Date post: | 04-Jan-2016 |
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Conducting Business at Penn
Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/
Agenda
Introduction-Ralph Maier Goal of Meeting(s) P2P Initiative Authorized Buying Methods Corporate Tax Office Travel Tips Which Form is Which
Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/
Today’s Goal
To begin an enhanced process to disseminate pertinent information regarding procuring goods and services, and other travel and related policies that impact how the GSE Business Office can serve you best.
Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/
Procure-to-Pay (P2P Initiative) Training
Process Improvements
Compliance
Supplier Payment
Cost Containment
Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/
Authorized Buying Methods
University Purchase Order
Mastercard Purchasing Card
Secondary Purchase & Pay
Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/
Purchase Order
Legal contract
Approval hierarchy
Competitive bids
Supplier contracts
Avoids after-the-fact invoice payments
Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/
Supplier Payments
Vendor sends directly to A/P
30 day payment terms
Additional receipt required?
Differs from purchase order?
Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/
Penn Suppliers
Contract suppliers (Office Depot, IKON, Unique Advantage)
Approved Suppliers
New Suppliers?
Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/
Resources Available On-Line
Purchasing Forms
Purchasing Tips
Financial Policies
Travel Website
Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/
Corporate Tax Office
Federal, state, local tax compliance
Payments to foreign nationals
Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/
Frequent Slips
Avoid giving gifts—IRS may view as compensation
Itemized receipts necessary
Don’t sign contracts
Review procard restrictions
State taxes are generally not reimbursable
Decline auto insurance for rentals—take class!
Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/
The Forms!
C-1
C-368
Budget Approval Form