Metropolitan Nashville Airport Authority

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1 Message from the Controller DD Does your department make payments or process waivers/awards for students who are not
U.S. citizens? The Internal Revenue Service (IRS)
and federal tax regulations require the University to
report all payments to students who are nonresident
aliens (NRAs). Certain payments are subject to tax
and require the withholding and remittance of tax
amounts due to the IRS. Further, students who are
issued temporary UCF numbers (numbers beginning
with 7XX-XX-XXXX or 8XX-XX-XXXX) are
required to obtain a valid social security number
(SSN – if work is performed) or Individual
Taxpayer Identification Number (ITIN – for
scholarships, etc.). Finance & Accounting, in partnership with several other offices on campus, reviews all
payments to students to identify NRA payments. If you are processing payment requests directly to students on a Payment Authorization Request,
please include all nonresident alien students
(internationals who do not possess a green card) on
a separate form and clearly mark, “Nonresident
Alien Payment Request.” We are in the process of setting up procedures to proactively obtain the necessary paperwork for
processing. However, during the transition time, we
may contact you to assist in obtaining the required
information. Your cooperation in the matter is greatly appreciated. If you have any questions, contact
Katerina Tsaknaki in Finance & Accounting at
(407) 384-2013. AIRLINE TICKETS & GAS CREDIT CARDS The following are the University’s policies for
disbursing Airline tickets and Gasoline Credit Cards
at the Cashiers office: 1. Individuals picking up Airline Tickets,
boarding passes, and rental car vouchers
must present a photo ID and be authorized
on the Departmental Authorization List
(DAL) on the account from which the ticket
is paid. 2. If the person is not on the DAL, a signed
authorization from an authorized individual
must be presented. (Code “5” on the
Departmental Authorization List). 3. No authorization is necessary when picking
up a boarding pass or itinerary. 4. The same procedures are required for
issuing gas credit cards. However, a copy
of the TAR must also accompany the
request. Travelers must remember to keep a copy of the
itinerary and the passenger receipt to submit with
their travel reimbursement. CASHIERS OFFICE HRS OF OPERATIONS Monday & Thursday 8:30 AM – 7:00 PM Tues., Wed. & Friday 8:30 AM – 4:00 PM F & A UPDATE Volume 5.11 March, 2000 2 GAS CARDS CHARGES/RECEIPTS In order to ensure that gas card charges are properly
processed, please submit all gas card charge receipts
to the Travel Section. Please show the following on
each receipt: the traveler’s signature, the
departmental account number, the TAR number, the
vehicle license number which was filled. CONFERENCE AGENDAS If you attend a conference or convention be sure to
provide a copy of the agenda with your Travel
Reimbursement Voucher. This is required to
determine the amount of the traveler’s meal
reimbursement. The State Comptroller will not
approve a Travel Reimbursement Voucher to a
conference or convention without an agenda. HOTELS If you are going to a conference within the State of
Florida, keep in mind the State Comptroller requires
justification for hotel rooms costing more than $100
per night (before tax). If you are going to an out-of-
state conference, a justification is necessary for
hotel rooms costing more than $150 per night
(before tax). When the conference the traveler is
attending is held at a hotel that costs more than
these amounts, indicate this fact on the Travel
Reimbursement Voucher. The State Comptroller
has agreed to accept this explanation as adequate for
reimbursements. Some hotels charge a higher rate if two guests stay
in a room. Your bill should indicate whether you
are being charged the “single” or “double”
occupancy rate. If this is not clear on your final bill,
ask the hotel to provide a bill that indicates the
single occupancy rate. This will help your
reimbursement go through the process faster. RENTAL CARS After making rental car reservations, department
personnel must contact the Cashiers Office to
request a “one trip voucher”. The individual
picking up the voucher must be 1) the traveler, 2)
someone authorized on the Departmental
Authorized List (DAL) or 3) have in their
possession an authorization signed by someone
authorized on the DAL. In addition, a copy of the
TAR (Travel Authorization Request) with the
correct TAR # must be shown at the Cashiers Office
when picking up the rental car voucher. The traveler must show the “one trip rental car
voucher” at the AVIS and/or Thrifty counter when
picking up the vehicle. For additional information,
please refer to the Travel Manual (Part D) or our
web page at http://pegasus.cc.ucf.edu/~cfufanda/ . The State of Florida has a contract with AVIS-Rent-
A-Car for business travel. The contract rate
includes primary insurance coverage for the
following amounts: $100,000/$300,000 bodily
injury and $50,000 property damage. AVIS
assumes all fire, accident, and collision losses.
