 sle surce) r bidding dcumentatin is required. Please refer t Plicy ( purchasing general#4) Service. Slutins. Satisfactin. Page 4 Questins? Please call

5 YSS Partner EMS Tlkit EMS Befre yu Submit Have yu gathered ALL f the necessary infrmatin, is it crrect? What type f expense d yu have? D yu have the prper dcumentatin and infrmatin fr yur submissin? D yu have a valid and cmplete VIP r PTAEO? (Please us PTAEO validatr) D yu have legible receipts $75.00? Have yu cmbined yur receipts $75.00 and any ther supprting dcumentatin int 1 PDF? D yu have a cmplete Business Purpse? Wh name f attendee(s) r participant(s) including their psitin and affiliatin 10 peple and under: List names and affiliatins (Example: Jhn Smith, Caltech; Jane Des, Yale) 11 peple r mre: List the name f the grup and affiliatin (Example: 45 Scilgy students and faculty) What name f the expense (dinner, travel tickets, dues) r event (name f cnference, wrkshp, r meeting) N abbreviatins, unless written ut nce within same expense reprt Where lcatin where the event tk place r destinatin traveled t When date(s) r date range f event r expense Why the reasn fr the expense, hw des it benefit Yale? If applicable, have yu saved yur OOP frm and Internatinal frm in EXCEL frmat? Service. Slutins. Satisfactin. Page 5 Questins? Please call

6 YSS Partner EMS Tlkit Guidelines: Hw t Build a Business Purpse WHO WHAT: What was purchased? WHERE: Where did the purchase ccur? (if applicable) WHY: What was the reasn fr the expense? Hw des this purchase benefit Yale? This infrmatin is nt needed; it is included already in the expense reprt. Only include a name if yu made the purchase fr smene else: Example: Mary Smith bked travel fr her supervisr Jhn Jnes. Mary wuld include Jhn Jnes in the business purpse. Examples belw: Examples belw: Ldging Airfare Taxi Annual Dues License Fees Fd/Beverage Lcatin (include City, State) Annual Merit Cnference t recruit students fr departmental research prgram Business Meal fr department staff and students t discuss implementatin f new academic evaluatins Fd purchased t be used as lab supplies t supprt experimental study findings Annual Dues fr tax reprting magazine t keep department abrest f current tax regulatins Nte: If this purchase is charged against a spnsred award, be specific as t hw this purchase benefits the award. Refer t award scpe fr further infrmatin. WHEN: When did the purchase ccur? Date f event (Mnth and year) Service. Slutins. Satisfactin. Page 6 Questins? Please call

7 YSS Partner EMS Tlkit Business Purpse Examples UNACCEPTABLE Tk Tm Jnes, guest speaker ut t dinner Recruiting Meal Served refreshments at staff meeting n 9/4/14 Amtrak n 11/20/14 fr Tm Jnes t g t New Yrk Airline Tickets Trip t NYC n 9/17/14 t the Art Gallery Htel Stay fr Jimmy Falln Research bks purchased Dues fr Jennifer Lpez fr the academic year Subscriptin t the paper fr students in marketing Mileage Reimbursement fr Janna Thmpsn s trip t Hartfrd Replace pwercrd fr cmputer ACCEPTABLE Business Meals Dinner n at Unin League with Prfessr Jhn Jnes (Clumbia University) t discuss stem cell prject prgress fr lecture held n Lunch n at Mry s with Prfessr Jane De (Pace University) t discuss ptential appintment in the department f bilgy fr the 2016 academic year. Refreshments fr staff meeting n t discuss upcming alumni weekend events (45 staff and faculty frm Schl f Divinity attended) Travel Rund trip train fare n frm New Yrk City, NY t New Haven, CT fr Tm Jnes t meet with prspective dnrs Rund trip airfare n , frm Minneaplis, MN t Hartfrd, CT fr Betsy Smith (University f Minnesta), lecturer fr class CAS12b n One-way train fare fr Mary Reynlds t New Yrk, NY, n t view artwrk at the New Yrk Art Gallery fr acquisitin fr the Yale Art Gallery Htel stay ( ) fr Jimmy Falln, at the Omni Htel in New Haven, CT t serve as guest speaker at Cmmencement ceremnies Other Purchased bks n fr preparatin f a manuscript fr publicatin in the Jurnal f Genetics Membership dues purchased fr Jennifer Lpez fr the American Academy f Music fr the year t stay infrmed in the music industry Annual 2015 subscriptin fr Wall Street jurnal purchased fr the Schl f Management marketing department fr use in the student lunge Mileage frm New Haven, CT t Hartfrd, CT n en rute t Bulder, CO fr Medical Best Practices Cnference (MBPC) fr Janna Thmpsn (25 miles) Purchased cmputer pwercrd n while attending Medical Best Practices Cnference (MBPC) in Bulder, CO fr Janna Thmpsn Service. Slutins. Satisfactin. Page 7 Questins? Please call

