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Division of Business Affairs
Controller's Office

Accounts Payable

Petty Cash Information

Petty Cash is reimbursed in the form of a check. The form is located at the link below. This form must be completed with the original receipts attached and turned in to the Accounts Payable Office. Forms received by Tuesday noon (12:00pm) will have a check available on Thursday afternoon or Friday morning. Please remember that all “2 & 8” fund transactions must be signed off by Grants and Contracts.

Grants and Contracts: Coenen Hall 127 Ph: (318) 342-3430 Fx: (318) 342-3814

Petty Cash Payment Request (.XLS)

Travel Information

State Travel Office

Travel Presentations:

Travel Updates & Information:

Travel Forms:

Announcements


A/P ANNOUNCEMENT, per Nicole Walker, Controller

Throughout the year we receive many calls and emails regarding payments. We plan to host training sessions for various AP functions (travel, receiving in Banner) after the first of the year as an aid in helping us all get payments out in a timely manner. The following is intended to remind everyone of our established procedures and to communicate a few changes.

Purchase orders (department copy):

If the Purchase order is a case where the Check Must Accompany Order (CMAO), such as for a speaker or event, please notify us in advance before the check writing that it is a CMAO.

Upon final delivery/receipt of merchandise/services, receive in Banner. Write the receiver number (Y#), sign and date the yellow/gold copy of the Purchase Order/Change Order (if applicable) and send to AP. Please notate any changes and initial and date the change.

Upon partial delivery/receipt of merchandise/services, receive in Banner. Using a Partial delivery receiving form, write the receiver number (Y#), list the items, quantity, and amounts that have been received, and sign and date and send to AP.

You must Receive in Banner and notate the Y# on the document(s), or we will be unable to process the payment to the vendor. To complete the steps, you must check the “Complete” box in Banner, even though a green checkmark appears. If the vendor sends the original invoice to you, please forward to Accounts Payable along with your signed Receiver document. If the Purchase order is allocated in different accounts, please list the amounts received that need to be expensed to each account. If not, Banner will allocate based on a percentage method. If you have a purchase order issued for a vendor, do NOT submit a check request to pay the invoices for those items.

You no longer must wait until you receive the invoice copy from us in order to receive in Banner and send Receiver to us. We will no longer be sending the invoices to the departments unless you communicate to us otherwise AND the invoice clearly has your department name noted. Simply receive in Banner once the goods have arrived, fill out yellow Receiver copy with “Y” number noted on Receiver and send to AP. Once the Receiver is received in AP, we will pay the invoice.

Check Requests and Travel Advances/Expense Reports:

Original receipts must be submitted before payment can be made. If the check(s) must be picked up, please type or write legibly the name and extension of the contact person on the request. Checks for pick-up are ready on Thursday at LaCap, and mail outs are sent through regular mail the following Monday. Please allow adequate time for the request to be approved through Purchasing and/or Grants/Contracts, if applicable, and then forwarded to A/P by the deadline. All Check Requests for personal services rendered, for first-time payments to the vendor/individual, must have a W-9 form attached. An updated Accounts Payable Check Request (Voucher) form can be found on the ULM forms web page labeled AP Voucher. Please use this new form and discard all old ones.

Please make every effort to send or deliver the Travel Advances/Expense Reports and Check Requests by the Friday, 11:30 a.m. deadline to Coenen Hall Room 103 so they may be stamped before being distributed to the proper processor. We are working very diligently and expediently to process all payments in a timely manner. It is our goal for all completed requests that have been received in Accounts Payable by Friday, 11:30 a.m. to be processed in the check run for the following week; however, incomplete Receivers and/or incorrect/incomplete Check Requests and Travel Advances/Expense Reports will delay payment. No travel expenses will be paid through Check Requests and you must submit your PRIOR travel authorizations for ALL out-of-state travel and in-state conferences.

In order to verify if payment has been made, first access FAIVNDH in Banner and check Vendor History. However, due to the high volume received in AP, please allow two weeks before making an inquiry to AP, preferably by email, as to why payment has not been made.

Questions should be directed as follows:

Purchase Orders – Lena Beutner lbeutner@ulm.edu
Travel – Mary East  east@ulm.edu
Check Requests – Karen Danna  kdanna@ulm.edu
Accounts Payable Manager - Lena Beutner lbeutner@ulm.edu

We appreciate your cooperation, patience, and adherence in these procedures.

We will inform you of the training sessions once the dates have been determined.

[per Nicole Walker, CPA, MBA, Controller; University of Louisiana Monroe; Phone: (318) 342-1040; Fax: (318) 342-5103]

Travel Announcements


November 3, 2014
The Office of State Travel has made many changes to the travel rules and regulations. If you travel regularly, supervise anyone who travels regularly, or prepare travel reports, it is very important that you attend the one of the travel training sessions being offered this Thursday, November 6th at 10:00 or 1:30 in the Student Center, Room 170.

The following is a letter from the Commissioner of Administration mandating use of HotelPlanner, effective November 1, 2014. Please read carefully. All hotel reservations must be made through this portal. Any exceptions must be discussed and approved before the hotel reservations are made.

