Frequently Asked Questions (FAQ)

Frequently Asked Questions

Budget Planning and Analysis

Frequently Asked Questions

 

Composite Fringe Benefit Rates (CFBR)

What are the benefits of using a composite fringe benefit rate cost allocation method?
  • Provides a consistent charging methodology university-wide for employee fringe.
  • Such cost allocation methodologies are commonplace and preferred by the federal government for reimbursement of costs related to sponsored research projects.
  • Simplifies and improves the preparation and administration of budgets, including those associated with the grant proposal budget process.
  • Limits the variability of certain types of fringe costs such as leave payouts.
When will the composite fringe benefit rate be effective?
The fiscal year 2019 rates will be effective for all payroll posting in fiscal year 2019. The 2019 rates should be applied to gross earnings beginning for the pay period ending June 28, 2018, which is planned to post to the general ledger on July 5, 2019 with the corresponding fringe cost posted mid July.
What benefits are included in the composite fringe benefit rate?
The fringe benefits included in the composite rate are:

  • Health
  • FICA
  • Retirement
  • Life Insurance
  • Disability Insurance
  • Workers compensation
  • Termination Leave Payouts and related fringe
  • Unemployment compensation
What leave payments will be included in the composite fringe benefit rate?
CFBR includes the payment of termination leave and payouts of annual and sick leave when an employee transfers from a 12-month appointment to a 9-month appointment (or vice versa). The regular use of annual and sick leave throughout employment is considered salaries expense, and it is not a fringe benefit.
What are the 2022-23 composite fringe benefit rates?

Faculty – 31%
COM Clinical Faculty– 21%
A&P – 39%
Executive Service – 32%
USPS – 52%
Post-Docs – 23%
OPS Non-Students – 14%
OPS Students – 2%

How often will these composite fringe benefit rates be adjusted?
The composite fringe benefit rates will be analyzed and updated annually prior to the beginning of the annual budget cycle and adjusted to reflect changes in the university’s actual benefit costs.
How will fringe benefits be recorded in my department or project?
Fringe benefits will be charged to your department or project via an allocation journal.   The allocation of fringe benefits will occur biweekly, following the related payroll journal posting date.  The allocation is an automated process that will charge fringe benefits depending on the account code where the employee’s salaries were recorded by applying the published rates to gross salary expense in the respective salary account codes.

All CFBR fringe charges will post to the general ledger account 711610 – Fringe benefit expense, except for Post Docs, OPS Non-Student and OPS Student fringe charges which will post to 712610 – Fringe benefit OPS expense.  Refer to the General Ledger Mapping for further details.

How can I reconcile my fringe benefit charges to gross salary by employee group?
The allocation (ALO) journal ID naming convention indicates what employee group the fringe is related to. For instance, the fringe charges associated with faculty will have ALO journal ID of “CFRDFAXXX” for departments and “CFRPFAXXX for projects.  Refer to the General Ledger Mapping for further details.

 

How often will the fringe benefit allocation occur?
Fringe benefits will be allocated to your department or project bi-weekly, following the related payroll journal posting date.  The allocation will include payroll related fringe benefits, as well as any adjustments related to cost transfers.
How will the new rate structure affect existing awards at the time of the change?
The composite fringe benefit rate will be applied to all departments and projects, both new and existing, including any outstanding proposals.  The new rates may impact both direct and indirect costs on your awards.  The new fringe benefit rates will be included in cost activity beginning July 2018.  Please work with Office of Research and Commercialization (ORC) to make budget modifications as necessary.
Will I need to calculate fringe benefit expense when processing salary cost transfers?
No, an automatic allocation of fringe benefit costs will be processed bi-weekly. The fringe allocation calculation will be based on all charges in the salary account codes, including the bi-weekly payroll journal, cost transfers, and any other adjustments.  Fringe benefit charges will be calculated in accordance with the salary account code used to transfer the costs.  Please refer to the following schedule for additional details: General Ledger Mapping.
What composite fringe benefit rate will be applied to payroll cost transfers?
The rate in effect at the time the payroll cost transfer is recorded to the general ledger will be applied.
What rate is used when an employee waives our medical benefits?
The composite fringe benefit rate will not vary depending on the employee’s individual elections.  The fringe benefit rate applied will depend on the employee group the employee belongs to.

The CFBR rate is an average of all the benefits applicable to employees within rate groups based on attributes of the employees who fall into each group.

Why do the composite rates not distinguish between academic year and summer appointment faculty?
Composite fringe benefit rates are calculated using annual data.  Thus the reduced cost in fringe benefits for summer appointments is considered in the overall calculation of the rates.
Whom do I contact if I have questions not answered here?
Please contact budget@ucf.edu with any questions not addressed here.

Property & Inventory Control

Frequently Asked Questions

 

Forms and Reports

How do I transfer an asset?
First, review the Addy Note Creating an Asset Transfer Request. After the request has been created, the transferring department’s approver must approve the request. Then, it can be transferred to the requested department.

To do so, the approver should go to the myUCF portal, my.ucf.edu, and open UCF Financials.

  • Navigate to Main Menu > Manager Self‐Service > Assets > View/Transfer Assets.
  • Click Search.
  • If there are multiple asset transfer requests, select the appropriate one. This will display the Asset Transfer Approval page.
  • Review it for accuracy and add Comments, if necessary. Comments are required if the request is being denied.
  • If the asset is being approved and a Location Code was not provided by the requester, go the Asset Transfer Request page and enter the code for the location where the asset will reside. Return to the Asset Transfer Approval page.
  • The approver may choose from the options Approve, Deny, or Hold. To complete the transfer, select Approve and click OK.

The asset will be sent to the property custodian (PCT) in the location and department designated in the asset transfer request.

