Index and Glossary – P

Index and Glossary – P

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Payment Card Acceptance:

Discussion: Processing payment cards through a Point of Sale machine or E-Commerce program, as a method of payment for services rendered.

Quick Links

| E-Commerce Dept Site | Credit Card Compliancy Rule 07/18/08 | Policy 3-070 Payment Card Acceptance | E-Commerce Definitions | E-Commerce OnLine Learning (coming soon) | E-Commerce Self Help Guides | E-Commerce Forms | UPAY Credit Card Detail Help | Ask Us E-Commerce |

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PaymentNet:

Discussion: PaymentNet is the on-line system, provided by JP Morgan Chase (the PCard vendor), for cardholders to get information about their account. The system contains many helpful tools to help departments manage inquiries.

| PaymentNet Momentum Newsletter Article | Department Site PaymentNet | Ask Us PCard |

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Payment Request:

Discussion: A Payment Request is the most common form used to generate a check to either and outside vendor or an employee for non-travel related reimbursement. Some common uses of the payment request are:

  • Business Meal Reimbursement
  • Independent Consultant Services
  • Insurable Equipment Invoices
  • Moving Expense Invoices or Reimbursements
  • Payments for Outside Vendor Invoices
  • Petty Cash Reimbursement

| Payment Request Form (interactive & auto-numbered) | Detailed Payment Request Instructions | Payment Request Notice | Stale Dated Checks article | One invoice per Payment Request article | Payment Method Options | Accounts Payable Training | Ask Us Accounts Payable |

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Payroll Accounting:

Discussion: Payroll Accounting is tasked with the following:

  • Ensure timely filing of all University payroll federal and state tax related returns, reports and payments.
  • Produce W-2 tax forms and statements.
  • Process Forms W4 and Form W5.
  • Issue temporary working numbers for NRA without SSN.
  • Administer student FICA exemption.
  • Administer payroll deductions including American Assoc. Univ. Pro., Actor’s Equity, AFSCME Union Dues, Faculty Club, Housestaff AMA Dues, Housestaff Dues, Student Loans, UT Public Employee Assoc, United Way, Development Fund and US Savings Bonds.
  • Administer Garnishments, Tax Levies, Child Support, Writs, Voluntary Wage Assignments, Court Judgments, and Education Assistance Garnishments.

Quick Links

| Ask Us Payroll Accounting |

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PCard (see Purchasing Card):

Discussion: Refer to the Purchasing Card topic.

| Ask Us PCard |

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PCI DSS Standard:

Discussion: A world wide security standard developed by Visa Inc International, MasterCard Worldwide, American Express, Discover Financial Services, and JCB International, to protect card holder information and the merchants and/or processors who store that sensitive information from fraudulent use.

| E-Commerce Dept Site | Credit Card Compliancy Rule 07/18/08 | Policy 3-070 Payment Card Acceptance | E-Commerce Definitions | E-Commerce OnLine Learning (coming soon) | E-Commerce Self Help Guides | E-Commerce Forms | UPAY Credit Card Detail Help | Ask Us E-Commerce |

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PCI DSS Questionnaire for Terminals:

Discussion: The Payment Card Industry Data Security Standards Council has put together Questionnaires for merchants to self-assess their compliance. The questionnaire you are required to complete depends on what equipment or software, or other processing method you use to process payment cards in your department.

The Questionnaire link provides information and hints to select and complete the correct questionnaire.

| PCI DSS Questionnaires | E-Commerce Dept Site | Credit Card Compliancy Rule 07/18/08 | Policy 3-070 Payment Card Acceptance | E-Commerce Definitions | E-Commerce OnLine Learning (coming soon) | E-Commerce Self Help Guides | E-Commerce Forms | UPAY Credit Card Detail Help | Ask Us E-Commerce |

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Per Diem:

