Business Services Presented by Barb Shafer & Jill Brown

Business Services Presented by Barb Shafer & Jill Brown

Who Does What? Student Accounts/Cashier – Mike Morgan 657-1711 – Renee Haefer 657-1707 – Rachel Brown 657-2140 – Misty Shelato 657-1709 System Analyst – Connie Rohrdanz 657-2138 Account Payable/Travel – Jill Brown – Vacant Travel Clerk 657-2301 – Tami Eller 657-1706 – JoAnn Rhodes 657-1683 Mailroom – Sammy Oxendahl – Patrick Eller 657-2241 BARB SHAFER DIRECTOR 6571710 657-2151 657-2241

Purchasing Basic questions to ask yourself: What is the estimated cost of the supply or service? Is my Department authorized to buy this? (ie. IT related purchases) Are funds available? Is this a controlled item? Does competition exist or is this a sole source procurement?

Delegated Authority Title 18 Montana Code Annotated (MCA), Montana Procurement Act, Administrative Rules of Montana (ARM) Current Agreement at: http://www.msubillings.edu/boffice/Policy/Delegated%20Authority%205-8-13.p df MSUB Department Delegation 5,000 Montana State University Billings Purchasing Delegation; authorized to purchase all non-controlled supplies or services up to 150,000.

Total Contract Value TCV* Total Contract Value The total contract value is the initial contract period, plus any options to renew, or the total potential purchase price of an item. This includes shipping, handling, warranties, maintenance & support, convenience fees, reimbursable expenses, in short – ANY cost that the University will incur throughout the length of the contract Total Contract Value is used to determine the proper procurement method.

“Small” Purchases 5,000 and under. Use the method that best meets your departments needs. Shop around! Use your P-Card when possible. Departmental Purchase Order or Contracted Service Agreement recommended when appropriate, but not required.

Purchases over Department authority 5,000 – 25,000 - Limited Solicitations 25,000 and above – IFB (Invitation For Bid) – RFP (Request for proposal) – Contracts Submit a Department Purchase Order (DPO) and any collected information to Purchasing for processing

Department Purchase Order Department Purchases over 5k Routes to Purchasing

IT Approvals Contact IT Purchasing before you buy! – IT purchases require specialized knowledge. . . And often have an impact on other systems – Security considerations – Legal considerations – Leverage cost savings, operational efficiency – Pre-existing license agreements IT is required by policy to shut down any system that has an adverse impact.

Contracted Agreements Guest Speaker Agreement Independent Contractor Agreement

Amazon Business

State EMACs program

Purchasing Cards Filling out the application Chrome River tips & tricks

P d r ca A a c i l p p n o ti

Chrome River Tips & Tricks Navigating between card holders Creating an expense report Choosing an expense tile Reviewing account codes in PDF before submitting Adding expenses to a current drafted report Splitting an expense between indexes

Delegates

Approver Delegate

Navigating between holders as a delegate

How to create an Expense Report

Business Purpose!!

How to find the right expense tile.

How to confirm the expense you are working.

How to view the report in PDF.

Return Recall - recommended Recall vs Return

How to add expenses to a draft.

Expenses across multiple Departments

General Rules Always select the department “MSU Billings ALL” Do not select the “GENERAL” expense types in CR. Required attachments – Hospitality Forms – Travel approvals i.e. COVID Form

Chrome River Tips & Tricks Quick Help Guides are available: https:// www.msubillings.edu/intranet/boffice/chromeriver.htm

on’t forget what is not allowed! Travel: Meals (This is part of the travel per diem. ) Tips, gratuities, porter services while traveling Entertainment Alcohol or any substance, material or service which violates policy, law or regulations pertaining to MSUBillings. Consulting and/or personal services Personal expenses (briefcase, coffee, aspirin, Kleenex, dry cleaning, etc.) Cash Advances Plants, flowers, silk plants for office (Must take up a collection from your office staff to pay for these). Prescription drugs/controlled substances Telephones, cell phones, and related equipment Gasoline Payments to other MSU Departments (Bookstore/Sodexo) Payments for Timeshares (i.e. Lodging) Capital equipment or equipment with trade in. No computer equipment, software, or related items (You may use the purchasing card for computer supplies (discs, labels, peripherals and etc.) Any purchase that is prohibited by current MSU-Billings purchasing policies and procedures, www.msubillings.edu/boffice/ *** NON-ALLOWABLE PURCHASES ARE NOT LIMITED TO THIS LIST ***

s r do n e V g n i y nt e a P ym a P n er atio A” n z n P Ba thori he “B Au KA t – A

