UND Athletics Department

Business Office Policies and Procedures

Listedbelow are some policies and procedures that we have. If you have any questions regarding this information, please do not hesitate to contact Erik Martinson or Debbie Beiswenger.

  1. Meal Per Diems: For Travel Purposes-Travel Expense Voucher

Out of StateIn State Effective Time

Breakfast 9.007.00 7:00am

Lunch 13.5010.50 12:00pm

Dinner 22.5017.50 6:00pm

45.0035.00

2. Mileage: .56/mile for in state mileage & within 300 miles.

.18/mile for out of state travel after 300 miles

  1. Payments for food purchases must be furnished with the following information.
  2. Type of function and purpose of the function
  3. Location of function
  4. Date of function
  5. Meal served
  6. The list of people attending
  7. Itemized, original receipt. A credit card slip or statement is not acceptable.

Please give me the information if you purchase food items at a grocery store, if a vendor is going to direct bill us for a function your department held, or if we need to reimburse you for a function you paid for.

This does not apply to the per diem meal reimbursements you receive on travel expense vouchers.

  1. When purchasing merchandise for use by the Athletics Department, the following procedures must be followed.
  1. An employee may use a voucher form or a purchasing card to purchase items. Please give the voucher number to the vendor. This number should be listed on the invoice from the vendor.
  2. The voucher form can be used for merchandise up to $5,000.00
  3. Use your purchasing card if applicable.
  4. A list of unallowable expenses is attached.

Merchandise purchased for $5,000.00 to $10,000.00:

A quote is performed on any merchandise purchased for $5,000.00 to $10,000.00. The Athletic Department submits specifications of the product needed and a list of three or more vendors that we would like to receive quotes from. Based on the quote results, the Athletic Department writes up a purchase requisition form, using the lowest price submitted from a vendor, and the purchasing department sends out a purchase order form.

Merchandise purchased for $10,000.00 or more:

Formal bids will need to be completed for any merchandise costing $10,000.00 or more.

The bookstore accepts the purchasing card.

All new software purchases must be approved by the CIO (Chief Information Officer) of the University. Please provide our office with the vendor and terms/agreements of new software purchases.

5. Travel policies. Attached is information regarding travel policies.

Please do not use the express checkout procedures’ at hotels. This does not give you a paid copy of your room charges. All hotel bills must show that they have been paid.

6. Please fill out the Direct Bill of Lodging Form if you have a recruit coming to town and staying at a hotel. A copy of this form is attached.

7. Please complete the Airline/Amtrak Ticket Detail form if you use your purchasing card or recruiting card to charge an airline fee. A copy of this form is attached.

8. Do not have meals billed to hotel rooms. All meals must be paid by the individual or yourself, and then you will be reimbursed for them.

9. The University can not pay for family members expenses.

10. All logo purchases must be approved by Brian Faison prior to purchasing. Logo items must be processed thru the purchasing office. Please complete the trademark use form to initiate the purchase. A copy of this form is attached. Logo items for camp, fundraising or to be given away must be purchased through a licensed vendor.

11. All printing projects must be bid, unless you are using duplicating services on campus.

12. Complete the Certificate of Missing Receipts form for a travel or personal reimbursement expense you incurred, but you did not receive a receipt for or for a receipt you lost. A copy of this form is attached.

The following documents are includedwith this memo:

  1. Business Office Management Responsibility List
  2. Car Rental Information
  3. Purchasing Card Policies
  4. Unallowable Expenditures List
  5. Recruiting Card Policies
  6. Team Trip Policies

The following forms are included with this memo:

  1. Airline/Amtrak Ticket Detail
  2. Certificate of Missing Receipts
  3. Direct Billing of Lodging
  4. Trademarks Use Form
  5. Team Trip and Recruiting Card Application Form
  6. Purchasing Card Application Form

Employee Travel Reimbursement Information

To receive reimbursement’s for travel expenses, you must submit a Travel Expense Voucher.

Airline Tickets

Payment documents must include an itinerary showing departure/arrival locations, dates, class, amount paid, and taxes (if applicable).

Purchasing Tickets

A University purchasing card may be used to purchase airfare and rail tickets. If an employee chooses to pay for his/her airfare or rail ticket, reimbursement will be made after travel has been completed and upon receipt of supporting documentation.

