Administration and Finance

Tip of the Week - October 8, 2007

Reminders for Expense Forms Required
Documentation and Weekly Check Processing

I. New Vendor

- New Vendor Form or W-9 form must be completed by the company or person prior to the vendor payment.

http://www.unf.edu/dept/tsi/FDN/Forms/FDN024-NewVendor&VendorInformationChangeForm.pdf

II. Request for expense reimbursements required documentation

Payments made by:TSI/Foundation Accounting REQUIRED documentation

When applicable - in addition to original receipts/proof of payment for reimbursements, include the agenda, program, advertisement, invitation, flyer, workshop/conference schedule, etc.

Cash or Check	1) original receipt(s).
Credit Card	1) original receipt(s) - charge summary with signature authorization AND detail receipt. 2) proof of payment - copy of credit card statement showing expense charge/payment. Note: Account number and other information on that page not pertaining to the related expense should be shaded with a marker.

II. Travel Reimbursements

Foundation Accounting follows the University rules/regulations for travel reimbursements, which includes the current State per diem, meals, and mileage costs.

* ALL (U.S and international) travel reimbursements require a Travel Authorization Request (TAR). International travel must have the appropriate approved international clearance forms attached. This includes employees and non-employees. Web address: http://www.unf.edu/dept/tsi/FDN/Forms/FDN027-TravelAuthorizationRequestform.pdf

* All travel reimbursements require a "Voucher for Reimbursement of Travel Expenses". Web address: http://www.unf.edu/dept/tsi/FDN/Forms/FDN011-2007Voucher-ReimbTravelExp.pdf

NOTE: The UNF travel forms (e.g. TAR, travel reimbursement forms) may be used as Foundation Accounting Check Requisitions supporting documentation.

III. Multiple expense receipts for one person

The Voucher for Reimbursement of Business Expenses should be used to list the expenses, description of expense and attach the original receipts. The form is located TFA website. Web address: http://www.unf.edu/dept/tsi/FDN/Forms/FDN029-VoucherforReimbursementofBusinessExpenses.pdf