 

Which form do I fill out to declare an off‐campus asset?
Which form do I need to fill out for lost/missing assets for a department?
Go to UCF Financials in myUCF and follow the Addy Note Creating a Request to Declare an Asset Lost.
Which form do I need to fill out for stolen assets for a department?
Which form do I need to fill out for lost/missing or stolen assets for a project?
Where can I find a list of Online Property Inventory Reports?
Why doesn’t the effective date change in Basic Add/Location after an item has been scanned?
The effective date doesn’t change because the asset is still in the same location. If the location of the asset changes, then there would be a new, effective dated row with the scanned date, showing the new location.

Expense and Procurement Card

Frequently Asked Questions

Can we buy coffee and water for the benefit of those in the department?
No, the purchase of coffee and water is currently on the PCard program’s prohibited use list.
Can the PCard be used to purchase gasoline/fuel?

Yes, the PCard can be used to purchase gasoline/fuel for the following:

  • State vehicles and equipment
  • Rental vehicles when on UCF business travel

Purchases must meet FA’s fuel requirements by including a copy of the receipt and the UCF state vehicle/equipment Vehicle Identification Number (VIN) and/or rental agreement number.

Can the PCard be used to purchase gasoline for a personal vehicle on a business trip?
No, the PCard cannot be used to fuel personal vehicles as personal vehicles will be reimbursed by mileage and not by actual fuel purchases.
What do I do if sales tax is charged?
Contact the vendor and see if they will honor our Tax Exempt Status with the State of Florida and ask for a credit to your PCard.
Must I keep a receipt for every single transaction on the PCard?
Yes, an itemized/detailed receipt is required for each transaction and must be submitted with the cardholder’s monthly statement. Statements are due prior to the end of the month following the statement date. For example, a statement dated July 31 (for July charges) is due prior to Aug. 31.
I lost my PCard or fear it has been compromised. What do I do next?

It is the cardholder’s responsibility to report a lost or stolen card as soon as possible. If the card has been discovered missing during business hours, please contact the PCard office immediately. If assistance is needed after regular business hours, please contact Bank of America directly at 888‐449‐2273. If the bank offers one, please do not accept a replacement card. The replacement card must instead be sent to the PCard administrator in order to be activated in our system.

How do I dispute a PCard transaction that I do not recognize?

Immediately contact FA and inform them that you have an unexpected transaction on your PCard. Additionally, please contact the merchant as a credit issued by the merchant is the quickest way to correct any errors. If the merchant does not assist in issuing a credit, contact BOA using the number on the back of the PCard to file a dispute. Most disputes are resolved within 30‐60 days. (Your PCard may be subject to be reissued to avoid potential fraud) Please remind your approver to note in the comments field that the transaction is in dispute and place the transaction in Verified. This will alert the PCard team as to why the charge has not been approved, and it will avoid a suspension related to unapproved charges. Ensure these verified transactions are still approved in a timely manner.

Can I allow other users access to my PCard?

Under no circumstances should another person have access to your PCard. If the department’s DDC feels there is a need for someone else to make purchases on behalf of the department, an additional card may be requested. It is the responsibility of the cardholder to keep their PCard in a secure location to which no one else has access.

What are some common reasons for a card to be declined?

If your PCard has been declined, it could be due to the following reasons: the purchase exceeds your available balance or single purchase limit, the vendor’s merchant category code is prohibited by UCF, or your PCard could be suspended. Please contact FA immediately if your card has been declined.

What if I become aware of fraud, waste, or abuse?

If you suspect fraud, waste, or abuse, please report this information to the PCard administrator or University Audit. You may also send a fax to (407) 823‐6630, or contact Tina Maier at (407) 823‐2889.

Virtual Payables

What are the benefits to a supplier of accepting a credit card payment?

There are many supplier benefits:

  • Expedited payment which improves Days Sales Outstanding
  • Elimination of check processing costs
  • Elimination of collection costs associated with lost or misplaced checks
  • More efficient handling of exception items
  • Reduced exposure to check fraud
  • Better control by eliminating the need to give out bank information for ACH payments
  • Remittance data transmitted with payment for more efficient back-end reconciliation
  • Going green - paperless, electronic payments are more secure, save money and conserve the
  • environment by eliminating costs associated with printing and mailing paper checks
  • For larger ticket transactions, a supplier may qualify for a reduced interchange rate (large
  • ticket interchange) if the transaction meets certain criteria. The supplier should speak to their merchant acquirer for more information on this program.
Is card acceptance a requirement from my Client (the buyer)? If I decline to accept card payments, will it affect our Supplier-Client relationship?

This is your client’s preferred method of payment and is part of an effort to reduce checks and eliminate inefficiencies and costs associated with paper. This method of payment will expedite receipt of payment and is more convenient than handling a check. Typically, credit card payments are deposited into your account within 48 hours of payment processing, compared to 7-10 days to process a check.

Are there any fees associated with taking Virtual Payables as a form of payment?

Payments will be processed as credit card transactions and your standard merchant bank fees will apply. There are no additional fees imposed by your client or issuing bank.

  • For larger ticket transactions, a supplier may qualify for a reduced interchange rate (large ticket interchange) if the transaction meets certain criteria. The supplier should speak to their merchant acquirer for more information on this program.
Our Company requires a signed Card Authorization Form for every credit card transaction. Can our client partner fax this information with the remittance advice?

You will receive the card account information via secure email or directly from your client. At that time you can provide your Card Authorization Form to your client for signature and maintain that form with the card information. Each remittance advice is your authorization to process the credit card transaction for the exact amount indicated.

How will I receive the card account number, expiration date and the 3-digit CVV2 value on the back of the card?

Your client will provide you with the card account number and expiration date to keep on file. You will receive this information via phone or by secure email. The 3 digit CVV2 value is not provided in the secure email. If you need the 3-digit CVV2 code, your client will provide you with the same via a phone call. If you elect not to keep the card account number on file, you can opt to receive the card account number and expiration date with each remittance advice by secure email.

Is it safe to keep the card account number on file?

