• 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.

• Health
• FICA
• Retirement
• Life Insurance
• Disability Insurance
• Workers compensation
• Termination Leave Payouts and related fringe
• Unemployment compensation

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.

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.

Navigate to Asset Management > Asset Transactions > Owned Asset > Basic Add.  To narrow your search, enter a value in the Asset Identification or Tag Number field.  To get a list of all assets, leave the fields blank.  From the search result list, select the asset on which you are inquiring.  On the page that displays, click the Location/Comments/Attributes tab.  To view previous location(s), click View All.

• Inactivate the old PCT
• Add the new PCT to the department/project (SpeedType)

For the request to go through, the RFO needs to make sure that the new PCT has his or her employee information page filled out.

Also the new PCT needs to have the required training completed before the request can be granted. The following classes are required:

• FNV130
• FCA131
• FAM131

If you need further assistance, please contact the Financials Service Desk at (407) 823‐5117, choose option 6.

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.

PCard, Purchasing Card, or Procurement Card, is the university’s equivalent to a corporate card. It essentially operates as a Visa debit card. The PCard is usually ‘tied‐in’ to a department or project from which the funds are deducted as charges occur. PCards may be used to purchase commodities, pay for services, and facilitate travel expenses.

Responsible Fiscal Officers (RFO) or Deans, directors, and chairs (DDCs) or vice presidents may approve a card for employees in their college or division. Requests should be made by completing a Cardholder Profile which can be found under UCF Financials (Main Menu > Employee Self-Service > PCard Application > Add a New Value) Further instructions can be found under the instructions tab.

• Vendor does not accept PCard.
• Item being purchased is on the PCard prohibited items list.
• Purchase is for hazardous materials.

You may review the Creating an ePro Requisition for $1000 or Less Addy Tip to learn more about these exceptions and how to fill out a Standard Comment detailing the exceptions on a requisition.

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

Purchases must meet F&A’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.

If you would like to make a temporary change to your monthly credit limit and/ or single purchase limit, please gather Responsible Fiscal Officer (RFO) or the Dean, Director, or Chair (DDC) email approval and send your request to PCard@ucf.edu.

If you need further assistance, please contact the PCard team.

The 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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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

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.

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

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.

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.

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.

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.

Take the online UCF Travel Guidelines course FNPO113.

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

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

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.

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.

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

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.

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

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.

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

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

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.

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

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

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

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.

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.

Yes.

Yes.

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

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.

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

Yes, they are reimbursable with a receipt.

Yes.

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

Yes.

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

No, this requirement has been discontinued.

No.

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 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.

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

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.

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

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.

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.

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

No.

Yes, all business-related communication is reimbursable.

Yes, all business-related communication is reimbursable.

Note: Personal phone calls are not reimbursable.

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

Yes.

Yes.

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

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

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

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. 

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.

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.

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.

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.

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.

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.

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

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.

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.

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.

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.

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

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.

A completed UCF Substitute W‐9 is required. Information must be clear and legible. W9s should be submitted using the university’s electronic submission tool. 

Vouchers scanned on or before Nov. 30, 2010, may be viewed in ViewStar.  Email ViewStar@ucf.edu or call (407) 823‐5609 for help.  Vouchers scanned on or after Dec. 1, 2010 can be retrieved through UCF Financials.  For assistance, call the Help Desk at (407) 883‐3173.

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.

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.

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.

•  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.

• Complete form 41-565 (Petty Cash and Change Fund Assignment).
• The petty cash custodian must complete the form and sign it.
• Forward the form to the responsible fiscal officer (RFO) or the dean, director, or chair (DDC) of your department for approval.
• Send the signed form to Finance and Accounting (F&A), 12424 Research Parkway, Suite 300, Orlando, FL 32826‐0975, OR email to FAPettyCash@ucf.edu.
• An accounting staff member and associate controller will review the form and, if appropriate, will approve the petty cash request. A maximum amount of $1,000 for each request is allowable for each area. Any requests of petty cash greater than $1,000
  will be forwarded to the university controller for approval.
• F&A General Accounting will provide the requesting custodian with a petty cash vendor identification number (VID), which is different from the original employee ID (EMPXXXXXXX) that was assigned to the petty cash custodian as a university employee.
• A check will be issued and the custodian will be informed when it is ready for pick up at the F&A front desk, 12424 Research Parkway, Suite 300, Orlando, FL 32826‐0975. The check may be cashed at the UCF Federal Credit Union located on the main UCF campus or the Bank of America branch at the intersection of Alafaya Trail and Research Parkway.
• All petty cash funds should be maintained in the form of cash at all times and secured in a locked box with limited access.
• Petty cash audits may be performed periodically and without prior notification.

