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• Check Request, Travel Expense Report, and Mileage Claim Form
• Vendor Billing
• Receipt of Computer Equipment and Peripherals
• Domestic Travel Policy
• Foreign Travel
• Use of Private Vehicle for University Business
• State sales tax exemption
• IRS Form W-9
• Payments to Foreign Companies and Individuals
• Independent Contractors
• Cash/Checks Deposits
• FSEHS Grants

Check Request, Travel Expense Report, and Mileage Claim Form

1. The preparer must use ABFP or A/P website.
2. ABFP will not accept any hand written forms.
3. The form must show the activity code.
4. The requisitioner and approver can not be the same person.
5. The approver must be responsible for the requisitioner's work.

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Vendor Billing

1. When ordering supplies, hotel banquet, books, etc. make sure the vendor has the proper NSU billing address. The invoice should be addressed to FSEHS Accounts Payable. The invoice should include the ordering person's name and FSEHS address/phone extension.
2. Invoices without proper address will be sent back to the vendor and delay payment.

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Receipt of Computer Equipment and Peripherals

1. The office of Information Technologies (OIT), University Park Plaza building will serve as a central receiving area for computer equipment and peripherals purchased for all University users.
2. FSEHS Technology management will approve invoices for payment when documents match.
3. Purchasing will be responsible for resolving order discrepancies with the vendor, including damaged goods or shipment of incorrect items.

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Domestic Travel Policy

1. NSU uses an Internal Revenue Service “Accountable Plan” for reimbursement of actual travel expenses.
2. The suggested limits for meals, for business entertainment, and domestic travel are: Breakfast $10.00, Lunch $15.00, and Dinner $25.00.
3. Expenses incurred within these limits do not require receipts except when required by a GRANT.
4. Expenses incurred above these limits require actual receipts and approval by the appropriate Dean or Vice President.
5. Taxes and Tips should be shown as a separate line item.
6. An individual traveling on University business should neither gain nor lose personal funds as a result of that travel.
7. Domestic travel is performed within and between the 50 states of the United States , and its possessions and territories, unless otherwise specified by a funding agency outside the University.
8. Domestic travel also includes travel between the United States and Canada .
9. Reimbursement for meals on the day of departure and day of return will depend on the time of day the employee starts his/her trip.
10. Hotel folio and passenger ticket receipt are required and should be attached to the employee's travel expense report.
11. Toll charges more than $15.00 per trip will require receipts.
12. All reimbursement requests for mileage and tolls must have a completed mileage claim form.

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Foreign Travel

1. Actual expenses including tax and tip should not exceed the federal rates as shown on ABFP web site.
2. Receipts for reimbursement within the limits set by the federal guidelines are not required.
3. Receipts for food over the federal guidelines should be attached to the employee's travel expense report and must be approved by the appropriate Dean or Vice President...
4. Hotel folio and passenger ticket receipt are required and should be attached to the employee's travel expense report.
5. Food expense reimbursement for the first day and the last day of travel will depend on the time the traveler leaves and returns from his trip.

***Note: Expense reports must be submitted in U.S. Dollars with an explanation and translation of the foreign receipts and their conversions. If a credit card is not used, each receipt should be noted in the U.S. dollar equivalency. Currency exchange rates are available on the Internet. Currency exchange rates fluctuate, and thus travelers must use the currency rates in effect when the travel took place.

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Use of Private Vehicle for University Business

1. The University shall reimburse employees for use of private vehicles to travel between campuses and other University sites and for local travel based on the current reimbursement rate established by the Internal Revenue Service as of July 1st subsequent to the IRS effective change.
2. If an employee is involved in an accident using his/her own vehicle on authorized University business, the employee's insurance is primary. Except for the deductible (not to exceed $500), and only in those situations where an employee is not cited or determined to be otherwise at fault for an accident, the University is not responsible for comprehensive or collision damage.

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State sales tax exemption

1. An updated state sales tax exemption list appears on ABFP web site.
2. Travelers should check this listing before traveling out of the State of Florida.

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IRS Form W-9

1. It is the responsibility of the department preparing the check request to obtain a W-9 for all new vendors.
2. ABFP will return invoices from new vendors submitted without a W-9.

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Payments to Foreign Companies and Individuals

1. An IRS FORM W-8BEN is required to be completed before payment can be processed.
2. Foreign Individuals receiving payments for working on US Soil must complete an IRS FORM W-7 and IRS FORM 8233 to claim an exemption from US Income Tax.

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Independent Contractors

1. All fees for services should be charged to the following accounts: 3110, 3112, and 3114.
2. A Contract or Invoice for services should be attached to the check request.
3. An Independent Contractor Agreement can be obtained from ABFP website or FIN page.

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Cash/Checks Deposits

All FSEHS departments wishing to deposit money received from special events (conferences, training, initiatives, etc) should complete Transmittal Form . All information must be completed and a written explanation of what event these funds are collected from must accompany the form. All forms should be forwarded to Tracy Chisholm at ABFP.

For questions contact Tracy Chisholm, ext. 8541, chisholm@nova.edu

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Grants

Accounting, Budgeting & Financial Planning and Contracts & Grants Accounting departments are responsible for maintaining accounting control over all FSEHS restricted accounts, including gifts, internally designated research, and contract and grants awards received from federal, state, and local government agencies and private foundations. All check requests, purchase orders and travel expense reports charged to restricted accounts should be submitted to ABFP for processing. The ABFP will review the document for fund availability and account code validation. ABFP will forward the documents to the Office of Grants and Contracts for final approval and Accounts Payable for payment.

ABFP works closely with the Office of Grant and Contract Services in administering pre-award and post-ward activities related to sponsored research, including assistance with budget preparation and filing of required fiscal reports.

For questions contact Marcia Diggins, ext. 8737, marcdigg@nova.edu

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