CS Finance and HR Processes

Topics:

CS Team

CS Team is a group of accounting and HR staff, who read and respond to csteam@colorado.edu email.Ìý CS Team members are Stephanie Morris Finance Manager, Michael Collier Senior Finance and Accounting Professional, Kelly O'Flannigan Senior Finance and Accounting Professional, Tammy LaneÌýFinance and Accounting Professional, Brandon Geer,ÌýHuman Resources and Payroll Coordinator and Chantel Lehl, Faculty HR Support Coordinator.Ìý Procurement CoordinatorÌýAlec LavenderÌýis also aÌýpart of our team through the College Finance Service Center.Ìý He reads and responds to email through ceas.fsc@colorado.edu.

What information should be sent to CS Team?Ìý

All Finance or HR related questions or requests.Ìý

What information should not be sent to CS Team?Ìý

  1. Receipts for completed travel and pcard PVs and receipts.Ìý You can submit them through .
  2. Pre-award proposal budget requests, which you will send to Senior Proposal Analyst Serralheiro for processing, anselmo.serralheiro@colorado.edu
  3. Key requests, parking, printing to the printers in the lounge, mail, copies, building maintenance issues, FCQs, buff onecard access, room reservations, general office supplies like pens/pencils/paper/markers/staplers/folders/binders/white board erasers/cleaner,which you should send to csfrontoffice@colorado.edu for processing which is read by the Front Office Business Assistant and Front Office Student Assistants.

Forms

Ìý- webÌý

Purchase Verification Form (PV) - word document

Department Verification Form (DA) - word document

Purchasing

You can find a complete list of procurement rules at

Sensitive expenses

Violations you will want to avoid:

  1. – the department has authority to procure items under $5000.Ìý Items over $5000 requires a Purchase Order (PO) and POs over $10K must be approved by a Purchasing Agent before the order can be placed.Ìý Any order, from a single vendor, that exceeds $5000 must go through the PO process.Ìý You cannot split up the order into different quantities in order to avoid the PO process.Ìý This is a significant violation.Ìý However, you can order the items from different vendors to get below the $5000 single vendor threshold.
  2. – this occurs when you either procure an item outside of the PO process or if you authorize a vendor to process an order before the PO is in place and is fully approved.This is a significant violation.
  3. Personal purchases of any kind – all purchases must be for CU related business only, and cannot be for personal use or consumption.
  4. Alcohol purchases are unallowable unless you have a gift fund designated by the donor as donor cultivation and entertainment.

Here’s a list of items in which CU designates cannot be purchased out of pocket so they are not eligible for reimbursement.Ìý Exceptions are very rare so please be very careful to not purchase these out of pocket.

  1. Any type of service (like transcription services/services for repairs of computers or equipment etc.)Ìý
  2. Donations
  3. Cash Awards
  4. Sponsorships
  5. Study subject payments
  6. Cell phones
  7. Wireless services
  8. Wireless devices
  9. IT Hardware includes items like laptops, desktop computers, ipads/tablets.
  10. IT Software includes, but isn’t limited to, items like Amazon Web Services, Google Cloud, Mechanical Turk, Slack, Dropbox, Digital Science Overleaf, PDF Expert, Evernote, Grammarly, WriteLatex Ltd, Calendly, any type of subscription.ÌýÌý
  11. Furniture
  12. Office supplies
  13. Out of pocket airfare purchased by CU employees – this is only allowable if the policy is followed which is found

:

  1. $5000 and under the department has the authority to procure.
  2. $5001 - $10,000 requires a Purchase Order (PO through the CU Marketplace)
  3. $10,001 and above requires a PO which is reviewed and approved by aÌýPurchasing Agent as part of the process and may need to be accomanied by a .ÌýÌý

How to Purchase:

1. Through CS Team:ÌýSubmit aÌý form.Ìý Upon submission the form be sent toÌýcsteam@colorado.edu.

IMPORTANT: Please do not send purchase requests directly to Alec LavenderÌýas we ask that theyÌýgo through CS team as a first layer of review by our Accountants via the CS Finance Forms process.Ìý Once the review has taken place the request will be forwarded to Alec for processing.

2. Procurement Card (Pcard): The Pcard is a CU visa card that allows you to purchase items $5000 or less.Ìý Charges are billed to the university and 'allocated' to the funding source through a process handled by CS Team.Ìý There are some restrictions on the use of the card, for example, it's not to be used for travel expenses *except* for conference registration fees.Ìý Refer to the GuidelinesÌýfor Purchases of IT Hardware and Software/Subscription Goods and Services ahead of the purchase.Ìý Seek guidance from CS team before using a pcard forÌýIT hardware or software purchases if you have any questions about this process after reading through the guidelines.Ìý Ìý

Pcard documentation can be submitted online through the .Ìý Upon submission, the information is sent to Alec Lavender at for processing.Ìý