It is safe to maintain a card account number on file as there are zero dollars on the card until an invoice is approved for payment. Once an invoice is approved for payment, the card will be funded for the exact amount of the invoice(s) and you will receive a remittance advice. The remittance advice is an electronic confirmation that the card is ready to be charged. This technology eliminates risk associated with maintaining the card account number on file.

Will I receive payment for all company locations?

Receipt of payment will remain the same. If you currently receive one check for multiple locations,   you will maintain one card account number on file and the remittance advice will identify the appropriate location by invoice number, date and amount. If a separate check is sent to each remit to address, a unique card number will be assigned for each location.

How will I receive the remittance advice?

You can elect to receive the remittance advice by email or fax. The remittance advice can be sent to multiple email addresses or one fax number. If you elect to receive the card account number and expiration date with each remittance advice, the delivery method is secure email.

Are there other card payment options if our company policy does not allow us to keep a card account number on file?

Yes. If you cannot keep a card account number on file, the card account number and expiration date can be included in each remittance advice and sent via secure email.

How do I get set up to use the secure email website?

In the first remittance advice email you receive, please click on the “secure email” attachment (“securedoc.html”). This will take you to the secure email site registration page. Please enter your email address and create a password and security question and answer. Registration is a one-time process and takes just a minute or two. Once complete, you will be logged in and presented with the entire remittance details in your browser, including payment details, card account number and the card’s expiration date.

What is the process to access the card account number and expiration date from a secure email once I’ve registered on the secure email website?

In each remittance advice email you receive, there will be a “secure email” attachment (“securedoc.html”). When you click on that attachment, you will be taken to the secure email login page where you can log in with your email address and password. Once you’ve logged in, you will be presented with the entire remittance details in your browser, including payment details, card account number and the card’s expiration date.

What if I have trouble logging in or accessing the website?

If you have forgotten your password, there is a standard “Forgot your password” link on the login page. If you click this link, you will be prompted with your security question and assisted through creating a new password.

If you experience other technical difficulties, there will be a link provided in all remittance emails that will take you to a URL (http://securemsg.bankofamerica.com/l-en/en.html) that lists phone numbers and hours of operation for technical help. For support in the U.S., you can call 1.866.765.0732 Monday-Friday, 24 hours a day. There are additional phone numbers listed on the above webpage for servicing teams in other countries.

Once the card account information is decrypted, will the card account information continue to stay decrypted?

Each time you receive a secure remittance advice you will be required to click on the link contained within the email to access the card account number and expiration date. Once you log out of that site, the card account information will not be accessible again until you re-authenticate to the site.

Is there a process to assist me if I forget the password to decrypt the card account information?

Yes. There is a “Forgot your password” function that will verify your identity and re-establish a password.

Will net terms change for this payment method? How soon will we get paid?

Your terms will remain the same, however, you do gain float associated with this payment method. Funds are typically deposited within 48 hours after processing the transaction.

How does credit card acceptance for payment of invoices affect our invoicing process? How are credits and short-pays on invoices managed?

Your invoicing, current procedures and client contacts remain the same.

Should I be concerned about the cost associated with card acceptance (i.e. merchant fees)?

Your invoicing, current procedures and client contacts remain the same.

  • Expedited receipt of cash, which improves days sales outstanding
  • Elimination of check processing costs
  • Elimination of collection costs associated with lost or misplaced checks
  • More efficient handling of exception items
  • Reduced exposure to check fraud
  • Better control by eliminating the need to give bank information for ACH payments
  • Remittance data transmitted with payment for more efficient back-end reconciliation
  • Going green - paperless, electronic payments are more secure, save money and also help conserve the environment by eliminating printing and mailing paper checks

Additionally, helping your client streamline their payment processes by accepting card will likely strengthen your relationship with your client. It will also increase your marketability with other clients looking to make card payments.

My Company does not take credit card for payment currently, but we are interested in learning more. What is the next step?

BofAML has a partnership with Bank of America Merchant Services, a merchant acquirer. We can facilitate a referral to BAMS on your behalf at the end of our calling campaign. If you become enabled to accept credit cards, you can decide on a buyer to buyer basis from whom and when you want to take card for payment.

Travel Payables

Frequently Asked Questions

 

About Travel

Are stays at Airbnb reimbursable?

Yes. Effective June 11, 2019; the prohibition on reimbursing expenses incurred through the services of Airbnb while on official state business was lifted. On June 4th, the governor’s office released a statement announcing that Airbnb was removed from the scrutinized companies list. As a result of these changes, UCF employees, students, and contractors may resume making reservations with Airbnb for university travel effective June 11.

Can we reimburse a traveler for mileage to attend a meeting at another UCF campus?

A department may reimburse for mileage to and from the employee’s primary work location to the UCF campus where the meeting is being held. The department may not reimburse for mileage between any Orlando UCF campus and the traveler’s home, regardless of the time at which duties end at the location of the meeting. Mileage is not reimbursable is a university vehicle is used.

Example
An employee’s main work location is UCF main campus. The employee has a meeting from 4:00-5:00 at UCF Downtown campus. The employee uses their personal car and drives home after the meeting. The department may reimburse for mileage between UCF main campus and UCF Downtown. The employee is not eligible for mileage reimbursement from UCF Downtown to their home.

What is the first thing I should do if I am a new travel processor?

Take the online UCF Travel Guidelines course FNPO113.

Where do I find information concerning UCF travel policies and procedures?

Read the UCF Travel Manual, which can be found on the Finance & Accounting website.

Where can I find the forms associated with travel activity?

Go to the Finance & Accounting website and navigate to Departments > Disbursements Services > Travel Payables page, then click Forms.

Can we reimburse for travel between UCF work locations or between a UCF work location and the traveler’s home?

If an employee regularly works at two locations during one day, the transportation expenses incurred to get from one workplace to another are reimbursable. However, expenses incurred by the employee to travel to or from their home to their secondary work location are not reimbursable. Travel expenses between the regular and secondary location are not reimbursable if a university vehicle is used.

