Payment Manual
Updated 11/10/15 Table of Contents
Updated 11/10/15 Introduction
This manual will walk you step-by-step through the payment process for SOFAC. Payment can be processed in a number of ways, depending on who is to be paid and the original form of payment. This manual will address all of the different possibilities and hopefully answer all of your questions. It also provides examples at the back of a reimbursement request, a direct payment request, and an extension request. If you ever have any questions or concerns, please contact the SOFAC Graduate Assistant at [email protected].
To begin, please note that SOFAC will only reimburse or pay the person, organization, or company that originally made the transaction. For example, if an organization’s bank account was used to reserve a hotel room, the payment must go back to the organization. In comparison, if 10 students each register separately for a conference, each of those 10 students will be paid separately. It is important to keep track of who pays for what in order to simplify the payment process. Whenever possible, consolidate the costs to as few accounts as possible. This way, SOFAC only has to process and reimburse one individual rather than multiple accounts.
Each request MUST be accompanied by a completed Reimbursement Form or Direct Payment Form. These form allows the SOFAC staff to quickly see what the expenses are, who should be paid and for what amount, and the event for which payment is being requested. Once you have completed the forms and gathered/prepared all the necessary documents, you will paperclip all of these documents together and submit them to the Office of Student Engagement.
Important Notes: All paperwork MUST be submitted as a hard copy in the office in person. o Payment paperwork is required to be signed in to a log, in order to track who is submitting paperwork and when it was submitted. All forms MUST be typed. Under no circumstances will payment paperwork be accepted through Campus Mail. All reimbursements must be submitted no later than 10 university business days after the event or activity takes place. o All Direct Payment and Reimbursement forms must be complete and correct within 30 days after the event or activity takes place.
Direct Payment Expenses: Performance fees for a company/individual Rental equipment/space Transportation Cost airfare/rental car/etc. Registration cost/fees Membership cost/fees Advertising
Reimbursement Expenses: All things listed above as well as, Lodging cost Mileage (personal vehicles) Gas (rental vehicle)
Please refer to the SOFAC Guidelines or contact the SOFAC Graduate Assistant for expenses not listed above. Updated 11/10/15 List of Forms All forms are found on the SOFAC website under the Payment Tab
Reimbursement Form Travel Expense Report Direct Payment Form Independent Contactor Form W-9 Tax form University Addendum
How to complete a Travel Expense Report
1. Fill in the boxes mentioned below – do not fill in any other boxes unless instructed: Employee Name – Type your name Bearpass# - Type your Bearpass Number. Send by direct Deposit – Check “No”. Destination – Type the location of your event. Business Purpose – Type the name of your event. i. If you traveled, list the names of all who attended the event. 2. List only transactions for which you are seeking payment. Fill in appropriate boxes across each line for transactions. (Ex. For hotel charges, type the transaction amount in the “Hotel” column.) a. For multiple purchase of the same type, add up the amounts from each transaction and list the total amount for that category on the form. b. For transactions, such as conference registration, equipment purchase, vehicle rental, etc., type the transaction amount in the “LIST MISC. BELOW” column. b.i. Any transaction listed in this column must be accompanied by a short explanation in the “Explanation of Miscellaneous Charges” grid below. List the date of the transaction, a short explanation such as “registration fees,” and the amount of the transaction. c. If seeking reimbursement for mileage, you must input $0.37 in the “at __cents per mile” box. 3. In the “Title” box at the bottom of the form, type your relation to the student organization (president, member, advisor, etc.). 4. Once the form is complete, print it and then initial the box beside “Initial to certify there are no alcohol purchases included in the reimbursed form a University Account.” 5. Sign your full name in the “CLAIMANT SIGNATURE” box. a. This must be an original signature. 6. Take to the OSE, PSU 101
As stated before, payment works differently depending on the method of payment for the original transaction. Please refer to the appropriate sub-section according to your method of payment. Also refer to the examples at the back.
Updated 11/10/15 Direct Payment for a Contracted Performance/Activity Use this section if you are requesting for SOFAC to directly pay for a performance or activity that requires a contract.
