Conducting Business at Penn

Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/

Agenda

Introduction-Ralph Maier Goal of Meeting(s) P2P Initiative Authorized Buying Methods Corporate Tax Office Travel Tips Which Form is Which

Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/

Today’s Goal

To begin an enhanced process to disseminate pertinent information regarding procuring goods and services, and other travel and related policies that impact how the GSE Business Office can serve you best.

Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/

Procure-to-Pay (P2P Initiative) Training

Process Improvements

Compliance

Supplier Payment

Cost Containment

Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/

Authorized Buying Methods

University Purchase Order

Mastercard Purchasing Card

Secondary Purchase & Pay

Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/

Purchase Order

Legal contract

Approval hierarchy

Competitive bids

Supplier contracts

Avoids after-the-fact invoice payments

Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/

Supplier Payments

Vendor sends directly to A/P

30 day payment terms

Additional receipt required?

Differs from purchase order?

Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/

Penn Suppliers

Contract suppliers (Office Depot, IKON, Unique Advantage)

Approved Suppliers

New Suppliers?

Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/

Resources Available On-Line

Purchasing Forms

Purchasing Tips

Financial Policies

Travel Website

Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/

Corporate Tax Office

Federal, state, local tax compliance

Payments to foreign nationals

Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/

Frequent Slips

Avoid giving gifts—IRS may view as compensation

Itemized receipts necessary

Don’t sign contracts

Review procard restrictions

State taxes are generally not reimbursable

Decline auto insurance for rentals—take class!

Purchasing forms: http://www.purchasing.upenn.edu/forms/Purchasing tips: http://www.purchasing.upenn.edu/buyinfo/tips.phpFinancial Policies: http://www.finance.upenn.edu/vpfinance/fpm/2300/2301.aspTravel website: http://www.finance.upenn.edu/comptroller/travel/

The Forms!

C-1

C-368

Budget Approval Form