Luggage Fees

Employees will be reimbursed for their first piece of checked luggage. If additional luggage charges areincurred, a documented business reason must be included on the travel paperwork to be allowed as areimbursable expense.

Lodging Reimbursement

The North Dakota GSA reimbursement rate for in-state lodging is $77. The maximum State rate that employees can claim for in-state lodging is $69.30 ($77 x 90% = $69.30) plus applicable taxes. Lodging in Western North Dakota has been adjusted to Dickinson/Beulah $93.60, Minot $100.80, Williston $86.40.

The reimbursement for out-of-state lodging must equal the actual lodging expense.

Additional lodging expenses may be reimbursable if a valid business purpose is provided through supporting documentation: mandatory bellman/maid charges, late check-out fees, business calls, and cancellation charges.

.

Shared Lodging

When traveling with another University employee, employees must split the lodging expense evenly (ask the lodging establishment for a split bill), and equal reimbursement must be made to the employees incurring the expenses.

Meals

UND employees may make a claim for reimbursement of meals while engaged in business travelaway from the employee’s normal place of employment. Meal reimbursements are based upon per diem rates, not actual receipts.

In-State Rate: $35.00 per day

Breakfast: $7.00

Lunch $10.50

Dinner: $17.50

Out-of State Rate: $45.00 per day or GSA rate of the city you are traveling to

Breakfast: $9.00

Lunch: $13.50

Dinner: $22.50

Meals are taxable if you did not have an overnight stay.

Miscellaneous Reimbursements

Receipts are required for all miscellaneous business travel reimbursements. Miscellaneous reimbursements may include but are not limited to taxis, rental cars, parking fees, internet charges, copies, faxes, shipping, long distance phone calls, and postage.

Long Distance Phone Calls

When an employee is engaged in business travel away from their normal place of employment, and where long distance tolls apply, the employee is entitled to make long distance call per day at the University’s expense. The expense must be documented with a receipt (e.g., lodging receipt). Reimbursement is limited to $5 per day for calls from the continental United States.

Car Rentals

Car rentals may be reimbursed if the department identifies the use of the vehicle as State business.

You must rent through Enterprise, National or Hertz car rental companies if available. UND has an agreement with these companies and you can decline the additional insurance fees. If you do not rent from these companies, you are required to purchase the damage waiver (collision damage waiver or loss damage waiver). However, these additional insurance coverages are not needed if you are driving in Minnesota, South Dakota, Montana, Wyoming, Iowa, and Wisconsin.

I’ve attached a car rental reference guide, which states the account information with Enterprise, National and Hertz.

TEAM AND AREA BUSINESS MANAGEMENT RESPONSIBILITIES
As of: 8/1/2013
Deb Beiswenger / Erik Martinson
FALL / Football / Volleyball
Track / CC / Soccer
WINTER / Men's Basketball / Men's Hockey
Women's Basketball / Women's Hockey
Swimming / Strength and Conditioning
Cheerleading
Track / CC
SPRING / Softball / Men's Golf
Track / CC / Women's Golf
Men's Tennis
Women's Tennis
Baseball
ADMINISTRATION / Admin. Main / Game Ops. / Game Mgt.
Marketing / Media Relations
Broadcast / Sponsorship / Aquatics
Sports Medicine / Academic Services
NOTES: / Camps are managed by the person responsible for managing team business operations
Randy Magill will manage Athletic Facilities Business operations
Randy Magill will serve as the business office liasion for month end budget review and reporting for the administration areas.

UND Athletics Department

Purchasing Card Policies

Cardholder Responsibilities

Each cardholder is responsible for the following activities:

  • Safeguard the recruiting card.
  • Sign the purchasing card immediately upon receipt.
  • Keep originalreceipts from each purchase.
  • Reconcile the Statement of Account form and receipts.
  • Sign the Statement of Account form to attest that all purchases are for UND business and in compliance with all applicable rules and regulations.
  • Forward signed completed Statement of Account form and original receipts to designated reviewer – Athletics Business Office.
  • Notify the supervisor, the Purchasing Card Administrator, and JP Morgan Chase immediately in the event of a lost or stolen card.
  • Destroy and discard an expired card.
  • Give the purchasing card to supervisor if employment is terminated.
  • Resolve disputes in a timely manner. The Purchasing Card Administrator should be notified of any disputed items that the cardholder has not been able to resolve.