Therefore, the traveler does not need to buy
Collision Damage Waiver (CDW) and Loss
Damage Waiver (LDW). The State will not
reimburse travelers for CDW or LDW purchased by
the traveler when AVIS is used. If a traveler
purchases Personal Accident Insurance (PAI), the 3 State Comptroller considers this a personal expense
and will not allow reimbursement. However, if the traveler is in a location where there
is no AVIS-Rent-A-Car available and they have to
rent from another car rental company, the traveler
may pay for the collision damage waiver (CDW)
and Loss Damage Waiver (LDW) and the State
Comptroller will reimburse them. The State still
will not pay for Personal Accident Insurance (PAI),
so the traveler must rely upon his or her own
insurance for other liability or loss. We recommend
that if a traveler anticipates such occurrences, they
should review their own policies or talk to their
insurance agent. AVIS RENT-A-CAR RATES The University’s state contracted agency, AVIS-
Rent-A-Car, has increased their daily rental rate to
$24.18 per day for compact car rental in state and
$31.98 for out of state. This adjustment, effective
January 1, 2000, reflects an increase in commercial
rental rates and fuel costs. For reservations, please
call 1-800-338-8211. Use AVIS AWD No.-
A113400. THRIFTY’S INSURANCE REQUIREMENT FOR RENTAL CARS Collision – Included in the university contract price.
If you rent a vehicle that is not on the contract, you
should purchase the CDW/LDW and obtain
reimbursement on your Travel Reimbursement
Voucher.
Personal Accident Insurance (PAI) – The State will
not pay for Personal Accident Insurance (PAI). For reservations, please call 407-384-3050. Hours
of operations: 8:00 a.m. – 5:00 p.m. (Monday –
Saturday, closed Sunday). · Question: What does PAI cover? Answer: Medical and personal effects
(any belongings in the vehicle). · Question: Is PAI required for rental? Answer: No. This is personal accident
insurance and personal effects. · Question: Can the individual’s personal insurance replace the PAI if not purchased
through Thrifty? Answer: Yes. Your homeowners
insurance would cover personal effects. · Question: What does Supplemental Liability
Insurance (SLI)) cover? Answer: It is third party coverage. SLI
will cover the other car, bodily injury in the
other car and property damage. Liability is a
person’s legal obligation to pay for damages
because that person was deemed responsible
for causing the damage. · Question: Is SLI required for rental? Answer: SLI is required in Florida due to
the fact that Florida is a non-liable state.
You will need proof of SLI from your
insurance company. · Question: Can the individual’s personal
insurance replace the SLI? Answer: Yes, but each individual should
check with their own insurance carrier. TRAVEL ADVANCES Advances may be made or authorized by an agency
head or his designee to cover anticipated travel costs
when travel is for a period of five or more days. A
travel advance may not exceed 80 percent of the
estimated travel costs payable to the traveler for
lodging & meals. An exception may be made to
take advantage of a substantially discounted
common carrier ticket. The travel advance may be
an amount equal to 100 percent of the cost of the
substantially discounted ticket plus 80 percent of the
remaining estimated travel expenses. Other
exceptions to the 80 percent restriction may be
made if approved by the State Comptroller.
Requests for such approval must be in writing and
clearly demonstrate the increased travel advance is
in the best interest of the state. Approval will be in
writing and must be included as documentation in
the travel advance request for payment. 4 Travel advances should be requested at least three
weeks before the travel period begins, unless the
traveler can provide justification of circumstances
to the contrary. Such requests must be sent to the
Travel Section, Finance & Accounting. A traveler shall only have one travel advance
outstanding at any time without written
justification of circumstances, which necessitates an
exception to this restriction. A travel reimbursement voucher form must be
completed by the traveler when the travel period has
ended (within five days from the day the trip was
completed) and be submitted to the Travel Section.
The travel reimbursement request shall reference the
statewide document number of the original advance.