Example
An employee regularly works three days a week at the UCF main campus and two days a week at the UCF downtown campus. The employee may be required to travel to meetings at the downtown campus on days that he is at the main campus. The transportation expenses incurred for travel between UCF main campus and UCF downtown campus are reimbursable. However, transportation expenses to and from the employee’s home to either campus are not reimbursable.

What is a Voyager gasoline credit card?

Each Voyager gasoline credit card is assigned to a specific UCF vehicle. It can be used to purchase gasoline at any facility that accepts credit cards. It cannot be used to purchase gasoline for a privately owned vehicle.

Air Travel

Will seat fees for air travel be reimbursed?

If a non-refundable economy or coach class ticket is purchase, all expenses associated with the ticket will be reimbursed.

Will airline baggage fees be reimbursed?

If the number of bags for a trip does not seem excessive for the length of the trip, all baggage fees will be reimbursed.

Are change fees for airline tickets reimbursable?

The increased cost of the ticket should be reasonable, considering the time of the traveler, impact on the traveler’s productivity, cost of transportation, and per diem or subsistence required. Fla. Stat. § 112.061(7)(a)(2) (2008). The reason for the change should be included with the reimbursement request.

Are excess baggage fees for airline travel reimbursable?

Yes, these fees are reimbursable provided a valid explanation and a receipt accompany the reimbursement request.

If a traveler flies to a business destination and then to a personal destination, how should the amount to be reimbursed for airfare be calculated?

The university will reimburse the traveler the round-trip cost to the business destination; however, the traveler must pay the additional cost to the personal destination.  Note: Provide a copy of the business round-trip quote to support the reimbursement amount.

If a traveler’s flight is delayed, are additional meals or per diem allowable?

Yes, explain on the reimbursement request why the travel differed from the time shown on the airline ticket.

If severe weather occurs, are flight changes allowable?

Yes, a memo explaining the situation should accompany the reimbursement request.

If an airline cancels a flight and has no other flights available until the following day, may a traveler purchase a ticket on another airline?

Yes, the traveler may purchase a ticket provided the traveler has made all reasonable efforts to resolve the situation with the airline and if waiting for the next available flight on that airline would inconvenience the traveler. A memo explaining the reason for the additional cost should accompany the reimbursement request.

If a traveler uses frequent-flyer miles to purchase an airline ticket for business, can the traveler be reimbursed for the estimated cost of the flight as originally quoted?

No, the university can only reimburse the traveler for actual out-of-pocket costs.

Conferences/Symposiums

How does a traveler provide the required conference agenda when it is voluminous or unavailable?

Provide the registration form showing the conference’s name, location and dates, fee schedule, and the items included in the registration cost.

If the conference registration fee includes the cost of a meal, but the traveler does not eat it, can the traveler receive reimbursement for the meal?

No, a traveler cannot be reimbursed for any meal included in the registration cost.

Can a traveler be reimbursed for events that contain additional fees exceeding the basic conference fee?

If a business reason exists for a traveler to attend those events and that reason is provided with the reimbursement request, the additional fees are reimbursable.

Immediately after a conference ends, a traveler travels to another location to attend a second conference that begins a few days later. Are the costs the traveler incurs while waiting for the second conference to begin reimbursable?

If staying at the location of the second conference is more cost-effective for the traveler than returning home, the costs incurred while waiting are reimbursable, provided the traveler supplies supporting documentation.

Is the cost to obtain copies of conference or symposium proceedings reimbursable?

Yes.

Is the cost for materials needed to present at a conference reimbursable?

Yes.

If a traveler’s spouse accompanies the traveler to a conference, can the traveler use a university purchasing card to pay for the spouse’s registration?

No, all costs associated with family-member travel are the sole responsibility of the traveler.

Fiscal Year End Processing 2022

Travel Related Key Dates FYE 2022 Summary
  • May 25- Last day to submit travel and ROTT reimbursement
  • June 1- Last day to submit PO closure requests
  • June 1- Last day to submit approved purchase requestions to Travel and have a guarantee that requisition will be sourced to PO in FY21-22.
  • June 2- Department needs to cancel all unapproved department requestions.
  • June 15- Pcard approvers should approve ALL transactions by 12pm
  • June 17- ALL travel POs will be closed
  • July 1 – Workday Go-Live
When is the last day to submit a Travel RV/ROTT for reimbursement?

The last day to submit a Travel RV that includes reimbursements is May 25, 2022.

Can I submit a Travel RV/ROTT that includes amounts to be reimbursed after the 5/25 submission deadline?

You may not submit a Travel RV that includes amounts to be reimbursed after 5/25. Any travel reimbursements not submitted to the Travel Office by 5/25 will have to be entered in Workday by the Travel/Procurement Coordinator in the College/Division Finance Business Center or by the employee being reimbursed after go-live.

When is the last day to approve PCard charges in PeopleSoft?

All PCard charges in PeopleSoft must be approved by NOON on 6/15.

Should I approve travel PCard charges in PeopleSoft against the Travel PO?

Yes, travel related PCard charges in PeopleSoft should be approved against the Travel PO.

What should I do if I have a PCard charge that has not posted in PeopleSoft by 6/15?

Any PCard charges that are not posted in PeopleSoft by 6/15 will need to be submitted and approved in Workday via Expense Reports. 

How would I submit a travel reimbursement /ROTT when July 1 comes with Workday system?

You can familiarize yourself with the Expense Report function in Workday through the Knight Vision training website by clicking here

How will travel approval and reimbursement be managed on July 1st?

In Workday, travel approvals will be processed through a Spend Authorization. Travel reimbursements will be processed through an Expense Report.

Foreign Travel

Can foreign travel lodging costs exceed the U.S. Department of State’s per diem rates?

If the traveler stays at a conference hotel and provides an itemized receipt, he or she is allowed up to 300 percent above the listed per diem rate.