Complete a Direct Payment Form Complete a Travel Expense Report Potential Attachments: o Independent Contractor Form – If paying for an individual providing a service o University Addendum – Must be submitted anytime an Independent Contractor Form is submitted o W-9 Tax Form
NOTE: A 2% Missouri entertainer tax will be deducted from each payment request for entertainment performance if the person is not from Missouri. Ex: If you request to direct pay a performance of $2000.00, the check will be made for $1960.00
Direct Payment for an Online Purchase Use this section if you are requesting for SOFAC to directly pay an online purchase (airfare, registration, rentals, etc.).
Complete a Direct Payment Form Potential Attachments: o Flight Itinerary o Invoice
NOTE: The SOFAC Graduate Assistant will contact you to set up a meeting in order to complete the transaction.
Updated 11/10/15 Reimbursement for an Individual Use this section if an individual completed the transaction.
Paid with Cash, Credit Card, or Debit Card If the individual paid with cash, credit, or debit, please follow these steps.
Collect all original detailed receipts- no screenshots o Each receipt must indicate that the transaction was paid by cash, credit, or debit. Tape all receipts onto a blank sheet of paper, if not already 8 ½ by 11- no screenshots Sign all receipts Complete a Travel Expense Report (permanent mailing address of person being reimbursed, not MSU address) Attach all to completed Reimbursement Form Copy of credit card(s) being used for transaction(s)
Paid using a Check If the individual paid with a check, please follow these steps.
***If you make a transaction using an “electronic check”, this is NOT considered a check purchase. This would be treated as a debit purchase – please refer to the previous section if you make a transaction using an electronic check or paid online.
Collect all original detailed receipts- no screenshots o Each receipt must indicate that the transaction was paid by check. Tape all receipts onto a blank sheet of paper, if not already 8 ½ by 11 Sign all receipts Print copies of the front AND back of the cleared check o Once the check has been cashed, the charge will appear as a PDF on your bank account. . If you cannot access these scans/PDFs from your account online, please contact your bank to obtain copies. Complete a Travel Expense Report (permanent mailing address of person being reimbursed, not MSU address) Attach all to a completed Reimbursement Form
Updated 11/10/15 Reimbursement for an Organization Use this section if an organization account completed the transaction.
Paid with Cash If the organization paid with cash, please follow these steps: Collect all original detailed receipts- no screenshots o Each receipt must indicate that the transaction was paid by cash. Tape all receipts onto a blank sheet of paper, if not already 8 ½ by 11 Sign all receipts Complete a Travel Expense Report (permanent mailing address of person being reimbursed, not MSU address) Attach all to a completed Reimbursement Form
Paid with Credit or Debit Card If the organization paid with a credit or debit, please follow these steps: Collect all original detailed receipts- no screenshots o Each receipt must indicate that the transaction was paid by credit or debit. Tape all receipts onto a blank sheet of paper, if not already 8 ½ by 11 Sign all receipts Attach card/bank statement 1. Include a card/bank statement showing the activity/transactions on that card. a. The list of transactions must show the charges to match the receipts that you are including. b. You may black out all other transactions. 2. The statement must also show the name of the card-holder(s) and the last 4 digits of the card number. a. If the statement does NOT show the card number, you will need to include a copy of the front of the card. b. You may black out other personal information. □ Complete a Travel Expense Report (permanent mailing address of person being reimbursed, not MSU address) Attach all to a completed Reimbursement Form Copy of credit card(s) being used for transaction(s)
Paid with a Check If the organization paid with a check, please follow these steps: Collect all original detailed receipts- no screenshots o Each receipt must indicate that the transaction was paid by check. Tape all receipts onto a blank sheet of paper, if not already 8 ½ by 11 Sign all receipts Print copies of the front AND back of the cleared check- no screenshots o Once the check has been cashed, the charge will appear as a PDF on the organizations bank account. . If you cannot access these scans/PDFs from your account online, please contact your bank to obtain copies. Complete a Travel Expense Report (permanent mailing address of person being reimbursed, not MSU address) Attach all to a completed Reimbursement Form
Updated 11/10/15 Reimbursement for a Department Use this section if a university account completed the transaction. SOFAC will reimburse the account with a budget transfer.
Paid with Purchasing Card If the university account paid with a purchasing card, please follow these steps.