Total travel expenses payable to the traveler shall be
reconciled to the travel advance. If the travel
advance exceeds the actual amount payable, then
the traveler shall reimburse the university within ten
workdays of their return to headquarters. If the
amount payable to the traveler exceeds the travel
advance, the traveler shall receive the net amount
owed in the form of a direct deposit or a warrant
from the agency. TRAVEL APPROVALS Florida Statutes 112.061 states that “all Travel
Authorization Requests (TARS) shall contain
evidence of signature by the traveler and approval
by the supervisor” and “all Travel Reimbursement
Requests (RVs) must be signed by the traveler and
the official authorizing the travel.” In the absence
of the traveler’s immediate supervisor, an alternate
signor should be someone at a higher level of
supervision than the individual’s supervisor. TRAVEL AUTHORIZATION REQUEST (TAR) OFFICIAL HEADQUARTERS The official headquarters of a traveler who is a UCF
employee is the headquarters to which he/she has
been assigned to in his/her Personnel Action Form
(PAF). This information is extremely important due to the many campuses we now have (i.e. Daytona
Campus, Downtown Campus, Main Campus,
Brevard Campus, South Orlando Campus, Lake
County Campus). JUSTIFICATION FOR TRAVEL When entering a justification on a Travel
Reimbursement Voucher, please take a minute to
consider the wording. The State Comptroller, who
reviews, approves, and pays all travel
reimbursements does not know the traveler, nor do
they know the various University acronyms. Travel
reimbursements are frequently returned for
inadequate or incomplete justifications. The
justification should state clearly a benefit to the
University and/or State. NON EMPLOYEE TRAVEL If your department plans to invite a candidate to
interview for employment and agrees to pay travel
expenses, please remember that in order to obtain a
flight reservation from UCF’s contracted travel
agency, World Travel Partners (WTP), you must
provide a properly completed and approved Travel
Authorization Request (TAR).
If preparing a manual TAR, fax a copy to the
candidate for signature. Once the signed TAR is
faxed back, fax it to the UCF Travel office at (407)
384-2177. Travel will assign a TAR number and
will call you with TAR number. Finally, fax the
completed, signed and numbered TAR to WTP at
(407) 839-2036. Upon receipt of the faxed TAR,
WTP will arrange the flight. If you use the TARS On-Line system to process a
Travel Request, the traveler’s signature is not
required. Once approved by the dean / director /
chair of your department on-line, a TAR number is
programmatically assigned. You can screen print
the TAR and fax it to WTP saving time and effort. In order to be able to use the on-line TAR system,
the traveler must be on the FLAIR Vendor
Employee file. Fax a note with the traveler’s name,
SSN, and address to Mary Andersen(407)384-2015. 5 Mary will enter the traveler’s vendor I/D
information. The following day, after FLAIR
nightly update, you should be able to prepare an on-
line TAR. Remember that non-employees are subject to the
same Florida Statutes, rules, and regulations as
employees and must be paid in accordance with
them. This applies to the type of airline seat, auto
rental, per diem rates, and incidental expense
reimbursements. For further details, contact the
Travel section at 407-384-2020. SOCIAL SECURITY NUMBERS Direct payment to hotels for lodging charges and
registration fees for conferences, seminars,
symposiums, etc., require the social security
number (SSN) of the traveler and/or attendee.
Please be sure to type the traveler’s SSN on the
form when sending a Payment Authorization to
F&A. MANUAL INTERDEPARTMENTAL INVOICES Manual Interdepartmental (I/D) Invoice forms must
be submitted with all appropriate back up attached.
Examples of back up includes, but is not limited to:
a copy of the benefiting account’s departmental
ledger showing the voucher number of the original
transaction; a cash receipt; and/or any other
pertinent information supporting the requested
transfer. CERTIFIED FORWARD VS. CARRY FORWARD FUND Certified forward and carry forward funds are not
synonymous nor can these funds be used the same
way. Certified Forward items are Education and
General (E&G) funds that were encumbered but
not spent by departments on June 30 of the previous
fiscal year, and must be spent by December 31 of the same calendar year. For example, amounts
certified forward at June 30, 1999, can only be spent
until December 31, 1999. Finance & Accounting
must charge current year funds for invoices which
apply to certified forward encumbrances, but which
were received after the certified forward processing
deadline. Carry forward funds are unspent certified forward
funds available for expenditure University wide.
This requires the approval of the appropriate Vice
President, the Budget Office, and the other
administrative officials. Finance & Accounting may
only process carry forward charges on approved
carry forward accounts. In order to properly record
these charges, special object codes have been set up
and must be used to charge the carry forward
category of expenditures. Remember that certified forward and carry
forward processing applies only to E&G funds
and does not apply to trust funds, such as
Auxiliary, Sponsored Research and Agency. If you have any questions, contact Finance &
Accounting at (407) 384-2000. PICKING UP WARRANTS AND CHECKS Good internal control procedures require Finance
and Accounting to send warrants and checks
directly to payees. Only in emergency situations, or
when extenuating circumstances exist will
departmental personnel be allowed to pick up
checks. Unacceptable reasons to pick up a check
include wanting to have a departmental copy or to
be able to mail it yourself.