Alternately,Ìýyou can fill out a digital version of the purchase verification formÌýand send it with your receipt/s to Alec LavenderÌýat ceas.fsc@colorado.eduÌýfor processing.Ìý

Do not use the online Purchase Verification (PV) form found on the CS Finance Forms online platform to submit pcard transactions as this feature is only for reimbursements or for purchases which you’re asking us to complete on your behalf.ÌýÌý

4. CU Marketplace:

IT hardware and software should be purchased through the CU Martketplace (CUMP) when possible.ÌýÌýAs a faculty member you may seek access to the CU Martketplace (CUMP) as a shopper. which is the preferred method of purchasing.Ìý However, if you choose not to become a CU Marketplace shopper CS team can complete the transaction on your behalf.Ìý In this case, you may submit aÌý form.Ìý Upon submission the form be sent toÌýcsteam@colorado.eduÌýfor processing.

5. Personal funds:ÌýNote - Reimbursements should not be the usual way that the department obtains goods.Ìý In some cases, for purchases under $5000, you can use personal funds and request reimbursementÌýwith the exception of any type of service (like transcription services/services for repairs of computers or equipment etc.) Ìýdonation, sponsorships,Ìýstudy subject payments, cell phones, cash awards, wireless services, wireless devices, Ìýfurniture , office suppliesÌýand in some cases IT Hardware,Ìý IT software- we aren't able to reimburse you for these items so please do not purchase them out of pocket.Ìý There are special procedures in place for these types of purchases.Ìý If you are ever in need of these goods/services, ask before buying them.Ìý The use of personal fundsÌýis not recommended for students as some students may incur a tax liablity, if purchasing items out of pocket.Ìý The best option for student purchases is through CS team.

For out of pocket purchases, fill out the online Ìýin which all documents will be directed to csteam@colorado.edu upons submissionÌýor fill out the digitalÌýpurchase verification form and email the itemized receipt showing the amount paid and method of payment (check, credit card, cash) to csteam@colorado.edu for processing.

Reimbursements are subject to theÌý.

IMPORTANT: Please do not send reimbursement requests directly to Alec LavenderÌýas we ask that theyÌýgo through CS team as a first layer of review by our Accountants via the CS Finance Forms process.Ìý Once the review has taken place the request will be forwarded to Alec for processing.


When the reimbursement is ready for you to review, CS Team will send you an email notification with instructions on how to review it in the online Concur systemÌý(the concur system is only accessible by employees).Ìý Once you submit the report and it’s fully approved, it will be directly deposited into your bank account.Ìý You will always have a role of submitting your report for payment once we enter it into the system, and again, we will notify you with instructions on how to do this each time.Ìý

ACTION ITEM: Add all CS Team members as delegates for you so that we can create your reports


Additional information regardingÌýfurniture:
The University has as well as the CU distribution center 303-492-6525.Ìý All faculty and staff furniture selections must be made from of one of these vendors.Ìý Complete aÌý CS team will place the order for you.Ìý Furniture cannot be procured with a procurement card or with personal funds.

Additional information regarding software:

CU policy requires software to be installed on a CU owned machine.Ìý If it’s installed on a personal machine, we’re not allowed to provide reimbursement or to pay with a procurement card or any other method of payment.

In addition, software typically requires an extra layer of review before purchasing.Ìý Please connect with CS team before purchasing software so that we can assist you with the transaction.

Additional information regarding tips:

  • When tipping for meals using a pcard or personal funds – the maximum allowable amount is 20% of the final bill (including tax), if the final bill does not already include a tip. If the final bill includes a set amount (of any percentage) for gratuity, then no additional tip may be provided (we can reimburse tax when reimbursing an out of pocket expense).
  • When tipping in cash, the tip is only reimbursable if it’s added as a tip line on a receipt.Ìý

/controller/2019/12/01/need-know-revised-guidance-tipping

Travel

Informational links:

PSC Procedural Statement:

Travel overview

Christopherson Business Travel:Ìý

Personal Combined with Business Travel:Ìý

Internet Airfare:Ìý

Booking Travel:Ìý

Sign up for mobile apps Ìý

Obtaining Pre-Approval to travel through the Department Travel Authorization (DA) Form:

Before you travel on university business, you must seek pre-approval to travel by following these step by steps.Ìý Once your request is reviewed and approved by CS team, you will receive an email authorizing your trip along with instructions on booking your trip. Once you have this approval, you can contact our CUs approved travel agency, Christopherson Business Travel, to purchase the airline ticket or you can book the flightÌýonline through the system.Ìý These instructions also apply to student and visitor travel.

Airfare:
Christopherson Business TravelÌýwill bill the university directly for the airfare via the speedtype that you provide on the department authorizationÌýrequest form so there are no out of pocket expenses involved.ÌýÌý

For business combined with personal travel:

When traveling for the University, it is allowable to combine your business trip with personal travel. The University will only pay for the business portion of your trip, and expenses for the personal portion must be excluded on your expense report. You must first obtain approval from your department and then follow the purchasing and documentation guidelines

Complete the online Ìýand attach the required quotes.

