Solution source Newsletter - February 2013

In this issue:

• Training Calendar
• Mileage Reimbursement
• EFT for UNTHSC
• 30-Day-Payment Procedure
• Updated Federal Withholding Rates
• PCard Refresher Training
• Reimbursement for Non-Travel Expenses

Client Services

February & March Training Opportunities

Managing Generations in the Workplace: Make the most of your multigenerational team by understanding how each individual’s unique strengths can create a positive and productive work environment. A brief video and open discussion will allow us to explore how we can better meet the mission of the university. Presented by the Office of Equity & Diversity, this session is one hour in length.

Hosting International Visits with Less Stress: This is a brief session for learning how to host incoming visitors (protocol, etiquette, logistics, etc.) and how to lessen the stress associated with the visits. Presented by UNT International.

Payments

Mileage Reimbursements

 For any mileage reimbursement the documentation should always include the total mileage, the State of Texas Reimbursement Rate, and the total requested. This information below is based on fund source. 

Local DeptID/ProjID: When submitting a mileage expense, it is no longer necessary to include the electronic maps as supporting documentation. The responsibility of mileage verification will be held at the department level and should be approved by the DeptID/ProjID holder. The department should retain a copy of all supporting documentation for travel vouchers for audit purposes. 

State DeptID/ProjiD: If the mileage expense is incurred on state funds, the point-to-point mileage must be documented using Google Maps and must accompany the travel voucher or requisition.

Please contact bsc@untsystem.edu or call 940-369-5500 or toll free 855-868-4357 if you have questions. 

EFT Now Available for Health Science Center

Direct deposit through Electronic Fund Transfer (EFT) is now available for all payment processing in the Financial System - vendor, travel and employee reimbursements - for UNT Health Science Center (UNTHSC). 

Employees at UNTHSC and vendors doing business with UNTHSC will now have the option to receive their payment as a direct deposit, as opposed to payment by check. This method allows disbursed payments to be expedited in a more timely process. EFT is also more cost efficient, alleviating expenses associated with check printing.    

To sign up for EFT:

1. Access the agreement form online at http://bsc.untsystem.edu/sites/default/files/BSC_Employee_EFT_Payments.pdf.
2. Please complete the form and email to entity.vendor@untsystem.edu.
3. Once the information is entered into the system, any future payment will be in the form of an EFT. 

Vendors (suppliers) interested in payment via EFT should contact the BSC Payments Vendor Team at entity.vendor@untsystem.edu. 

Employees with questions should email to bsc@untsystem.edu, call 940-369-5500, or toll free to 855-868-4357.

All Institutions to Follow 30-Day-Payment Procedure

Beginning March 1, 2013, University of North Texas, UNT Health Science Center, UNT Dallas and UNT System Administration will disburse payments to vendors 30 days after the later of

1. Receipt of goods/services, OR
2. Receipt of the invoice for the goods/services.

Exceptions to the 30-day-procedure will be made for certain vendor payments including lease payments, registrations, memberships, subscriptions, maintenance agreements, construction, utilities, or payment terms that vary by executed agreements or contracts. 

This procedure will provide leverage for the UNT System Business Service Center to negotiate payment discounts with vendors. Vendors offering payment discounts will be paid according to negotiated terms.

Departments with questions are encouraged to contact bsc@untsystem.edu.

Payroll

Updated Federal Withholding Rates

The IRS released updated 2013 federal income tax withholding rates in mid-January 2013.  Employees may notice a difference in the withholding rates between their February 1, 2013, and March 1, 2013, paychecks.  The 2013 income tax withholding information is available online by accessing IRS 2013 Withholding Information.

Employees with questions or needing additional information can contact the BSC at bsc@untsystem.edu, at 940-369-5500, or toll free to 855-868-4357.

How to Access the W-2 Tax Form Electronically

It is that time of year when employees will prepare to submit their taxes to the IRS. Employees at UNT System institutions are encouraged to sign up to receive the Form W-2 electronically, and are encouraged to receive paychecks via direct deposit.

The UNT System BSC has developed a set of instructions to make it easier to view the W-2 online, including what to do in case of password trouble. 

Click here to download the instructions.

Purchasing

PCard Refresher Training

This is a reminder to all UNT System PCard cardholders, reconcilers and approvers (or alternate approvers) that have not yet completed the required PCard Refresher Training.

The Fiscal Year 2013 Purchasing Card Refresher Training is available online at https://learn.unt.edu. Sign in to Blackboard Learn, select UNT System from the Organizations tab, select “BSC” from the Browse Categories drop-down menu, then select “PCard Refresher FY12”. After reviewing the course, complete the Refresher Quiz with a score of 75 percent or better to fulfill the annual training requirement. You may complete the quiz multiple times and may use the program guide to assist you. 

The course is available to you 24 hours a day, seven days a week through Friday, March 8, 2013.  Those not completing the course by that time will have card privileges removed and will be required to re-apply for a new card, re-take training, etc.

The BSC Purchasing Card Program Guide is always available for reference on the BSC website at http://bsc.untsystem.edu/purchasing-card-guide.

If employees have any questions or difficulty accessing the online refresher course, contact the BSC at 940-369-5500 or toll free at 855-868-4357. 

Reimbursement to Employees for Non-Travel Expenses

Pursuant to UNT System Policy, employees should purchase items through the normal purchasing procedures and processes established by the System. 

Should an emergency situation occur that necessitates the employee purchasing goods for reimbursement by the UNT System, the following rules will apply in order to obtain reimbursement:

1. Employees MUST follow all purchasing regulations required of the particular type of purchase and fund source being used.
2. Employees will be reimbursed for sales tax on local accounts only.
3. Due to tax implications, employees will not be reimbursed for payments to an independent contractor.
4. Employees will only be reimbursed for payments to individuals for services, regardless of the source of funds, if a true emergency exists.
5. Reimbursements should be requested within 60 days from the date expenses were incurred. Purchases made in July and/or August should be submitted for reimbursement not later than 30 days after the UNT System fiscal year-end, August 31, so that the expenditures can be charged to the appropriate fiscal year. Under IRS regulations, expense reimbursements that are not made to an employee within a reasonable period of time (60 days) may be reported as income on the W-2 and subject to withholding and all payroll taxes.
6. Receipts and proof of payment are required.  Receipts must include vendor name, date, amount and description of purchase.
7. The Food Policy must be followed for food related reimbursements. Exorbitant expenditures for food may be reportable to the IRS as income.
8. This policy does not pertain to employee travel items.

Employees with reimbursement questions should contact the BSC at bsc@untsystem.edu, 940-369-5500 or toll free to 855-868-4357.

Stay Informed

UNT System Business Service Center (BSC) sends updates to employees to announce new programs, changes to procedures, or reminders about deadlines. In order to stay up-to-date with news from the BSC, UNT System employees are encouraged subscribe to BSC Updates online at http://bsc.untsystem.edu/newsletter/subscriptions.

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