Warrants and checks may be picked up only by
individuals authorized on the Departmental
Authorization List (DAL) on the account being
charged or by the payee.
When a check is approved for pick up, please be
sure to do so promptly, rather than leaving it
indefinitely in F&A, thereby delaying payment by
days, and sometimes weeks. DEPARTMENTAL LEDGERS 6 Each month Finance and Accounting sends
Departmental Ledgers (DLs) to a designated
individual for each department on the Departmental
Authorization List (DAL). Check CICS if you
would like to see who is authorized, using the verb
“FCCA,” and option “B,” Departmental
Authorization Display. The individual with a code
“4” is authorized to receive the DL. Remember
only one person per department may be authorized.
If you need to change the authorized individual, use
a DAL update form, 41-566A, indicating all
changes/additions/deletions. Send completed forms
to Finance & Accounting, attn: Mary Andersen.
The person designated to receive the DL and the
principle investigator may be two different people.
The principle investigator (PI) is the responsible
individual for a particular account. If the name of a
PI needs to be changed, send a memo to Finance &
Accounting, Attn: Mary Andersen, or e-mail her at
Mandersn@mail.ucf.edu indicating the name of the new PI. Changes to Sponsored
Research accounts must be sent to the Sponsored
Research office for approval prior to contacting
F&A. END OF FY 99-00 If your department receives Education & General
(E&G) funding, these funds will expire on June 30,
2000, unless properly encumbered and certified
forward. Now is the time to review your accounting
records, prepare Purchase Requisitions, Limited
Purchase Orders, and TARs and keep a close watch
on your funds. Check your CICS Budget screen
frequently, canceling or reducing blanket TARS and
memo encumbrances and reconciling the
departmental ledger. As we approach the end of the
FY, Finance and Accounting will be asking
departments to verify whether their encumbrances
are valid, and whether they should be retained or
modified. This is necessary so that the correct
amount of funds will be certified forward. If you
become aware of an encumbrance that is no longer
necessary, notify F&A so the encumbrance may be
deleted. After the encumbrance is deleted, the funds
are immediately available to you to encumber or for
other requirements. Keep in mind that travel must
be completed by June 30, in order for it to be
charged to FY 99-00. PURCHASING CARD The State of Florida has a purchasing card program
available to UCF. This little known secret can free
you from preparing a Purchase Requisition or LPO,
and save huge amounts of processing time. P-cards
are Visa credit cards for departmental staff who
order the goods and services used in departments.
Using a p-card is as easy as calling a merchant,
giving the credit card number, and waiting for the
goods to arrive. Charges will appear in your charge
queue on FLAIR and must be approved for
payment. There is less administrative paper
shuffling and fewer record keeping requirements. If
this sounds interesting, check out the details on our
web site at http://pegasus.cc.ucf.edu/~cfufanda/. 7 MISCELLANEOUS CONTACTS Office Name Phone No. e-mail Address Budget Office Barbara Feasel 823-3377 bfeasel@mail.ucf.edu Computer Services Charges Stan Wheeler 823-2122 swheeler@mail.ucf.edu Computer Store Charges Janet Waller 823-5063 janet@mail.ucf.edu Depart Authorization List Mary Andersen 384-2025 mandersn@mail.ucf.edu Interdepartmental Transfers