What needs to be included with the BPA? Invoices These things are not invoices: Other relevant forms Travel forms Purchasing forms Hospitality Approval forms – – – – – – Work Orders Statements Pro-Forma Invoices Quotes Missing Receipt Forms (Missing receipt forms are ONLY allowed with Pcard reports and even then we Cannot over use them) Required for any food purchase

ITY L TA I P S RM O H FO

Other important A/P information W-9 forms Most recent version from the IRS is dated December 2019. The form is available on our website at – http://www.msubillings.edu/boffice/Forms.html If you have a W-9 saved out to your desktop, please make sure it is the most recent version.

Departmen tal Purchase Order. Approval from Departmen t Head or Fund Controller for the order Order Approval Submit Paperwork Prior to Ordering Hospitality Form? Travel Authorizatio n? Submit the DPO to the Vendor or Purchasi ng as required Issue the Receive the Product/Servi ce DPO/PO Check your order for accura cy Invoices should be issued through the Business Office and copied to your Review departm Invoices ent Copies of DPO/PO Hospitality Forms TA Receipts W9 if required Include copies of important paperwork. Create a BPA for Payment Check the Remit to Address Fund Controll er signatur es

DON’T FORGET WHAT IS NOT ALLOWED! Personal Expenses Cash Gifts or Awards Gift Cards Flowers Cards Parking Decals or Fines Graduation Regalia or other clothing Office Treats Lunches or Snacks for Dept. Meetings Office Supplies – Coffee, Plates, Napkins, Tissue, etc. Donations Drugs or Alcohol *** Non-Allowable reimbursements are not limited to this list ***

Travel Make Reservations Travel PreApproval Travel Chrome River Expense Reports

Pri or to Tra v eli n g

COVID Travel Release https:// www.msubillings.edu/intranet/boffice /forms.htm Scroll to the bottom under Travel

Making Reservations University Pcard – Request tax exempt at hotels – Extra Insurance – Collect Receipts Check the travel Policy for changes in High Cost Cities for hotels Rental Cars – Use the University Pcard for additional Insurance Trip Insurance is now considered an acceptable expense by the State.

Traveling Collect all receipts for every expenses, except meals Meals are a set Per Diem – Do not use a Pcard for Meals – New Out-of-state Meal Rates as of October 1st Morning 8 Lunch 12 Dinner 26

Foreign Travel Travel Pre-Approval – Minimum of 2 weeks prior – And before any expenses occur Documents required – Participants List and All emergency contact information – Travel Itinerary – Copy of Travelers Passport

Chrome River Quick Help Guides https://www.msubillings.edu/intranet/boffice/chromeriver.htm Getting Started Hotel Itemization Create a Travel Pre-Approval Uploading and Attaching Receipts Create a Travel Expense Report from Pre-Approval Use the P-Card Itemization Tile Create a Mileage Expense (Travel) Create a Non-Travel Expense Report Approvals – Approval Reassign – Approvals Via Email – Approval Email not Functioning Recall a Report Editing Header Information Dealing with Fraudulent Charges Personal & Non-Reimbursable Charges (Travel) Personal & Non-Reimbursable Charges (NonTravel)

Don’t forget what is not allowed ! Meals on your Pcard Tips Personal Expenses Seat Upgrades *** NON-ALLOWABLE PURCHASES ARE NOT LIMITED TO THIS LIST ***

Policy & Procedures http://www.msubillings.edu/boffice/Policy%20&% 20Procedures.htm – Accounts Payable – Travel – Purchasing – Accounts Receivable – Biz hub (mailroom & printing) – Misc Relocation Document retention Cash Account & Deposit Raffle Prizes

Questions Thank You Barb Shafer 657-1710 Jill Brown 657-2151 Suggested Future training items – Please email [email protected]