Foundation Processing Procedures Presented By: Denise Matias, CAH

Foundation Processing Procedures Presented By: Denise Matias, CAH

Foundation Processing Procedures Presented By: Denise Matias, CAH February 22, 2012 All completed Foundation Payment Authorization and Scholarship forms are to be

sent to Denise Matias for review. Once reviewed she will then forward to the Dean, or his Designee, who will then review and sign. The forms will be hand delivered to Foundation for processing. Monthly Foundation reports will be e-mailed to CAH Departments/Programs. General Information

Foundation funds must be used for the general benefit of UCF and its specific programs. There are to be no substantial benefits transferred to the donor, faculty, or staff member in return for the gift. Foundation funds cannot be used for personal items. General Information Cont.

All disbursement requests must follow Foundation procedures and be submitted on UCF Foundation forms. Foundation is a separate entity from UCF and does not have access to Peoplesoft. Forms and procedures are readily available on the CAH website at http://www.cah.ucf.edu/files/indes.php and are updated as needed.

General Information Cont. Available donations must be posted in the system before payments using those donations will be processed. The 4% revenue fee for new donations is deducted during the budget checking process in the Deans office. Foundation accounts should never have a negative

balance. General Information Cont. Reimbursement requests for activities hosting UCF employees only (if an actual working breakfast, lunch, or dinner meal provided), receipts reflecting meals of $50 or more per person, tips over $25, or 25%, and requests over $10,000 must all be approved by the Provost.

A tip of 20% is considered standard by Foundation. General Information Cont. Receipts must show payment method whether cash or xxxx-xxxx-xxxx-1234 for a credit card. If receipt does not reflect a zero balance, a Proof of Payment/Exception Reimbursement Request form must be used. Prepaid expenses are processed only when a

deposit is required and only up to 50% of total estimated bill. General Information Cont. Travel-related reimbursements, including meals, must have the itinerary attached, conference agendas, meeting agenda or other sufficient documentation which clearly outlines the dates and description of the purpose for the travel.

Scholarships are processed by Foundation and awarded through Student Financial Assistance. Any outstanding fees/fines owed by the student will be deducted from award amount. General Information Cont. The CAH Foundation Payment Authorization (short invoice) deadline is Friday to be processed the following Friday.

The Foundation cut off is 12 noon on Tuesday, for payment on Friday. Checks are processed and mailed by Foundation every Friday. Processing Procedures The Foundation Payment Authorization form is available at http://www.cah.ucf.edu/files/index.php If deposits are made e-mail a copy of the paperwork to

[email protected] Send the Payment Authorization along with the following attachments to Attn: Denise Matias, CAH Deans Office, +1990 Original detailed invoice or receipt Invoice should show total balance due and be charged to UCF (Foundation is tax exempt) Processing Procedures

Receipts must show payment information by either reflecting a zero balance or reference a partial credit card number Meal receipts need to show the detailed information of items purchased at the meal and not just the receipt that provides the total and tip information (this is a CAH policy) Proof of Payment/Exception Reimbursement

Request forms should be used for non zero receipts or cash payments without a receipt Processing Procedures Receipts smaller than 8 x 11 should be taped to a piece of paper Only If applicable, please include originals of one or more of the following: Agenda, itinerary or flyer with date of event

Invitation or announcement of event Attendee list, UCF business affiliation and justification if not affiliated with UCF Certification of Independent Contractor Status UCF Foundation Fees 4% revenue fees for all new contributions are assessed each year on June 30th (this does not include endowment spendable or transfers between

Foundation accounts). The fee is not deducted on your monthly statements. The amount will be deducted during the budget checking process in the Deans Office. A .5625% quarterly endowment fee is assessed on the market value of your endowment as an overhead fee. Payment Authorization Form Payments to companies or individuals for

services, purchases, and/or entertainment Reimbursement to individuals Transfer of funds from Foundation to department Salary supplement for state employees Honorariums for non state employees; cannot be used for students General Guidelines for Completing the Payment Authorization Form

Upper Left hand corner: Payee: Complete individual or company name Address: Companys address or home address of individual Vendor FEID or SSN (last four numbers ONLY , Required) For UCF employees: use Employee ID number (not PID) General Guidelines for Completing the

Payment Authorization Form Upper Right hand corner: Date: Date Short Invoice is being prepared Prepared by: Preparers name and +4 Foundation Account Name: ex. CAH Deans Office General Account Number: COAH000xxx General Guidelines for Completing the

Payment Authorization Form Middle Section: Description of Purchase Reimbursement (Who, What, Where, and When): Be clear and use concise statements explaining who, what, where, and when. List receipts separately and, if needed, summarize on an attached page Include a list of attendees noting their affiliation with UCF. For long lists, please type See attached list of attendees and then

attach the list UCF/Benefit /Justification: Explain how event/purchase benefits UCF Total: Sum of all expenditures General Guidelines for Completing the Payment Authorization Form Signature lines:

The first line should be signed by the departments Chair/Director or assigned designee If reimbursement is for the Chair, leave blank and Denise Matias will sign Honorariums Payees must not work for the state Need original signed W-9 (write on the bottom of the form the phone #, e-mail address if known and fax # if known)

Original Certification of Independent Contractor form Original invoice must be signed by the payee Example Reimbursement for Individuals or Companys Format Payment to companies or individuals for services, purchases, and/or entertainment and reimbursements to individuals Invoices for individuals that do not have a Federal ID number and who are using a social security number for tax reporting

purposes must sign the original invoice. Note: Social Security number does not go on the invoice. Reimbursements for interviewees must list the UCF position, such as Associate Professor Example Attachments to this Payment Authorization: Original detailed receipt from UCF Marketplace taped to an 8 x 11 piece of paper

Original detailed receipt from Toucan Willies taped to an 8 x 11 piece of paper A list of attendees to each event (if additional space is needed, attach another page with the list) A copy of John Smiths itinerary Example Reimbursement to UCF Expenses must already be paid from the E&G account.

Attach a copy of the Actuals DataMart Detailed Information showing check number (if applicable) for each charge for backup Subtotal by account code if necessary Foundation will cut a check and deposit it at the UCF Cashiers Office. You will see the reimbursement post as a STFXXXXXXX journal Example Attachments to this Payment Authorization:

For backup, attach a copy of the Actuals DataMart Detailed information for each charge for backup or excel report for multiple charges Invoice or receipt Itinerary, program, announcement, and/or attendees if applicable Example To print out the Actuals DataMart Information:

Go to: Staff Applications under MyUCF Portal and select F&A DataMart. Select Actuals from the purple screen and the following screen will show: Example Type in the department funding number you are wanting to search, to print out the detailed information, select Run Query. Example

The following screen will show and you then look for the charges(s) or credit(s) that you need to print. Select the Line Number in Blue Example Must show Check # (though check number will

not show for a journal transfer) Example For multiple charge(s) or credit(s) that you want to upload in Excel format, select the link marked in red. All the actual charges/credits will show up in Excel and you will need to delete rows and columns for the backup that needs to be provided.

Example Here is an example of an Excel sheet format that you need to use for a journal and pcard charges. Example Foundation will not pay if check number is not showing on the DataMart print out so you can do the following: You will need to do a voucher inquiry to look up the check number using the voucher number. If you do not have Voucher

Inquiry already setup as a favorite proceed to UCF Financials navigate to: Main Menu > Accounts Payable > Review Accounts Payable info > Vouchers > Voucher. (To save time, add this to your favorites). Example This is a picture of the voucher screen. Enter the voucher number (8 digits) in the Voucher ID box. Click the search button toward the bottom of the page.

Example This page will show up at the bottom of the Voucher Inquiry page. Under Payment Information you will see a $ sign link, click it. Example You will fine the check number under the Payment Reference ID. Write the check number on the DataMart print out and attach

the print out of this screen. Other forms that may need to be included with the Payment Authorization/Short Invoice Certification of Independent Contractor Status form Use for payees requiring a 1099 at year end. An original W-9, and original invoice signed by payee and an original signed Independent Contractors form must be attached to the Payment Authorization form.

Proof of Payment/Exception Reimbursement Request Form First step should be for the payee to contact the vendor and request duplicate receipt. Complete Proof of Payment/Exception form if payee is unable to obtain a receipt and bill was paid with cash or check. If paid by check, a front copy and back copy of the canceled check must be attached. Other Foundation Forms Found on the CAH Deans Office website at http://www.cah.ucf.edu/files/index.php under Foundation

Scholarships/Awards Form Use to award student Scholarships Scholarship will not process if funds are not available The form may be used for multiple students Use PIDs instead of social security numbers Other Foundation Forms Cont. Value Received Donation Transmittal Form For use with monetary donations

Checks should be made payable to UCF Foundation Gift In-Kind Form Use for donated goods and services Travel Reimbursement Request Form Helpful links The link for the CAH website for helpful Foundation information is: http://www.cah.ucf.edu/files/index.php The link for Foundations Policy IQ that is used by Foundation to

house their written policies and related form is: https://app.policyiq.com/FoundationUCF/Default.aspx?Key=09 2daca4-c94d-475e-96f6-3a2d4b603766 To the left you can click on specific policies and forms or you can search for a specific topic. Common Mistakes Proper backup is missing (i.e., DataMart backup for individual charges)

Detailed itemized receipt(s) are missing for purchased meals. Letter placed in front of employee ID Final invoice (for i.e., from Aramark) not provided Contracts need to be approved by UCF legal counsel W-9 not being current Any Questions???

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