 Note: To receive reimbursement, the traveler must submit conference documentation listing the hotel and rates.

Are visa and immunization fees reimbursable?

Yes, if the traveler is sent to a foreign destination on university business, these costs are reimbursable if a receipt is submitted.

Are the fees a foreign bank charges to convert U.S. currency to a foreign currency reimbursable?

Yes, they are reimbursable with a receipt.

Are electrical adapters purchased to convert power sources to U.S. electrical appliances while traveling in a foreign country reimbursable?

Yes.

Are cell phone rental charges for foreign travel reimbursable?

Yes, these charges are reimbursable as long as the cell phone was used for university business and a receipt is submitted.

Are entry and exit fees for foreign travel reimbursable?

Yes.

General Information

Does a traveler need to submit a Meeting Information form?

If the reimbursement voucher clearly states the meeting’s purpose in the Purpose or Reason column, then the form is not needed.

Do the tag numbers of personal vehicles used for travel need to be listed on a Group Travel Summary Report form?

No, this requirement has been discontinued.

Are tips made to hotel cleaning staff reimbursable?

No.

If a traveler works outside normal business hours, is the traveler entitled to receive reimbursement for mileage between the university and home?

No, travel costs between the traveler’s official place of work and home are not reimbursable, even if the travel occurs outside normal business hours.

If a traveler receives a ride to the airport, are mileage and tolls reimbursable?

If a family member transports the traveler to the airport, round-trip mileage and tolls are permissible. However, if someone other than a family member gratuitously drives the traveler to the airport, the traveler is not entitled to reimbursement for mileage and tolls.

Is valet parking reimbursable?

Valet parking is reimbursable only if self-parking is not available.

If a traveler chooses to drive his or her vehicle instead of fly, is the traveler entitled to be reimbursed for mileage?

Yes, the traveler may be reimbursed up to the amount it would have cost to fly to his or her destination.  Note: Include a quote for the round-trip airfare cost with the reimbursement request.

Can a traveler be paid the cost of gas in lieu of mileage?

No, the university always pays mileage. It is not permissible to pay for gas to be put into a traveler’s personal vehicle.

Does a travel PO need to be prepared so a traveler can have insurance coverage?

No, the travel PO has nothing to do with insurance or workman’s comp. It functions only as an instrument to encumber funds, so the money needed to pay for a trip has been set aside.

Can a professor pay the travel costs for his or her student(s) and then be reimbursed?

While a university purchasing card should be used to pay for this type of expense, if a professor incurs travel costs on behalf of a student or students, the professor will be reimbursed.

Are limousines reimbursable?

Only if a quote shows that the cost was comparable to the cost of a taxi.

Is a reception considered dinner?

No.

Hotels

Are business center charges at a hotel permissible?

Yes, all business-related communication is reimbursable.

Are hotel phone charges reimbursable?

Yes, all business-related communication is reimbursable.

Note: Personal phone calls are not reimbursable.

Are laundry charges at a hotel reimbursable?

If a trip exceeds seven days and the traveler provides a receipt for the charges, the traveler will be reimbursed.

Are storage fees to hold a traveler’s baggage at the front desk of a hotel reimbursable?

Yes.

If breakfast is included as part of the hotel room cost, should the cost of breakfast for the days it was included be deducted from the reimbursement request?

Yes.

PCard

If a university purchasing card is the only method used to incur travel-related costs, is a travel purchase order needed?

Yes, any travel costs that the university pays require a travel PO, regardless of the payment method used.

When a registration cost is for training only, is a travel PO required?

Yes, all expenses that use an account code starting with 746 require a travel PO just like those using 726xxx.

When a traveler uses a university purchasing card to purchase an airline ticket, should the traveler also purchase travel insurance?

No, airline tickets purchased with a university purchasing card automatically come with insurance through Bank of America.

Rental Cars

What is the purpose of the Avis Wizard Number or the Budget RapdiRez Number?

Avis Wizard and Budget RapidRez numbers assigned to a UCF PCard allow the cardholder to rent an Avis or Budget vehicle for a UCF employee who does not have a UCF PCard or for a non-UCF employee traveling on behalf of the university. When making the reservation with Avis or Budget, provide the Avis Wizard or Budget RapidRez number and the name of the individual who will pick up the vehicle. 

How do I get an Avis Wizard or Budget RapidRez number assigned to a UCF PCard?

Complete the Avis Global Electronic Billing Terms of Agreement and the Budget Applicant Program Terms of Agreement forms and submit using the “Submit” button on the form. A representative from Avis/Budget will contact you to obtain credit card information to finalize processing.  You will then be sent an Avis Wizard and Budget RapdiRez number via email. Please note, you will need to complete both forms if you want an Avis Wizard and a Budget RapidRez number.

Where can I get help if I encounter problems when attempting to rent from Avis/Budget?

Contact the Financial Affairs travel department or our account service representative, Raylene Clegg at floridahelp@avisbudget.com or 800-525-7521. Please copy the contract administrator, Cynthia Metcalfe at Cynthia.metcalfe@dms.fl.gov on all communications with the Avis/Budget Account services representative.

How do I make a reservations with Avis or Budget using the state of Florida contracted rates?

When booking a rental vehicle through the university’s travel booking tool, Concur, you will automatically be provided with the state of Florida’s contracted vehicle rates for Avis and Budget.

When booking outside of Concur, bookings should be made through the Avis or Budget websites:
Avis reservation website
Budget reservation website

The Appropriate discount code should be entered into the “Offer Codes” section of the online reservation. For Avis reservations, the code should be entered in the AWD code field. For Budget reservations, the code should be entered in the BCD code field.

When making a reservation through the Avis or Budget website using an Avis Wizard or RapidRez number, your number should be entered in the “Add Customer ID” section of the reservation.

Can an employee or student under 25 years of age drive a rental vehicle?

