marcy a. flores assistant comptroller & director of accounting...
TRANSCRIPT
Presented By
Marcy A. FloresAssistant Comptroller & Director of Accounting
[email protected] Ext. 4192
Judy Murdoch Accounts Payable Specialist III
[email protected] Ext. 3951
Vilma CastilloProperty Management
[email protected] Ext. 2713
Outline of Topics
Funding Sources
Purchasing Guidelines
Expense Object Codes
Controlled & Capitalized Object Codes
Funding Sources
State - Education and General (E&G)
Local – Student Fee AccountsIndirect Cost AccountsLocal Accounts (all others)Restricted Accounts
State Funds
Account NumbersRange (1xxxxx – 19xxxx; 87xxxx – 879999)
Voucher NumbersBegin with zero
Strict GuidelinesState guidelines and law must be followed and show direct benefit to the University
Local Funds
Account NumbersRange (2xxxxx, 3xxxxx; 4xxxxx; 5xxxxx; 6xxxxx)
Voucher NumbersBegin with five
Strict GuidelinesTexas A&M University System Policies and Regulations must be followed and show direct benefit to the University
Purchasing Guidelines
Reviewing Each Payment Request◦ Items to be included on a payment request◦ Invoices / Receipts◦ Required State Documentation
Purchasing Guidelines
State of Texas Prompt Payment Law30 day ruleInterest (4.25% of unpaid balance)Disputed payments (21 days)
Vendor InformationW-9
Vendor and Employee PaymentsDirect Deposit
Purchasing Guidelines
Advance PaymentsPrepayment Certification
AdvertisingOriginal Tear Sheet of
Advertisement
Purchasing Guidelines
Alcoholic BeveragesUnallowable State ExpenditureWith approval on local funds
Alumni ActivitiesState funds may not be used for the support or maintenance of alumni
organizations or activities.
Purchasing Guidelines
Auxiliary EnterprisesState funds may not be used for support
of auxiliary enterprises.
Charitable OrganizationsState agency may not provide money, goods or services to a charitable
organization.
Purchasing Guidelines
Conference Registration FeesAdvance payment (6 weeks in adv)
Required information on payment request:Name of person attending;Full name of conference;Dates of conference;Reason for prepayment (certification);Agenda.
Purchasing Guidelines
Employee Certification/LicensureJob-related
Employment of Retirees30-day rule (contact payroll)
Flowers, Floral Arrangements, and PlantsUnallowable State Expenditure
(donation in lieu of flowers not allowed regardless of fund source)
Purchasing Guidelines
Food PurchasesState funds (Code 4050)(Food purchase with State funds are very limited.) Example of allowable expenditure: Nursery SchoolRequired documentation: purpose clearly stated.
Local fundsCode 6339 – Other than Business MealsCode 6340 – Business Meals
Required documentation: Names of attendees and purpose of business meeting.
Purchase Guidelines
Gifts and AwardsState Funds ($100.00 ceiling)
Honoraria or Speaking FeesContract ( all expenses included)
A&M System Employee (contact payroll)
Purchasing Guidelines
Memberships/non-professional organizations
Memberships/professional organizations
All memberships must be approved by the Assistant Comptroller & Director of Accounting
Purchasing Guidelines
Moving ExpensesProcess all payments through
payroll.
Notary FeesEmployees not required to be bonded. http://www.sorm.state.tx.us/Risk_Management/Bonds_and_Insurance/notary_forms.php
Purchasing Guidelines
Professional ServicesAccountantArchitectEngineerLand SurveyorPhysicianRegistered Nurse
Purchasing Guidelines
Recruitment of StudentsUnallowable State Expenditure
SpeakersA&M System Member
Subscriptions
Purchasing Guidelines
Taxes – Federal and StateExempt from most federal and
state
Tips and GratuitiesUnallowable State Expenditure
How to Code an Expense Properly
Remember The 5 W’s
Who? Who will be using it?
What? What is it and what is it being used for?
Why? Why are we purchasing it?
When? When will it be used?
Where? Where will it be used?