Purchasing Card Security
The card is to be treated with the same level of care that is afforded personal credit cards.
  • Do not lend the purchasing card to anyone. The only person authorized to use the card is the person whose name appears on the front of the card and who has completed the Purchasing Card Application and Use Agreement form.
  • Do not post or write the purchasing card account number in any location that is accessible to others.

UND Unallowable Expenditures

The following items are unallowable expenditures from university funds:

• Air cleaners, purifiers, filters

• Alcoholic beverages

• Calling cards

• Christmas cards

• Coffeepots

• Cups, water glasses, napkins, tableware, etc

• Decorations

• Entertainment

• First class or business class airfare

• Flowers

• Food or beverages for departmental activities – staff meetings

• Gifts

• Gift cards for employees

• Greeting cards

• Holiday cards

• Holiday decorations

• Late check-out charges

• Lost departmental key

• Parking permits for UND staff, faculty, or students

• Parking or other traffic tickets

• Personal care items

• Phone cards

• Pictures

• Picture frames

• Plants

• Room guarantee charges

• Software installed on non-University owned computers

• Spouse or travel companion(s) expenses

• Travel insurance

• Water coolers

Purchasing Card Unallowable Expenditures

The Purchasing Card is to be used to purchase low dollar value items with the total amount of any purchase not to exceed $4,999. Certain exceptions to use of the Purchasing Card apply. Examples of items that MAY NOT be purchased with the Purchasing Card include:

  • Alcoholic Beverages
  • Ammunition/Weapons
  • Cash Advances (ATM or other)
  • Car Rentals
  • eBay Purchases
  • Entertainment/Hospitality
  • Equipment over $4,999
  • Flowers
  • Food
  • Gasoline/Fuel
  • Gift Cards
  • Gifts
  • Hazardous Materials
  • Insurance
  • Internet Auction Sites
  • Leases
  • Legal services
  • Maintenance Contracts
  • Motor Vehicles
  • Non-business/Personal Items
  • Personal Expenses of Any Kind
  • Policy & Procedure Doesn’t Allow
  • Postage Stamps
  • Printing
  • Radioactive Materials
  • Shipping - Outbound From UND
  • Travel (Excluding Airline/Amtrak Tickets & Registrations)

UND Athletics Department Recruiting Card Policies

Cardholder Responsibilities:

Each cardholder is responsible for the following activities:

  • Safeguard the recruiting card
  • Sign the recruiting card immediately upon receipt
  • Keep original receipts from each purchase
  • Reconcile the Statement of Account form and receipts
  • Sign the Statement of Account form to attest that all purchases are for UND business and in compliance with all applicable rules and regulations
  • Forward signed completed Statement of Account form and original receipts to designated reviewer in the Athletics Business Office by the 15th of the month
  • Notify the supervisor, the Purchasing Card Administrator, and JP Morgan immediately in the event of a lost or stolen card
  • Destroy and discard an expired card
  • Give the recruiting card to supervisor upon employment termination
  • Resolve disputes in a timely manner

Recruiting Card Security:

The recruiting card is to be treated with the same level of care as your personal credit card.

  • Do not lend the recruiting card to anyone. The only person authorized to uyse the card is the person whose name appears on the front of the card and who has completed the recruiting card application and training.
  • Do not post or write the recruiting card account number in any location that is accessible to others

Failure to comply with the Recruiting Card Guidelines:

Any misuse of the card or other failure to comply with the applicable policies and procedures will result in the following:

  • Revocation of the card
  • Appropriate disciplinary actions which may include termination
  • Repayment of transactions resulting from personal use of the card.

Athletics Department Policies:

  • Do not put your travel meal expenses on this card. You will be required to complete a travel expense voucher form and you’ll get reimbursed meals based on per diem rates
  • Allowable travel expenses: hotel, airline fees, baggage fees, car rentals, parking fees, taxi fees (excluding the tip), admission fees to events, scouting packages, gas.
  • Allowable recruiting expenses: payment of airline fees and meals for recruits traveling to UND on an official visit.