Vendors Payable

Vendors Payable

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.
I want to create a petty cash fund. What are the appropriate actions I need to take?
  • 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.
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.

When I request a petty cash fund, do I need an approved purchase order?

When you initially create the fund, you are not required to provide a PO for the first check to be issued. The fund transfer will be processed as a non‐PO transaction posting to account 111000‐Cash On Hand. However, to replenish the fund, you will need to provide a PO using one of the two options shown below. (See “How do I replenish my petty cash funds for incurred expenses?“)

My petty cash account is low on funds. How often should I replenish my petty cash fund?

We suggest the account custodian replenish funds when approximately 75 percent of the funds have been spent. This will allow for cash on hand while funds are being replenished. Please use the Petty Cash Disbursement Log (Form 41-988) to monitor your petty cash disbursements. Total receipts submitted should not be greater than the petty cash balance.

After submitting the forms, how long will it take to get the petty cash?

If all forms and documents are provided and the information is accurate, the petty cash process typically takes 2 business days.  However, checks are processed on Tuesdays and Thursdays.

  • 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.
How do I replenish my petty cash funds for incurred expenses?

Petty cash may be replenished by either of the two options below:

 

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.
What account codes can be used for petty cash expenses?

Commonly used account codes are as follows:
• 713910 – Participants
• 713999 – Background Checks
• 724201 – Warranty
• 734101 – Costumes, Fabrics, Supplies, Food Products, Plates, Napkins, Gift Bags
• 734401 – Research Supplies
• 735101 – Food Items
• 735102 – Food Catering Approved Vendors “Restaurants”
• 735103 – Food Catering Non-Approved Vendors “Restaurants”
• 749801 – Retirement Gifts
• 749916 – Parking Decals/Fees
• 749999 – Registration/Tag Renewals

 

After creating the PO and submitting receipts, how long will it take to receive the replenishment?

If all receipts, logs and documents are provided, receipts are legible, and the information is accurate, the reimbursement process typically takes 2 business days.

  • 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.
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.

Do I need to prepare a journal entry to transfer expenses in a petty cash fund from one department to another?

No, you will be able to create multiple distribution lines on the requisition to allocate charges to the appropriate department(s)/project(s) and account code(s) OR you will direct F&A by providing the department(s)/project(s) and account code(s) the expenditures should be charged to and what zero dollar PO is associated with the expenditures. Contact FAPettyCash@ucf.edu for assistance.

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 F&A?
  • 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.
How do I decrease the amount of petty cash allocated to my account by F&A?
  • 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.
How do I make sure all charges are being applied to the appropriate department(s)/project(s) and account(s)?

You may run the public query FXAP_EXPENSES_BY_VENDOR_ID to ensure proper expense allocation that was charged as provided on the PO or as directed on your receipts that were submitted to F&A.

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.

Can I send the receipts for reimbursement with the Petty Cash Quarterly Reconciliation?

No, send the receipts for reimbursement to the current AP petty cash processor.  The Petty Cash Quarterly Reconciliation form (Form 41‐836)  should be sent to the petty cash accountant.  (See “What are the reporting requirements for my petty cash and receipts?”)

 

How do I close my petty cash fund?
  • 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.
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.

Is there a designated buyer for petty cash replenishment requisitions?

Yes. The F&A AP Buyer is the designated buyer for petty cash replenishments. Currently, the buyer is Carrie McDowell (cmcdowel), and she may be reached via email at Carrie.McDowell@ucf.edu.

Should the ROTT (Reimbursement Other Than Travel) comment be selected in initiating the petty cash replenishment requisition?

No. The standard comment should be used. Please do NOT use the ROTT comment as it has more restrictions than the standard comment. Initiate the replenishment requisition just like any other regular requisition.

Since petty cash custodians can initiate replenishment requisitions with multiple lines, how is the combination of categories tied to different buyers handled?

The petty cash custodian should change the buyer to Carrie McDowell (cmcdowel) for all lines. This will expedite the process in sourcing the petty cash replenishment requisition.

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.

The petty cash account was established to pay food expenditures while interviewing a potential UCF employee. If the UCF employee used his/her own personal credit card, can he/she be reimbursed by the department’s petty cash custodian?

Yes, if the employee used his/her own personal credit card, he/she can be reimbursed right away by the department’s petty cash custodian.  The employee should provide the following information to the petty cash custodian:

• 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.

I am uncertain about how to handle authorization of a petty cash request. Who should I contact for assistance?

Contact F&A at FAPettyCash@ucf.edu or call (407) 882-1053, (407) 882-1022, or for replenishment contact (407) 882-1034 with any questions or concerns.

UCF Substitute W-9 Form and Checks

What is required for a vendor to be set up in UCF Financials?

A completed UCF Substitute W‐9 is required. Information must be clear and legible. Please print or type.

  • Corporate (EIN) vendor requests should be faxed to Procurement Services at (407) 823‐5551.
  • Individual (SSN) vendor requests should be faxed to Finance & Accounting at (407) 882‐1067.
Where can I get the form?

The form is available at the following websites:

  • On the F&A website, navigate to Vendor Payables > Forms and click the PDF link for UCF Substitute W9.
  • On the Procurement Services website, navigate to Vendors > Forms and click UCF Substitute W-9 Form.
Did you know that you can view the vouchers that paid your vendors or suppliers?

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.

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. Send requests for approval to Adoracion Santos, Associate Controller, Disbursements, or Glen Carlson, Senior Associate Controller, Disbursements.

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 Finance & Accounting, 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.