            Letter:   http://www.ulm.edu/controller/hotelplannersbookingportalletter.pdf

Below is a link to the portal instructions for HotelPlanner. These instructions are lengthy, but it is important that if you are making hotel reservations that you read and understand these instructions.

            Instructions:  http://www.ulm.edu/controller/hotelplannersportalinstructions.pdf

The portal has (2) two hard stops throughout the booking process, referencing cancellation and payment terms, which your travelers will have to agree to, prior to booking. All terms must be carefully read at the time of booking and the traveler must realize that any term which is agreed upon cannot be refunded. This will assist the traveler when making a reservation to ensure they are aware of any cancellation policies, pre-pay terms, etc.

Following is the link to the portal

Portal Link:  http://louisiana.hotelplanner.com/

REMEMBER, IT IS STILL THE TRAVELER’S RESPONSIBILITY TO ENSURE THAT ALL RATES BOOKED ARE WITHIN PPM49 ALLOWANCES AND NOT RELY ON THE PORTAL’S BANNERS.

The Office of State Travel is also mandating the use of a state card program for all airfare, lodging, vehicle rentals and registration. We are currently investigating our options for how this will be accomplished. In the meantime, do not pay for any of these types of expenses with anything other than a state card. If you do not have a CBA card or access to a CBA card and need to pay for any of these types of expenses, please contact me at nwalker@ulm.edu or Susie Clay at clay@ulm.edu.

The Office of State Travel will be discussing these very important changes during the training sessions on Thursday, so please plan to attend one of the sessions.

Thank you,

Nicole Walker, CPA, MBA, CGMA, Controller


 October 27, 2014

See above for a link to the letter from the Commissioner of Administration mandating use of HotelPlanner, effective November 1, 2014.

Also, for your convenience, a link is above to updated portal instructions for HotelPlanner.  Although these instructions are lengthy, it is important that Program Administrators also read and understand.

The portal has (2) two hard stops throughout the booking process, referencing cancellation and payment terms, which your travelers will have to agree to, prior to booking.  All terms must be carefully read at the time of booking and the traveler must realize that any term which is agreed upon cannot be refunded. This will assist the traveler when making a reservation to ensure they are aware of any cancellation policies, pre-pay terms, etc.

REMEMBER, IT IS STILL THE TRAVELER’S RESPONSIBILITY TO ENSURE THAT ALL RATES BOOKED ARE WITHIN PPM49 ALLOWANCES AND NOT RELY ON THE PORTAL’S BANNERS.

Travelers may make payments in the portal by utilizing their individual corporate travel card, agency’s CBA or individual P-card, if requested and approved by this office. Each  Program Administrator  will be provided  login credentials that enable you to add and delete agency hotel approvers, as needed.  Beginning October 29th  only Program Administrators may contact me for their agency login.  Program Administrators are the only personnel authorized to have login credentials and make changes to agency hotel approvers.   

Shelita Woods, Office of State Travel, Shelita.Woods@la.gov, (225) 342-6322, (225) 342-5019  fax


October 6, 2014
Effective November 1, 2014, the Commission of Administration has mandated that specific travel expenditures be placed on the State Travel  or LaCarte CBA programs,  this office has received questions regarding rental vehicle direct bill accounts.  If your agency is interested in establishing a direct bill account with Enterprise with payment being placed on one of the State’s card programs, please see instructions below.  Any questions should be directed to Enterprise.

Three different scenarios

  1. Agency has no current direct bill set up…..  They have three options, set up a direct bill account with payment via credit card, set up ghost account (direct credit card pay) or simply allow charges on individual travel cards at time of rental.  For those that want direct bill with credit card pay they need to fill out Direct Bill form and Credit Card Authorization form and follow instructions on remittance form.  For those that want a ghost account they only need to fill out the credit card authorization form.
  2. Agency has existing ghost account….  They need to do nothing, no changes for them.
  3. Agency has existing direct bill.  They need to fill out the credit card authorization form and follow instructions on the attached remittance form.

Shelita Woods, Office of State TravelShelita.Woods@la.gov, (225) 342-6322, (225) 342-5019 fax


June 20, 2013

The following was received from the Office of State Travel. If you travel on state business, please review the below information carefully.

As you know, in order to be considered tax exempt in regards to lodging,  a state employee must present a completed “tax exempt form” to the hotel at time of check-in. However, did you know that in addition to the tax exempt form, a state traveler is also required to have a “copy of the employee’s written travel orders which states the dates and destination of the authorized travel,” or for state employees, a copy of their travel authorization. This requirement is noted at the bottom of the State of Louisiana’s tax exempt form as a requirement of the Department of Revenue. Although not all hotels will request or require the travel authorization form along with the tax exempt form, to be considered tax exempt, more hotels are beginning to require both.

Remember, as per the state’s policies for both LaCarte Purchasing and CBA cards, taxes may never be allowed when making a charge for lodging. Therefore, in order to comply with the policies, along with reducing costs to your agency, the Office of State Travel strongly suggests that employees immediately begin carrying both documents, when travel includes overnight lodging, to ensure that if asked they will have all necessary documentation.

The current tax exempt form is located on our website at  http://www.doa.louisiana.gov/osp/travel/forms/hoteltaxexemption.pdf

Thanks, Director of Purchasing


 


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