Administration and Finance

Tip of the Week - November 13, 2006

Foundation Accounting forms required documentation:

Invoices – must be originals. Faxed or copies of the invoices should be for payment of old invoices (e.g. 120+ days).

Multiple expense receipts for one person – use the Voucher for Reimbursement of Business Expenses to list the expenses and attach the original receipts. The form is located TFA website.

Purchase Orders, Prepaid Expenses and Accounts Receivable items – upon receipt of the merchandise or service – departmental personnel must submit documentation in order for Foundation Accounting personnel to complete the process of expense classification (e.g. receiving report, packing slip, receipt, etc.)

Travel Reimbursements – Foundation Accounting follow the University rules/regulations for travel reimbursements, which includes the current State per diem, meals, and mileage costs.
- ALL travel reimbursements require a Travel Authorization Request (TAR). This includes employees and non-employees.
- All travel reimbursements require a “Voucher for Reimbursement of Travel Expenses”.
- NOTE: The UNF travel forms (e.g. TAR, travel reimbursement forms) may be used as Foundation Accounting Check Requisitions supporting documentation.

Moving Expenses (Employee)
- Foundation Accounting administers the University guidelines for those employee moving expenses paid with Foundation funds. An original approved “Approval to Pay Moving Expenses” form [obtain the form from Human Resources] and/or copy of job offer letter stipulating payment of moving expenses must be submitted with the Foundation Check Requisition and the original receipts or invoice as supporting documentation. Payments are be made to the employee or the moving vendor.
- NOTE: The moving expense payment will be reported on the employee’s W-2 form, as required by IRS regulations. UNF Payroll will assess the employee the appropriate federal withholding taxes based on the payment amount for allowable moving expenses.

Non-Cash Fringe Benefit Expense Reimbursements – must be processed on a separate check requisition (e.g. club memberships, vehicle expenses, etc.) The reason is these items are tracked for the purpose of annual employee fringe benefits.
- Monthly reports for club memberships and/or mileage log forms must be completed and submitted to Foundation Accounting. The forms are located on the TFA website.
  - Club Membership Fm Web address
  - Monthly Mileage Log Form Web address
- NOTE: The non-cash fringe benefit payments will be reported on the employee’s W-2 form, as required by IRS regulations. UNF Payroll will assess the employee the appropriate federal withholding taxes based on the non-cash fringe benefit payment amount

Vendors

Payments to Companies – require the companies to provide their FEID number.
Payments to Individuals – require their social security number and a permanent address. UNF department address is not acceptable.
NOTE: New Venders - New Vendor Form or W-9 must be completed by the company or person prior to the Foundation Accounting payment
Contact Foundation Accounting (Extension 2790) to see if the company or person is an active vendor in the Fundware system.
Vendor form web address

Foundation Administrative Policies and Procedures:

Foundation Accounting Administrative Policies and Procedures (FAAPP) are located on the TSI/Foundation Accounting Website.
The FAAPP includes information regarding the UNF Foundation, Inc. and the General Disbursements Policies and Procedures (e.g. Foundation Board Initiatives, prepaid expenses, scholarships, moving expenses, travel, etc.)
The Foundation Accounting Administrative Policies and Procedures may be printed in its entirety or by the procedure section.
Disallowable Expenses:
- Gift certificates or gift cards for employees - Political contributions
- Employee or student parking passes - UNF parking tickets
  This list is not all inclusive.

Questions can be directed to Beverly Evans at extension 2790 or bevans@unf.edu.

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