8 YSS Partner EMS Tlkit EMS Hw t Submit What type f expense are yu submitting? Service. Slutins. Satisfactin. Page 8 Questins? Please call

9 YSS Partner EMS Tlkit P Card Example Dmestic Travel Service. Slutins. Satisfactin. Page 9 Questins? Please call

10 YSS Partner EMS Tlkit P Card Example Supplies Please Remember: The preferred methd t rder supplies is thrugh SciQuest. Use the P Card ONLY if supplies are nt ffered by a SciQuest vendr. Service. Slutins. Satisfactin. Page 10 Questins? Please call

11 YSS Partner EMS Tlkit P Card Example Internatinal Travel Please Remember! Internatinal Expenses must be submitted separate frm dmestic expenses Must cmplete Internatinal Travel Frm Length f Trip, Number f Travelers and Activity Internatinal Rentals: D Purchase the LDW (Lss Damage Waiver; frmerly called CDW r cllisin damage waiver) and LIS (Liability Insurance Supplement) insurance fr all rentals utside f the Cntinental United States, including Alaska, Hawaii, Canada, Puert Ric, and the US Virgin Islands. Fr Spnsred Agreements (Federal Grants) Internatinal Travel, please refer t Plicy 3301: Travel n University Business Guide 3301 GD.02: Use f U.S. Flag Carrier fr Spnsred Freign Travel. Federal requirements (i.e. Fly America Act) state that dmestic grantees must use U.S. flag air carriers t the maximum extent pssible. Internatinal expense generally refers t any gds r services used in a cuntry utside the United States r any expense related t travel fr activities cnducted utside the United States. It desn t matter if they are purchased in the US. Please see belw fr examples: Supplies purchased in the U.S. but shipped and used fr activities cnducted utside the U.S. A lim expense incurred t travel t JFK t bard a flight t Lndn t speak at a cnference A htel expense while in Lndn t speak at a cnference Service. Slutins. Satisfactin. Page 11 Questins? Please call

12 YSS Partner EMS Tlkit Internatinal Travel Frm Example Service. Slutins. Satisfactin. Page 12 Questins? Please call

13 YSS Partner EMS Tlkit Out f Pcket Frm Example Service. Slutins. Satisfactin. Page 13 Questins? Please call

14 YSS Partner EMS Tlkit Additinal Helpful Infrmatin Please Avid! Nn reimbursable Expenses In rm mvies "N shw" charges fr htel and car service Persnal parking tickets r traffic vilatins Upgrades (air, htel, car, train etc.) Dmestic Rentals: D Nt Purchase insurance cverage when renting in the Cntinental United States, including the District f Clumbia. Please Remember! When submitting yur transactin t YSS please be sure t FORWARD the P Card ntificatin t yss.ems@yale.edu. DO NOT reply t the P card ntificatin . When submitting PDF files t YSS, please remember that ur system will nly a file size f 5MB r less. Fr additinal infrmatin, please refer t: Size.pdf As a guideline, actual meal expenses shuld nt be greater than the per diem allwance set by the federal gvernment fr the city visited DO NOT cmbine Internatinal and Dmestic travel n ne submissin. They must be submitted in separate s DO NOT cmbine transactins frm multiple P Cards n ne submissin. They must be submitted in separate NOTE: When additinal infrmatin/dcumentatin is requested, please reply t the cnfirmatin yu received cntaining yur EMS case number t ensure all requested infrmatin is cntained in the same case and an additinal case is nt created. If yu have a unique situatin where there is a written exceptin t plicy n file frm the Cntrller s ffice, it must be included in the PDF attachment with each submissin t YSS. Service. Slutins. Satisfactin. Page 14 Questins? Please call

15 YSS Partner EMS Tlkit Useful Resurces PTAEO Validatr: T ensure PTAEO is valid and accurate befre submitting expense reprt t YSS General YSS EMS Help: sharedservices@yale.edu r T btain answers r assistance n any YSS service YSS Updates: T view news and annuncements regarding YSS at any time YSS Out f Pcket and Internatinal Travel Frm: Plicies and Prcedures: T Reduce PDF File Size: Size.pdf Service. Slutins. Satisfactin. Page 15 Questins? Please call