Internet Airfare:

It’s important that you follow the PSC Policy on internet airfare to ensure you will be reimbursed for your purchase.

Travel Card (let Stephanie know, via CS Team, if you’re interested in obtaining a travel card):

The travel card is a visa credit card that is linked directly to CU.Ìý While in travel status, all travel expenses (aside from airfare) can be billed to the card and are allocated directly to a speedtype avoiding out of pocket expenses.Ìý The card also provides insurance when renting vehicles during travel.Ìý We don’t allow students to have travel cards.

Information about the Travel card is listed here.



IMPORTANT: Fly America Act (Only applicable when travel is funded by sponsored projects)
The Fly America Act requires that US Flag carriers or EU Flag carriers be used for foreign air travel funded with federal dollars.Ìý This includes any travel done on a federal award or a federal flow through award.Ìý Keep this in mind when buying airlines tickets.Ìý Departments and/or the Principal Investigator become personally responsible for any airline ticket that does not comply with the Fly America Act.Ìý Additional information about this Act can be found on the Web site of the United States Department of Commerce Office of General Counsel at



Paying for Conference Registration Fees:
You can pay for registration fees with a pcard, travel card or with personal funds to be reimbursed upon completion of the trip.Ìý Alternately, you can list on the DA form that you would like our teamÌýto pay for the registration for youÌýwith ourÌýpcard.

Rental Car:
Christopherson Business Travel can reserve a rental car for you or you may reserve a car through the online concur system. The rental car fee is not automatically billed to the university unless you pay with a travel card, so once you’re in travel status, you should always pay with this method as using the card provides full value collision and loss damage insurance.Ìý Fuel for the rental car is reimbursable as well and should be paid for with the travel card or out of pocket.Ìý




Hotel:
You can pay for your hotel fees and any hotel deposits with the travel card or with personal funds.Ìý If you stay with friends or family instead of booking a hotel we can reimburse you up to $25 per day for lodging, you will need to specify this on your DA so that we can include it in your reimbursement (No receipt required.)

Meals:
We can reimburse you by using

a. the state MI&E per diem rate (note: on the actual travel days, ie when you're flying or driving to your destination we can only reimburse up to 75% of the MI&E)

b. any amount less than the per diem, without the need for receipts

ÌýMeals for single day trips, if travel is wholly within a single day, meals are an allowable expense as long as the trip lasts 12 hours or more. Reimbursement cannot exceed 75% of the daily M&I per diem rate.Ìý Proof of trip duration is required, which can be provided through documentation like a conference agenda or a parking validation.

Meal reimbursement is not allowed if adequate meals are included with lodging, as part of conference/registration fees, or otherwise provided to traveler at no cost.

Mileage:

  1. Personal Vehicle We can reimburse you for mileage as applicable.
  2. Mileage vs. Airfare–Required Vehicle Usage Traveler will be reimbursed for actual mileage if vehicle travel is required due to nature of trip, items which must be transported during trip, or because multiple travelers make vehicle travel the lowest cost.
  3. Mileage vs. Airfare–Traveler’s Option Requires department approval. Requires comparison quote printed from Concur Travel. Traveler will be reimbursed for actual mileage up to actual total flight cost (transportation to/from DIA, airfare, and destination ground transportation).

When commuting to sites other than the primary work location, reimbursable mileage is calculated byÌýtotaling the number of miles driven that dayÌýand subtracting theÌýtotal number of miles the employee would need to normally commuteÌýbetween home/primary work location/home.

See the , under mileage.

Parking at DIA:

Discounts on parking near Denver International Airport offered to all University of Colorado employees. Vendors provide baggage assistance and shuttle service from their lot to the airport. All operate 24/7, 365 days a year. Parking availability is guaranteed; advance reservations are available but not required.


Documentation/filing for reimbursement:
Always save all original *itemized* receipts for out of pocket travel card expenses. The receipts must show the amount paid and method of payment. ÌýThe only exception to this is for meals.

After the trip is complete submit a .

Alec will complete the online expense report through Concur (for convenience we will create reports for you and your students in concur).Ìý After CS Team has reviewed and approved the report we will send you email with instructions on how to submit it for payment. Once the reimbursement is filed it takes approx 3-7 days to be directly deposited into your bank account.

Business Expense Substantiation and Tax Implications:

Travel expenses are subject to theÌý.

A note regarding non-employee non-US citizen visitors/CU or non CU student travel:

PleaseÌýalways check with CS Team before committing to pay for travel and before booking travel for these individuals.Ìý There are often extra documents we need to collect ahead of time to make sure that we’re able to reimburse the cost of the trip.Ìý We also need to establish ahead of time if there are any tax implications for the traveler.Ìý Send email to CS Team with the person’s name, affiliation and what type of visa they hold so that we can work with you and the traveler or complete a and we will advise from there.

A note on tips:

  • Travelers can be reim