If a driver of the vehicle is under the age of 25, but over 18, the person must be the renter and the rental must be paid with a UCF PCard or an Avis Wizard or Budget RapidRez number. Per the State contract renters can be 18 years of age or older but must be employed by the university (on university payroll) or a student traveling on behalf of the university.

Can students use the leisure portion of the Avis/Budget rental contract?

No, students may only use the Avis/Budget contract for official UCF business travel. The leisure portion of the contract is only available to UCF employees.

What about collision insurance coverage when renting from Avis/Budget?

The state of Florida rental contract with Avis/Budget is only applicable in the United States. Insurance coverage is included in the state’s Avis/Budget business use rental rates and should not be purchased in addition to the rental when traveling for UCF business. The following discount numbers must be provided at the time of rental to ensure that insurance coverage is included in business rentals: Avis (AWD)- A113400, Budget (BCD) T417600. This also applies to rentals in some U.S. locations where the state rental rates are not available on certain days of the week or certain times of the day. It is the renter’s responsibility to provide the appropriate discount code to Avis or Budget when making the reservation.

What should a traveler do if Avis and Budget do not have a location at the traveler’s destination or do not have cars available at that destination at the time the traveler needs a car?

In these circumstances, the traveler may use another company as long as the traveler includes an explanation memo with the reimbursement request.

Does a traveler need to fulfill any special requirements to rent a SUV?

The University discourages travelers from renting SUVs, travelers should rent a van instead. However, if circumstances require a traveler to rent a SUV, the traveler should get prior written approval.

Are hybrid rental cars reimbursable?

Yes, if the cost of the hybrid car is comparable to the cost of a compact car and the savings in gas consumption make renting a hybrid car an economical choice.

Is a GPS device in a rental car reimbursable?

If a traveler will be in an unfamiliar area, a GPS device can help the traveler arrive at his or her destination in a timely manner. Since this device is simply an interactive map, the daily charge for it would be allowable if the traveler’s department approves the charge.

If a traveler loses a gas receipt, can the traveler still receive reimbursement?

Yes, the traveler should sign and submit an affidavit or memo certifying that the traveler incurred the charge, the charge was for gas, and the receipt was lost.

If a traveler receives a parking or traffic violation while using a rental car, is that cost reimbursable?

No, the traveler is responsible for all parking or traffic violations.

If a traveler can rent a car at a lower rate from a company other than Enterprise, may the traveler use that company?

Yes.  Note: The traveler should consider that the university’s contract with Enterprise includes insurance. If the traveler rents from another company, the traveler should purchase collision damage waiver insurance. Once insurance is added to the base rental cost, the total rental cost per day will likely make renting a car from another company more expensive.

UCF Substitute W-9 Form and Checks

May checks be picked up?

Generally all checks should be mailed, but if requested, they may be picked up by the vendor. Check pickup by any person other than the vendor is limited to the following situations:

  • An honorarium for a speaker or guest lecturer if the speaking engagement is after office hours or on weekends and the vendor wants payment after the service is rendered.
  • Entertainer or concert performer whose performance is after office hours or on weekends and the vendor wants payment after the service is rendered.
  • Priority rush payment to a lawyer who handles visa application and applicable visa fees.
  • Payment to a United States Post Office that doesn’t accept the PCard for the purchase of stamps or replenishing stamp meters.
  • Stipends for REU (Research Experience for Undergraduates) or URE (Undergraduates Research Experience) students. The project manager or project coordinator may pick up the checks for distribution to the recipients only after they have met the deliverable requirements of their awards.
  • Exceptional circumstances supported by appropriate and reasonable justification.

Checks for pickup are marked PU on the vouchers. Check pickups must have prior approval attached to the voucher packet. Please send requests for approval to Joel Levenson, Assistant VP Tax Payables and Procurement.

Can missing, lost, or outdated checks be replaced?

Yes, contact your respective Travel or Vendor Payables accountant/processor for proper handling. Provide a reason or justification for the request to facilitate the completion of the void/stop payment form. Original checks that need to be canceled or replaced must be stamped VOID and returned to Financial Affairs, if available.

Vendor Payables

Frequently Asked Questions

Petty Cash Accounts

What are the different types of petty cash accounts?
F&A classifies petty cash accounts as one of two types – permanent or temporary – depending on the account’s purpose.

 

  1. Permanent accounts may be further divided into two types: non-reimbursable and reimbursable.
    • Non-reimbursable accounts are not used to purchase items. Instead, they are designed to allow departments to make change. The total amount held in the account stays the same; therefore, reimbursements are not needed.
    • Reimbursable accounts are designed to facilitate payment of small or emergency purchases.
  2. Temporary accounts are designed to accommodate the needs of short-term, grant-funded projects. Generally, they are used to cover payments to participants or for incidental charges related to the project.
What can I use my petty cash fund for?
  •  Petty cash is a form of payment that should be used for small and incidental purchases of $250 or less, and for items that cannot be paid using the PCard or a Purchase Order (PO). The nature of the expenditures allowed to be paid depends on the source of funds used to pay for the specific charge.
    • For example, if the department being charged is a concession fund (10006), then you can pay for food using petty cash. For additional guidance on fund use, please visit the UCF Funds Use Guidelines.
  • Petty cash may be used for cash incentives to pay research participants.
  •  Use form Petty Cash Disbursement Log (Form 41-988). Provide each petty cash recipient’s name and signature.  Provide the identifier (unique number assigned to participants to maintain confidentiality and signatures are not required), date and incentive amount that was distributed to the participant. The completed log MUST be submitted when requesting replenishments of petty cash.
  •  Petty cash is not intended to reimburse expenses.  Instead, the custodian should provide money to the individual, have them sign for the funds, and provide a purpose for the purchase.  The individual should return the receipts and any unspent funds to the custodian.
If the petty cash will be used to pay incentives to research participants, what additional documents are needed to obtain a petty cash fund?
In addition to the forms mentioned in the previous question:

  • Provide an approved Institutional Review Board (IRB) form which documents the end date of the research.
  • The budget information showing authority to pay participants.
How do I know how much money I need in my petty cash account?
It is recommended that you request a dollar amount appropriate to meet the needs of your department up to a maximum amount of $1,000. Any requests greater than $1,000 will be forwarded to the university controller for approval. If you are not sure, please contact F&A at FAPettyCash@ucf.edu, or call (407) 882‐1053 for further assistance.
May I pay for food using my petty cash?
You may pay for food using petty cash if the funding source being used allows for such a purchase. For additional guidance on funds use please visit the UCF Funds Use Guidelines.
I need to extend my temporary petty cash fund. What information do I need to submit?
Provide F&A General Accounting with the extension date and a copy of your project’s current Institutional Review Board (IRB) approval via email to FAPettyCash@ucf.edu. General Accounting will use this information to extend the date of your temporary fund.
How do I increase the amount of petty cash allocated to my account by FA?
  • Complete form 41-565 (Petty Cash and Change Fund Assignment).
  • Send via campus mail to FA General Accounting, Attn: petty cash accountant, 12424 Research Parkway, Suite 300, Orlando, FL 32826-0975, or email FAPettyCash@ucf.edu.
  • Specify the amount you would like to increase your fund by, and provide justification.
  • FA will review this information, determine if a change should be made, and then notify you of the decision.
  • If the request for additional funds brings the total fund balance above $1,000, the request will be forwarded to the university controller or their designee for approval.
How do I decrease the amount of petty cash allocated to my account by FA?
  • Complete form 41-565 (Petty Cash and Change Fund Assignment).
  • Send via campus mail to FA General Accounting, Attn: petty cash accountant, 12424 Research Parkway, Suite 300, Orlando, FL 32826-0975, or email FAPettyCash@ucf.edu.
  • Indicate the amount you would like to decrease your fund, and provide a justification.
  • Bring the excess cash to the cashier’s office along with a completed Departmental Expense Reimbursement Transmittal form (Form 41-908B).
  • Use the appropriate department/project number and account 111000-Cash On Hand.
  • Email a copy of the cashier’s receipt to FAPettyCash@ucf.edu.
  • If the excess funds have been spent but don’t need to be replenished, submit the receipts along with a copy of the PO to the current AP petty cash processor, and indicate that you do not need to replenish your fund balance.
What are the reporting requirements for my petty cash and receipts?
Each custodian is required to submit a Petty Cash Quarterly Reconciliation form (Form 41‐836) four times a year. The form is due to F&A by:  Oct. 15th, Jan. 15th, April 15th, and July 15th. The supervisor should verify the cash and total receipts, ensure both the custodian and supervisor sign the bottom of the form, and send it to F&A General Accounting, Attn: petty cash accountant, 12424 Research Parkway, Suite 300, Orlando, FL 32826-0975 or email the form to FAPettyCash@ucf.edu.
What is the proper procedure to change custodian?
As soon as a department knows that the petty cash custodian is leaving or changing departments, complete the form 41-565 (Petty Cash and Change Fund Assignment) in order to change custodial duties to the new custodian.  Email the completed form to FAPettyCash@ucf.edu.
Can the petty cash custodian reimburse gas expenses incurred after taking students to theme parks, concerts, games, and other activities that are an integral part of the courses the students are taking?
Yes, the expenses may be reimbursed, but only when state vehicles are used. The person who incurred the charges should write the last five digits of the VIN number of the state vehicle used on the gas receipt.
Can the petty cash custodian reimburse a principal investigator (PI) or a graduate student assistant for materials purchased for an experiment that are hazardous in nature?
Yes. The petty cash custodian may reimburse small dollar purchases of hazardous materials from local suppliers like AutoZone, Home Depot, Lowe’s, etc., as long as the cost does not exceed $25 per item. The receipt must show the purpose for the purchase. These purchases are also subject to UCF’s “Procurement, Use, and Possession of Hazardous Materials and Radiation‐Producing Equipment” policy.

UCF Substitute W-9 Form and Checks

May checks be picked up?

Generally all checks should be mailed, but if requested, they may be picked up by the vendor. Check pickup by any person other than the vendor is limited to the following situations:

  • An honorarium for a speaker or guest lecturer if the speaking engagement is after office hours or on weekends and the vendor wants payment after the service is rendered.
  • Entertainer or concert performer whose performance is after office hours or on weekends and the vendor wants payment after the service is rendered.
  • Priority rush payment to a lawyer who handles visa application and applicable visa fees.
  • Payment to a United States Post Office that doesn’t accept the PCard for the purchase of stamps or replenishing stamp meters.
  • Stipends for REU (Research Experience for Undergraduates) or URE (Undergraduates Research Experience) students. The project manager or project coordinator may pick up the checks for distribution to the recipients only after they have met the deliverable requirements of their awards.
  • Exceptional circumstances supported by appropriate and reasonable justification.

Checks for pickup are marked PU on the vouchers. Check pickups must have prior approval attached to the voucher packet. Please send requests for approval to Joel Levenson, Assistant VP Tax Payables and Procurement.

Can missing, lost, or outdated checks be replaced?

Yes, contact your respective Travel or Vendor Payables accountant/processor for proper handling. Provide a reason or justification for the request to facilitate the completion of the void/stop payment form. Original checks that need to be canceled or replaced must be stamped VOID and returned to Financial Affairs, if available.

Virtual Payables

What are the benefits to a supplier of accepting a credit card payment?

There are many supplier benefits:

  • Expedited payment which improves Days Sales Outstanding
  • Elimination of check processing costs
  • Elimination of collection costs associated with lost or misplaced checks
  • More efficient handling of exception items
  • Reduced exposure to check fraud
  • Better control by eliminating the need to give out bank information for ACH payments
  • Remittance data transmitted with payment for more efficient back-end reconciliation
  • Going green - paperless, electronic payments are more secure, save money and conserve the
  • environment by eliminating costs associated with printing and mailing paper checks
  • For larger ticket transactions, a supplier may qualify for a reduced interchange rate (large
  • ticket interchange) if the transaction meets certain criteria. The supplier should speak to their merchant acquirer for more information on this program.
Is card acceptance a requirement from my Client (the buyer)? If I decline to accept card payments, will it affect our Supplier-Client relationship?