Travel 3000 - 3415 Supplies & Materials 4000 - 4899 Utilities 5000 - 5039 Telecommunications 5100 - 5199 Fees 5200 - 5259 Consultant Services 5350 - 5399 Professional Services 5400 - 5499 Maintenance & Repair 5500 - 5555 Other Services 5600 - 5699
Operating
Non Capitalized Furn. & Equipment 5700 - 5799
Non Inventoried 5750 - 5774
Rental & Leasing 5800 - 5899
Scholarships 5900 - 5929
Grants 6000 - 6049
Other 6200 - 6450
Items Purchased for Resale 6900 - 6999
There’s More!!!!
Codes Related to Food
4050 – Food Purchases (Research, Seminars, Teaching)To record payment for the purchase of food used in a research, seminar or teaching capacity. This code does not include purchase of food for student activities, business meals (6340) or animals purchased for
immediate slaughter for food. (Ex: Walmart, HEB, etc.)
4051–Not Used
6338 – Catering Services
To record payment for catering or other food services provided by
any external vendor. Examples: Sodexho, Linda’s Main Street
Café, Young’s Pizza (when catering)
6339 – Food Purchases (not business meals)
To record payment for the purchase of food. This includes
purchase of food for student activities other than room and
board. Excludes business meals (6340), food research, seminars,
teaching (4050) or animals purchased for immediate slaughter for
food. ( Ex: Walmart, HEB, Lydia’s Pizza Hut, etc. (not allowed on
state accounts)
Codes Related to Food
Should be used to capture TRUE Office supplies such as:
Pens, pencils, paperclips, rubber bands
Paper, envelopes, post its, index cards
Folders, notebooks Calendars, tape,
calculator ribbon
Should NOT include items such as:
Stapler, hole punches, rubber stamps, nameplates, rulers, blank video tapes, easels (4085)
Diskettes, computer toner, printer cartridges, cd’s (4020)
Printer (5760) Surge Protector (4090)
4010 – Office General
Should include items used for janitorial purposes such as:
Disinfectant Disposable gloves Paper Towels Any Cleaning Solutions Air Filters Napkins & Paper Plates Light Bulbs (not 4076)
4011 Paper Goods & Janitorial
This code should be
used to capture TRUE Research expenses such as:
DNA Samples Test Tubes Jars or Viles Venom Tags for Wildlife Microscope Slides Thermometer Covers
Not used for items
such as:• Freezers (5752)• Ice Chests (5752)• Books (5765)• Chemicals (4040)• File Cabinets
(5750)• Deer Feed (4055)
4013 – Research Supplies
4014 – Supplies Ammunition Should be used strictly for ammunition
4030 – Fuels and Lubricants Should be used for items such as: grease, oil, antifreeze and
fuel additives. Should not be used for Gasoline (4036) Diesel (4037) or Propane (4038)
4040 – Chemicals & Gases Should be used for items such as: dry ice, oxygen, liquid nitrogen, refrigerant gases etc.
4055 – Farm, Ranch and Nursery Supplies Should include animal feed, veterinary drugs, hay, block salt, and halters. Does not include fertilizer (4056) or pesticides(4058)
More Codes and Their Uses:
4076 – Building Supplies and Materials Includes countertops, breaker boxes, electrical outlets, lumber, door locks, paint etc.
4080 – Fabric and Linens Includes blankets, pillow cases, fabric for theatre costumes, This does not include uniforms (5755) or t-shirts for camp participants (5641)
More Codes
And still more codes…….
5211 – Membership Dues Includes all Business, Technical and Professional Organizations Must be approved by Asst. Comptroller & Dir. of Acct. (Marcy Flores) 5213 – Membership Dues Other – NOT USED
5215 – Employee Training Registration Fees; Includes payment of registration or other associated fees for seminars and conferences attended by state employees. Must include names, dates, itinerary for event and no acronyms can be used
5217 – Employee Training – Tuition – Not Used
5453 – Other Professional Services To record payment for services rendered on a fee, contract , or other basis by person, firm, corporation, or company recognized as possessing a high degree of learning
5460 – Professional Services w/receipts To record payment for services rendered on a fee, contract, or other basis by a person, firm, corporation, or company recognized as possessing a high degree of learning. Receipts must support all costs – is not taxable under 1099 Ex: Hotel, meals, car rental, airfare
And still more codes…….
