Resources
DOCUMENTING UNIVERSITY EXPENSES
Documentation should include the folowing detailed information: description of items/services purchased; amount of expense; date of expense and/or date of service provided. Proof of payment must also be provided and include last 4 digits of credit card used, if applicable. Business purpose should be written on each receipt/invoice. (more information below). Restaurant receipts should show detail of meal purchased (not just payment charge slip).
- Business Purpose Explanation & Example
- Missing Receipt Affidavit Form
- Expense Reports (employee reimbursements)
- Accounts Payable (payments to external vendor)
CORPORATE CREDIT CARDS
- Documents: Application Policy Affirmation
- Transaction Disputes: Instructions Dispute Form
- Additional Info (FAQ's): Corporate Credit Cards
FINANCIAL INFORMATION
- Interpreting Financial Statment Details
- Instructions for Banner Web Finance (pdf) (Look up your real-time statement activity)
- Financial Procedures and Best Practices
- How to use Account Numbers
- List of Available Account Number (Excel) or (pdf)
- Frequently Used Acct Numbers — Description & Use of
- List of Departments and Program Codes (Cheat Sheet)
- On-Line IDC instructions and On-Line IDC FAQ (Frequently Asked Questions)
- Departmental Restricted Fund use (27xxxx) — Instruction and Accounting
- New Fund Request Form - submit to Controller (sturon@lkgear.com) & Asst VP (Valencia@lkgear.com)
PAYING FOR SERVICES
- Paying for services must be done through Accounts Payable or Payroll. No one will be reimbursed if they have personally paid someone for services.
- Paying for Services to a Foreign Person
- Forms: W9 W8Ben W8Ben-E