• Provide an approved Institutional Review Board (IRB) form which documents the end date of the research.
• The budget information showing authority to pay participants.

• If the request is submitted on a Friday, the earliest the check will be available is the following Wednesday.
• If requests are submitted Tuesday or Thursday afternoon, your petty cash will not be processed until the next pay cycle.

Option 1

• Initiate an online requisition including departments/projects, account codes, and amounts to be charged as separate lines for the various expenditures (See “What account codes can be used for petty cash expenses?”). 
•  Attach a copy of the receipts and submit the requisition in UCF Financials. The requisition will automatically be routed via workflow for appropriate approval(s), forwarded to the respective buyer tied to the category, and sourced to a PO.
• The petty cash custodian should send an email to FAPettyCash@ucf.edu (input subject line: Replenish Petty Cash), attach scanned copies of the original receipts, and provide the approved PO number for the expenditures OR mail the original receipts with the approved PO number to the F&A office, 12424 Research Parkway, Suite 300, Orlando, FL 32826-0975.
• All receipts must be taped to an 8½” x 11″ sheet of white paper (no color paper allowed) to reduce the risk of losing documents. Tape the top and bottom of the receipts, side by side, and use additional sheets if necessary. For scanned copies, make sure the receipts and documentation is legible.

Option 2

• Initiate a zero-dollar online blanket requisition for the department/project in which the petty cash was established using category code 99005002 and account code 749999.
• The requisition will automatically be routed via workflow for appropriate approval and forwarded to the respective buyer tied to the category, and sourced to a PO.
• The petty cash custodian should send an email to FAPettyCash@ucf.edu (input subject line: Replenish Petty Cash), attach scanned copies of the original receipts, and provide the approved PO number for the expenditures OR mail the original receipts with the approved PO number to the F&A office, 12424 Research Parkway, Suite 300, Orlando, FL 32826-0975.
• All receipts must include the department/project numbers, appropriate expenditure account codes, and authorized signatures as shown in the Departmental Authorization List (DAL).  All receipts must be taped to an 8½” x 11″ sheet of white paper (no color paper allowed) to reduce the risk of losing documents. Tape the top and bottom of the receipts, side by side, and use additional sheets if necessary. For scanned copies, make sure the receipts and documentation is legible.

• Missing documents and receipts that are not legible will cause delays in the process.
• Checks are processed on Tuesdays and Thursdays.
• If reimbursements are submitted on a Friday, the earliest the check will be available is the following Wednesday.

• Complete form 41-565 (Petty Cash and Change Fund Assignment).
• Send via campus mail to F&A 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.
• F&A 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.

• Complete form 41-565 (Petty Cash and Change Fund Assignment).
• Send via campus mail to F&A 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.

• 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.
• Submit the remaining original receipts along with a copy of the PO to vendor payables and indicate that you do not need to replenish your fund balance.

• The original receipt with detailed breakdown.
• The name of the prospective employee.
• Title of position for which the recruitment expense is incurred.
• The name of the university host and accompanying guest(s).
• Statement that the expenses were incurred as a result of recruiting for employment at UCF.
• Alcohol and alcohol products are strictly prohibited and are not reimbursable through UCF.
• The number of participants should be reasonable for the circumstance. As a guideline, the attendees should be the appropriate department head (or substitute) plus two other university hosts.

A completed UCF Substitute W‐9 is required. Information must be clear and legible. W9s should be submitted using the university’s electronic submission tool. 

Vouchers scanned on or before Nov. 30, 2010, may be viewed in ViewStar.  Email ViewStar@ucf.edu or call (407) 823‐5609 for help.  Vouchers scanned on or after Dec. 1, 2010 can be retrieved through UCF Financials.  For assistance, call the Help Desk at (407) 883‐3173.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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

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.

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

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.

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.