Accountant Nahid Shahnami 275-4374 nshahnam@mail.ucf.edu Office Supply Charges Jan Nettles 823-2780 jnettles@mail.ucf.edu Payroll Charges Donald Lind 823-5886 dlind@mail.ucf.edu Postal Charges Jaya Swami 823-5021 jswami@mail.ucf.edu Print Shop Charges Jodi Peters 823-2404 jodi@ucf1vm.cc.ucf.edu Revenue Deposit Information Jackie Morales 823-2669 jmorales@mail.ucf.edu Telecommunication Charges Martha Hamann 823-2101 mhamann@mail.ucf.edu On-Line ID Charges
Information Julie Wagner 275-4378 jgwagner@mail.ucf.edu HELPFUL WEB SITES http://pegasus.cc.ucf.edu/~cfufanda/ Finance & Accounting main web page
Click on Purchasing Card for object
code and P-card information http://www.oanda.com/ The currency site http://www.mapquest.com Map mileage web site http://www.state.gov/www/perdiems Foreign per diem web site http://www.state.fl.us/ Banking & Finance travel statutes 8 VENDORS PAYABLE CONTACTS Vendor Names
Beginning with: Name Phone No. e-mail Address F & A Receptionists Kim Riddle & Ann Norman 384-2000 Kriddle@mail.ucf.edu D, E, P, W Millie Cunningham &
Audrey Lane 384-2034 cunningm@mail.ucf.edu C, J, T Shelia Colaricci &
Tanya Bizon 384-2850 scolaric@mail.ucf.edu B, N Jacqueline Christian &
Jean Jones 384-2037 jchristi@mail.ucf.edu L, S V Linda Baker &
Pat Adams 275-4370 bakerl@mail.ucf.edu M, U Carrie McDowell &
Jacquie Pearo 384-2038 cmcdowel@mail.ucf.edu G, H, I, O Elsa Dantes &
Rosal Salamat 384-2002 edantes@mail.ucf.edu A, K, Q, X, Y, Z,# Debra Harris &
Jennifer Reese 384-2036 wyattd@mail.ucf.edu F, R, Airborne Jamie DeVault &
Susan Mroz 384-2035 jdevault@mail.ucf.edu Warrant/Check Distribution Jewel Jordan &
Teresa Young 384-2011 jordanj@mail.ucf.edu Scanning Naty Fernandez, Siegi Elam,
& Bill Kelly 384-2030 fernann@mail.ucf.edu Supervisor for B, C, E, J, K, N,
P, R, S, T, U, V, Y, Z Oscar Canonizado 384-2039 ocanon@mail.ucf.edu Supervisor for A, D, F, G, H, I,
L, M, O, Q, W, X, #’s TBA Receptionists Fax Machine 384-2015 Vendors Payable Fax Machine 384-2177 Check Desk & Auxiliary Fax Machine 275-4391 9 TRAVEL PAYABLE CONTACTS Departmental
Account #s Name Phone No. e-mail Address 13XX, 18XX, 2060,
3204, 3228, 3252,
36XX, 68XX,78XX Ray Alvarado 384-2018 ralvarad@mail.ucf.edu 11XX, 3219, AMEX Joey Modi &
Latch Jaggernauth 384-2027 modij@mail.ucf.edu 16XX, 24XX, 35XX,
72XX, 76XX Carmen Toledo 275-4317 citoledo@mail.ucf.edu 01XX, 02XX, 03XX,
05XX, 0683, 0689,
0710, 0730, 2002,
3202, 3206,3207,
3210, 3212, 3213,
3216, 3224, 3225,
3231, 3232, 3233,
3234, 3236, 3270,
3290, 48XX, 71XX Maria Barrios
Chris Reparip 384-2042 mbarrios@mail.ucf.edu 2001, 2004, 2006,
2052, 26XX, 3222,
3244, 37XX, 61XX,
65XX Lita Mercado 384-2044 lmercado@mail.ucf.edu 2021, 22XX, 3211,
64XX, 73XX Laura Crouch 384-2017 lcrouch@mail.ucf.edu 14XX, 2010 Oscar Cariaso
Emy Coronel 384-2019 cariasoo@mail.ucf.edu 04XX, 0660, 0750,
10XX,3203, 3205,
3250, 3251, 55XX
Gas Margarita Garay 384-2043 mgaray@mail.ucf.edu TAR Desk Dabu Diosdado 384-2020 Travel Supervisor Teresa Tharp 384-2021 ttharp@mail.ucf.edu 10 CONTRACTS & GRANT ACCOUNTANTS Account Code Type Accountant Phone e-mail Address XX-XX-100 to 599 Federal C&G Virginia Grayson 384-2007 graysonv@mail.ucf.edu XX-XX-600 to 699 State Dept. of
Education Esther Cordero 384-2008 cordero@mail.ucf.edu XX-XX-700 to 799 State C&G LaVon Jennings 384-2009 jenningl@mail.ucf.edu 11-XX-8XX
13-XX-8XX
14-XX-8XX Private C&G Mike Fioramanti 384-2014 fioraman@mail.ucf.edu 16-XX-8XX
18-XX-8XX 26-XX-8XX
64-XX-8XX Private C&G Esther Cordero 384-2008 cordero@mail.ucf.edu 65-XX-8XX Institutes 68-XX-8XX XX-XX-901 to 913 Overhead Randy Foster 384-2012 rfoster@mail.ucf.edu XX-XX-914 to 999 In-house
Awards Jean Creech 384-2046 jcreech@mail.ucf.edu MISCELLANEOUS Type Accountant Phone e-mail Address Auxiliary Accounts John Shaw, Jr. 275-4376 jshaw@mail.ucf.edu Agency Accounts Les Harding 384-2028 lharding@mail.ucf.edu Nonresident Alien & Taxes Katerina Tsaknaki 384-2013 ktsaknak@mail.ucf.edu

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