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Engineering Processing / Helpful Links / PeopleSoft Purchasing & Payables Q&A

1. Can tuition be paid unencumbered?
   YES
   
2. Can INS Premium Processing payments be paid unencumbered?
   YES
   
3. Research Participants were on the list of allowable unencumbered
   payments. In the past, research participant payments (using object code 139937) greater than $100 had to go through Purchasing. These payments were actually stipend payments; however, the stipend object code was inactivated and we were instructed to use the one for research participant. Is the word "stipend" still a no-no???
   Yes..stipend is still a no-no. Research Participants will be allowed
   unencumbered. They will have to be set up as a vendor. We [Purchasing & Disbursement Svs] will run queries and any approaching $600 (1099 purposes) will be marked as such. If it is known up front that a participant will break $600, it should be encumbered.
   
4. Employee Reimbursements – Do employees need to be added to the Vendor File? If so, what information will be required?
   Yes, they need to be in the Vendor File. Employees should be added by July 1.
   
5. For UFF disbursements being paid in PeopleSoft:
1. Can the P-Card be used for non-entertainment type purchases with UFF funds (i.e., purchasing T-shirts for an event)?
   Yes.
   If so, what are the limitations on using the P-Card for UFF purchases.
   No limitations other than standard Pcard limitations($2000)
2. Since T-shirts are not on the list of allowable unencumbered payments, if you cannot use the P-Card, do we have to go thru Purchasing?
   See 5A.
3. If a candidate for a position comes to town and brings his/her spouse to check out Gville, can we pay the spouse's airfare? We’ve been told that the Foundation allows that one time only. Do the same rules apply?
   Same rules apply.
   Who will audit these transactions?
   Disbursement Services and UF Foundation.
4. If a student group has a meeting and orders pizza, is this an allowable payment with UFF funds? Is this considered entertainment? Currently, a list of attendees is required. Will this continue to be
   required?
   Has to be a business purpose but yes...would be allowable
   with an attendee listing.
   
6. Each year our College has one orientation meeting for new faculty and one for new staff. These functions are catered and the food is paid with UFF funds.
   How will food purchases be handled in PeopleSoft?
   Will they be paid thru Accounts Payable or Travel & Expense?
   Would this be considered "entertainment"?
   Can it be paid unencumbered?
   Yes...yes and yes. Will go thru AP as entertainment and unencumbered.
   
7. How are departments going to know the various ins and outs of UFF payments (i.e., providing a list of attendees for meal reimbursements, etc.)? Currently, the disbursement requests are audited before they are paid at the UFF.
   All rules that previously applied for a UFF disbursement request are
   still in effect. UFF will be looking after the fact along with us [Disbursement Services].
   
8. If a faculty member is traveling on official business and takes a representative of the company s/he is visiting out to dinner, how will that meal be reimbursed?
   Can the entire amount be paid via UFF funds?
   Can the amount be split to allow the traveler the allowable reimbursement from UF funds and any additional amount plus the guest's meal paid with DSO funds?
   Can alcoholic beverages be included in the reimbursement?
   Will the guest's meal be reimbursed on the traveler's Travel Expense Report?
   Yes, yes, yes, and no. You could pay the entire amount
   of a meal like that as unencumbered entertainment. We [Disbursement Services] suggest including the GSA rate for the area on the employee's expense report and paying the difference as entertainment. Alcohol is allowed. But only the traveler's expenses will go thru travel.