邢唷��>� PS��O��欹�{ ��}$bjbj煼煼 .B說說j��J J ��8(d�� %��L�J��x�$�$�$�$�$�$�$$�&�q)R�$�pJJpp�$��H�$��pF��$�p�$��!F"��0�;捸��F"x$�$0 %",�)��)F"F"��)��"�pp�ppppp�$�$��ppp %pppp��)pppppppppJ X�: The following is intended for general guidance in submittal of transactions for payment through Accounts Payable. For further information see the Accounts Payable Business Process guides and the Expenditure Guide by Source of Funds and Method, both available on the Accounts Payable web pages. Catering Services and Restaurants桰n addition to a purchase order, payments for food require an itemized invoice which specifically states the foods and beverages served and the individual costs. If the payment is to be made from a grant, a copy of the Grant Budget Release (GBR) is required to support the payment of food from the grant. Food is not an allowable expense from E&G funds, and payments for alcoholic beverages and bar service charges are strictly prohibited on all funds. Business meals must be agenda driven, more than one person, with documentation of University business purpose, event agenda, attendees and their relationship to USF. Payment for tips is limited to 18%. Advance payment for food is not authorized unless specifically approved by the Accountable Officer and Procurement Services. Commodities桟ommodity payments usually require only an itemized invoice, a purchase order and a receipt transaction. The supplier name on the invoice should match the supplier name on the purchase order, and the items billed should match the items ordered on the purchase order. Be sure to enter a receipt transaction for the goods in Bull Marketplace so that when the invoice is processed in Accounts Payable, a payment to the supplier will be generated. Contractual Services桺ayments for contractual services require a purchase order, a receipt transaction, an itemized invoice showing the date(s) of service, the rate of pay (hourly/daily/task), and the total amount owed. The invoice should be on the supplier抯 letterhead and contain the correct remit address. Services other than those approved on the purchase order, either different dates of service, or different amounts, will not be processed without a change order to the purchase order. Construction桺ayments for construction projects require a purchase order, a receipt transaction, an invoice from the supplier, and a signed copy of the Certificate of Contract Completion (if specified in the purchase order). Freight桺ayments of freight invoices to suppliers such as UPS, FedEx, and DHL, do not require a purchase order, and are submitted on the Payment Request Form in Bull Marketplace. Charges for late fees and 搈iscellaneous� should be deducted from the invoice. Hotels桺ayments to hotels for conferences must be supported by a purchase order, a receipt transaction, and an itemized invoice from the supplier showing all charges for food and beverages, meeting rooms/conference rooms, audio equipment, service charges, set up charges, and tips/gratuities, and sleeping rooms. If the charges are to be paid from a grant, the GBR is required to support the payment. Any charges that are not allowed, such as room service, bar charges, or excess gratuities will be deducted from the invoice. Lodging room rates may not exceed those set in Florida Statute, see the USF Travel Manual for rates and specific wording. Independent Contractors桺ayments to independent contractors for services to the University require a detailed/itemized invoice from the supplier, showing the service(s) performed and the exact date of performance, a purchase order, and a receipt transaction. Payment will not be made in advance, unless specifically approved by the Accountable Officer and Procurement Services and specified on the purchase order. Memberships桾he preferred method of payment for memberships is the USF PCard. Every effort should be made to use this method. Payments for memberships through Accounts Payable are processed on the Payment Request Form in Bull Marketplace with a copy of the membership or renewal form as documentation. The supporting documentation must also include a statement of business justification for the expenditure, clearly laying out how membership is essential to the mission and responsibilities of USF and the individual requesting the membership. Moving/Relocation� A taxable lump sum relocation payment is processed through Payroll and requested using the HYPERLINK "/business-finance/controller/documents/prmovingallowance.pdf"Moving Allowance Request Form . Petty Cash桼eimbursements to petty cash funds are processed on the Employee Payment Form. Copies of all receipts must be included, a detailed explanation of charges, and the GBR (if to be paid from a grant) must be attached. See the following website for more details regarding Petty Cash: HYPERLINK "http://www.usf.edu/business-finance/controller/accounting-reporting/pettycash.aspx"UCO Accounting and Reporting: Petty Cash. Postage桬xpenses for postage, whether to purchase stamps, or replenish postage meters, are processed on the Payment Request Form in Bull Marketplace. No backup is needed; a description of the charges will suffice, such as 揚urchase of (X number) of (unit price) stamps to be used for (business purpose)� or, 揟o replenish meter number 1234567.� Checks issued in payment of postage are not mailed, but are marked for pickup by the University department representative as noted on the Payment Request Form. Reimbursements桿niversity employees and students should use 哔咔漫画 System purchase orders and/or PCard for purchases, and should limit purchases using personal funds which then require reimbursements. Reimbursements will be reviewed for appropriateness and may not be approved for payment, especially in repeated instances. In the rare cases where appropriate, reimbursements to University personnel and students are processed on an Employee Payment Form. A copy of the receipt showing the purchase and proof of payment must be attached, and clear business purpose and reason for personal purchase must be documented on the Employee Payment Form. If the reimbursement is made from a grant, a copy of the GBR should be attached. Sales tax on purchases deemed discretionary will not be reimbursed. Refunds - Parking桺arking refunds are submitted via the Request for Parking Refund Form in the Bull Marketplace. Refunds � All other than parking桼efunds for non-student accounts are processed in Accounts Payable on a Refund Request Form which may be found on the University Controller抯 Office website at: HYPERLINK "http://www.usf.edu/business-finance/controller/about/billing.aspx"UCO Billing and AR Forms. Once completed by the originating department, the form should be routed to HYPERLINK "mailto:ARADJ@.usf.edu"ARADJ@.usf.edu (the Central AR Office). The AR Office will review the form to confirm that a refund is appropriate, and then forward the form to Accounts Payable, where the refund will be processed for payment. Subscriptions� Subscriptions are only payable through Accounts Payable if the organization will not accept the PCard. Payments for subscriptions through Accounts Payable are processed on the Payment Request Form in Bull Marketplace. The renewal notice must be attached to the completed Payment Request Form. 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