5760 – PC Peripherals/Add Ons $0 - $4,999.99 Used to record payment for the purchase of computer peripherals when the single unit cost is not capitalized, controlled or required to be reported to the State Property Accounting System. Includes items such as: CD ROMS, controllers, docking stations, computer mouse.
5765 – Educational Books, Film & References $0 - $4,999.99 Used to record payment for books and other reference material that are not used in a professional, academic or research library. This includes: cassettes, reference books, slides, dictionaries, reference material on diskettes, CD-ROMs (not blank) and videos.
And still more codes…….
5767 – Purchase of Animals Used to record payment for purchase of animals, cadavers, birds, fish, mammals, reptiles, rabbits and insects, dead or alive
5840 – Rental of Motor Vehicles To record payment for the rental or lease of motor vehicles. Example: Renting a vehicle to transport non employees.
And still more codes…….
Controlled Property
Controlled (at any cost)
Object Code Property Item More Description
5775 Hand Guns All Hand Guns
5775 Rifles All Rifles
Controlled ( $500.00 - $4,999.99)
Object Code Property Item More Description
5780 Stereo Systems Stereo Systems
5781 Cameras Cameras &Digital Cameras
5782 VCR’s & Televisions VCR’s, Televisions, DVD, Camcorders
5787
Computers; Data Projectors Desktop & Laptop Computers; Digital Projectors (used with computer)
5788 Printers Non-portable
Controlled Assets
Items that are required to be reported to State Comptroller
Must know who is responsible for the item
Must know where the item is at all times
Capital Assets
Single unit cost is $5,000 or more◦ Do not include cost of extended warranty◦ Do not include maintenance agreements◦ Do not include parts listed separately ◦Do include freight and installation cost
Object Code Property Item More Description
8410 Motor Vehicles – Passenger Car Mini-Vans, Cars, Full Size Vans
8415 Motor Vehicles – Other Trucks, SUVs, Buses, Golf Carts, Motorcycles, Trailers, All terrain
8420 Classroom Teaching Equipment Lecturns, Chalkboards, Globes, Stands, Gym Equipment, Hurdles
8421 Office Furnishings and Equipment Bookcases, Cradenzas, Cabinets, Desks,
8422 Medical, Scientific, and Laboratory Equipment
Oscilloscopes, Spectophotometers, Cetrifuges, Chromatographs, All Med/Sci/Lab equipment
8423 Artifacts/Historical Treasures Works of Art, Collections
8424 Other Institutional Furnishings and Equipment
Printing Machines,Projectors, Stereo Syst, Cameras, TV, VCR, DVD, Camcorder, GPS Equipment, Hand Guns, Rifles, Appliances
8425 Shop and Industrial Equipment Wagons, Conveyer Syst, Tractors, Machinery, Drills, Gin Mach., Grinders, Lathes, Milling, Forklifts, Saws, Lifts, Shears, Textile Tools
8426 Marine Equipment Dept Finders, Buoys, Radar
8430 Aircraft Helicopter, Jet, All Aircraft
8435 Computer Equipment Servers, Desktops, Laptops, Drives, Printers, Scanner, Smartboards, Monitors, Docking Station, Rack, Shelving, Chassis, Mainframe
8440 Software, no license agreements or upgrades All Software
8445 Telecom Equipment Call Distributors, Fax Machines, TTVN Equipment, Teletypes
8455 Purchase of Boats Boats, Boat Motors & Accessories, Ferries, Canoes
Capitalized Property
Inventory
Tagging required by State regulations Tag number needs to be assigned and adhered
within ten days
Will be on department physical inventory
Resources
Expendit: State of TX Purchase Policies and Procedures Guidehttps://fmx.cpa.state.tx.us/fm/pubs/purchase/index.php
The Texas A&M University System Policies and Regulationshttp://tamus.edu/offices/policy/index.html:
Texas Government Codehttp://www.statutes.legis.state.tx.us/?link=GV
Internal Revenue Service Forms and Publicationshttp://www.irs.gov/formspubs/
Contact Information
Judy MurdochAccounts Payable
ext 3952
Vilma CastilloProperty Management
ext. 2713