Complete a Budget Transfer Request Memo (either hard copy or emailed) o The memo needs to have 3 pieces of information . The amount to be transferred . Purpose of the transfer . The FOAPAL/budget number to which the money should be transferred. Example: Please transfer $500.00 to X020000-123456-87000-321 to reimburse the Boomer Department for conference registration fees of 5 students with the Boomer Club. Collect all original detailed receipts- no screenshots Attach an account activity statement Complete a Travel Expense Report (permanent mailing address of person being reimbursed, not MSU address) Attach all to a completed Reimbursement Form
Paid with a Requisition or Payment Request If the university account paid with a requisition or payment request, please follow these steps.
Complete a Budget Transfer Request Memo (either hard copy or emailed) o The memo needs to have 3 pieces of information . The amount to be transferred . Purpose of the transfer . The FOAPAL/budget number to which the money should be transferred. Example: Please transfer $500.00 to X020000-123456-87000-321 to reimburse the Boomer Department for conference registration fees of 5 students with the Boomer Club. Collect all original detailed receipts- no screenshots Attach all Financial Services documentation Complete a Travel Expense Report (permanent mailing address of person being reimbursed, not MSU address) Attach all to a completed Reimbursement Form
Updated 11/10/15 Frequently Asked Questions
1. I used my parent’s credit card to pay for something. Can I still be paid? a. Yes, you can. However, you will need some additional info. b. You will need to get a copy of the card account statement that shows that transaction. If the statement does NOT show the number of the credit card, then you will also need a copy or picture of the FRONT of the card you used. b.i. You may black out any other information on the statement or copy of card; we only need to see these things: b.i.1. Name on the card b.i.2. Last 4 digits of the card number b.i.3. The specific transaction on the statement. c. You will also need to include a letter signed by the parent OR have the parent send an email to SOFAC giving their consent for you to be paid instead of them. 2. I lost my original paid receipt. Can I still be paid? a. Yes, but not for the full amount. Financial Services requires an original paid receipt to process a full payment. If you are missing any receipts, they will reimburse you $10 for each transaction without a receipt. 3. When do I need to submit all of this paperwork? a. A Direct Payment Request must be submitted at least 10 university business days before the event/transaction is to take place. b. A Reimbursement Request must be submitted within 10 business days of the event’s end date. 4. I won’t be able to gather all of the necessary paperwork within 10 university business days. Can I still submit my payment? a. Yes, but you must ask for an extension on the deadline. You may do this by submitting an Extension Request Form. This request form must be submitted BEFORE your original 10 university business day deadline. If it is approved, the request will grant you an additional 10 university business days to submit the paperwork. b. Any payment paperwork not received by the 10 university business day deadline (or 20 university business days, if you have received an extension) will NOT be processed. 5. I’m not a current student at Missouri State University. Can I still be paid? a. Yes, but only under certain circumstances: a.i. If you are an advisor or employee of Missouri State, you may be paid for any expenses you incurred on behalf of students. SOFAC guidelines state that Advisor expenses CANNOT be paid; you may only be paid for student expenses. a.ii. If you are not affiliated with Missouri State University, you may only be paid if it is required by contract or if you have an agreement/connection to a student organization that has been approved for SOFAC funding (example: contracted performers). a.iii. Students may only be paid by SOFAC if they paid the Student Involvement Fee in that semester. 6. Can I be reimbursed for food? a. No, SOFAC policy states that food is a non-allowable expense. For all other non- allowable expenses, please refer to the SOFAC Guidelines. 7. I’m confused, there is too much paperwork. Who do I contact? a. The SOFAC Graduate Assistant will answer specific questions related to SOFAC Funding. They can be reached at (417) 836-7676, or at [email protected].
Updated 11/10/15 Example: Direct Payment Request
Updated 11/10/15 Updated 11/10/15 Example: Reimbursement Request
Updated 11/10/15 Updated 11/10/15 Updated 11/10/15 Updated 11/10/15 Updated 11/10/15 Example: Extension Request
Updated 11/10/15 Contact Information
If you have read this manual and still have questions or concerns regarding payment, please contact the SOFAC Graduate Assistant for further assistance. The graduate assistant can be reached in the following ways:
SOFAC Graduate Assistant phone: 417-836-7646 Office of Student Engagement phone: 417-836-4386 SOFAC email: [email protected]
You may also stop by the Office of Student Engagement and leave a message for the SOFAC graduate assistant.
Updated 11/10/15