This is your client’s preferred method of payment and is part of an effort to reduce checks and eliminate inefficiencies and costs associated with paper. This method of payment will expedite receipt of payment and is more convenient than handling a check. Typically, credit card payments are deposited into your account within 48 hours of payment processing, compared to 7-10 days to process a check.

Are there any fees associated with taking Virtual Payables as a form of payment?

Payments will be processed as credit card transactions and your standard merchant bank fees will apply. There are no additional fees imposed by your client or issuing bank.

  • For larger ticket transactions, a supplier may qualify for a reduced interchange rate (large ticket interchange) if the transaction meets certain criteria. The supplier should speak to their merchant acquirer for more information on this program.
Our Company requires a signed Card Authorization Form for every credit card transaction. Can our client partner fax this information with the remittance advice?

You will receive the card account information via secure email or directly from your client. At that time you can provide your Card Authorization Form to your client for signature and maintain that form with the card information. Each remittance advice is your authorization to process the credit card transaction for the exact amount indicated.

How will I receive the card account number, expiration date and the 3-digit CVV2 value on the back of the card?

Your client will provide you with the card account number and expiration date to keep on file. You will receive this information via phone or by secure email. The 3 digit CVV2 value is not provided in the secure email. If you need the 3-digit CVV2 code, your client will provide you with the same via a phone call. If you elect not to keep the card account number on file, you can opt to receive the card account number and expiration date with each remittance advice by secure email.

Is it safe to keep the card account number on file?

It is safe to maintain a card account number on file as there are zero dollars on the card until an invoice is approved for payment. Once an invoice is approved for payment, the card will be funded for the exact amount of the invoice(s) and you will receive a remittance advice. The remittance advice is an electronic confirmation that the card is ready to be charged. This technology eliminates risk associated with maintaining the card account number on file.

Will I receive payment for all company locations?

Receipt of payment will remain the same. If you currently receive one check for multiple locations,   you will maintain one card account number on file and the remittance advice will identify the appropriate location by invoice number, date and amount. If a separate check is sent to each remit to address, a unique card number will be assigned for each location.

How will I receive the remittance advice?

You can elect to receive the remittance advice by email or fax. The remittance advice can be sent to multiple email addresses or one fax number. If you elect to receive the card account number and expiration date with each remittance advice, the delivery method is secure email.

Are there other card payment options if our company policy does not allow us to keep a card account number on file?

Yes. If you cannot keep a card account number on file, the card account number and expiration date can be included in each remittance advice and sent via secure email.

How do I get set up to use the secure email website?

In the first remittance advice email you receive, please click on the “secure email” attachment (“securedoc.html”). This will take you to the secure email site registration page. Please enter your email address and create a password and security question and answer. Registration is a one-time process and takes just a minute or two. Once complete, you will be logged in and presented with the entire remittance details in your browser, including payment details, card account number and the card’s expiration date.

What is the process to access the card account number and expiration date from a secure email once I’ve registered on the secure email website?

In each remittance advice email you receive, there will be a “secure email” attachment (“securedoc.html”). When you click on that attachment, you will be taken to the secure email login page where you can log in with your email address and password. Once you’ve logged in, you will be presented with the entire remittance details in your browser, including payment details, card account number and the card’s expiration date.

What if I have trouble logging in or accessing the website?

If you have forgotten your password, there is a standard “Forgot your password” link on the login page. If you click this link, you will be prompted with your security question and assisted through creating a new password.

If you experience other technical difficulties, there will be a link provided in all remittance emails that will take you to a URL (http://securemsg.bankofamerica.com/l-en/en.html) that lists phone numbers and hours of operation for technical help. For support in the U.S., you can call 1.866.765.0732 Monday-Friday, 24 hours a day. There are additional phone numbers listed on the above webpage for servicing teams in other countries.

Once the card account information is decrypted, will the card account information continue to stay decrypted?

Each time you receive a secure remittance advice you will be required to click on the link contained within the email to access the card account number and expiration date. Once you log out of that site, the card account information will not be accessible again until you re-authenticate to the site.

Is there a process to assist me if I forget the password to decrypt the card account information?

Yes. There is a “Forgot your password” function that will verify your identity and re-establish a password.

Will net terms change for this payment method? How soon will we get paid?

Your terms will remain the same, however, you do gain float associated with this payment method. Funds are typically deposited within 48 hours after processing the transaction.

How does credit card acceptance for payment of invoices affect our invoicing process? How are credits and short-pays on invoices managed?

Your invoicing, current procedures and client contacts remain the same.

Should I be concerned about the cost associated with card acceptance (i.e. merchant fees)?

Your invoicing, current procedures and client contacts remain the same.

  • Expedited receipt of cash, which improves days sales outstanding
  • Elimination of check processing costs
  • Elimination of collection costs associated with lost or misplaced checks
  • More efficient handling of exception items
  • Reduced exposure to check fraud
  • Better control by eliminating the need to give bank information for ACH payments
  • Remittance data transmitted with payment for more efficient back-end reconciliation
  • Going green - paperless, electronic payments are more secure, save money and also help conserve the environment by eliminating printing and mailing paper checks

Additionally, helping your client streamline their payment processes by accepting card will likely strengthen your relationship with your client. It will also increase your marketability with other clients looking to make card payments.

My Company does not take credit card for payment currently, but we are interested in learning more. What is the next step?

BofAML has a partnership with Bank of America Merchant Services, a merchant acquirer. We can facilitate a referral to BAMS on your behalf at the end of our calling campaign. If you become enabled to accept credit cards, you can decide on a buyer to buyer basis from whom and when you want to take card for payment.