Discussion: Per Diem is the preferred method of meal reimbursement for University business travelers. We rely upon the Federal Per Diem rates, and pay per diem based upon a 24 hour basis. Rates vary by city, and a particular city may have different rates based upon heavy or light tourist activity throughout the year. We adhere, for reimbursement purposes, only to the last column entitled M&IE, or Meals and Incidental Expenses. The Per Diem rate is meant to cover the expense for meals, and incidentals such as laundry and tips.

| Domestic Per Diem Rates | Foreign Per Diem Rates | Travel Policy 3-030 | Travel Services Training | Ask Us Travel |

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Performer/Guest Lecturer Agreement:

| Form | University Policy 3-111: Service Contracts with Individuals | Ask Us Accounts Payable |

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Personal Activity Report (PAR) System:

Discussion: The federal government requires an effort reporting system for federal contracts and grants. The University of Utah has established Personal Activity Reporting (PAR) for exempt employees and a time and attendance system for hourly employees as a means of satisfying these requirements.

| PAR Rule (October 2008) | PAR Rule (Original) | Policy 3-020 Effort Reporting | Ask Us Grants & Contracts Accounting |

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Petition Form:

Discussion: This form is provided as a mechanism by which your request for exception to policy can be processed by the appropriate University officials. Use of this form does not guarantee success in obtaining a waiver of Tuition or Late Payment Fee Refund, or waiver.

| Petition Form | Ask Us Income Accounting |

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Petty Cash Funds:

Discussion: A small cash fund used to make incidental purchases were normal purchasing methods are not practical. Special care must be taken to protect such funds from theft or misuse. A request for such funds must be made to General Accounting, or in the case of Grants and Contracts to the Grants & Contract Accounting Office.

| Petty Cash Rule | Petty Cash Policy 3-011 |Reimbursement Form | Petty Cash Request/Change Form | Ask Us General Accounting |

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Point of Sale Application:

Discussion: Point of Sale refers to a face to face transaction with the card present that is processed through a terminal or a register system.

| E-Commerce Dept Site | Credit Card Compliancy Rule 07/18/08 | Policy 3-070 Payment Card Acceptance | E-Commerce Definitions | E-Commerce OnLine Learning (coming soon) | E-Commerce Self Help Guides | E-Commerce Forms | UPAY Credit Card Detail Help | Ask Us E-Commerce |

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Pre-Registration Travel Authorization:

Discussion: This form was designed per the request of several departments across campus. This form is not required as part of any formal Travel Policy or Procedure. This form is meant to provide an informal worksheet for the internal pre-approval of business trips for departments who feel it necessary.

| Pre-Registration Travel Authorization Form | Ask Us Travel |

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Profile, Traveler:

Discussion: Frequent Travelers use this form to submit personal information to a secure site storing their data to make the reservation process more thorough, more accurate and easier.

Information stored securely for our travelers may include:

  • Name as it appears on traveling identification
  • Issuing Country of traveling identification to avoid additional airport screening
  • Credit Card information for hotel reservations
  • Seating Preferences
  • Airline frequent flyer numbers to assist in getting credit for miles
  • Car rental preferences and member numbers
  • Hotel preferences and member numbers

NOTE: Travelers may choose to withhold some of the above information, as they prefer.

FBS Tip

The Travel Department recommends use of Traveler Profiles to keep personal information secure and to make more convenient an safe the business travel experience.

| Traveler Profile Submission Form | Travel Department Training | Onsite Agency Information | Airline Industry News | Ask Us Travel |

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Project (Chartfield Element):

Discussion: Project is the fifth element in the Chartfield string, has 8 numeric characters and uniquely identifies the various contracts, grants, or construction projects, usually within Fund 5000. Except for plant fund, (construction projects) you will use either an Activity of a Project, not both.

Sample Chart Field Combination

| Activity/Project Set Up Request Form | Activity/Project Set Up Instructions | Project Lookup Help | Ask Us General Accounting |

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Project Administration Management

Discussion: The Project Administration and Management (PAM) project is a campus initiative to review the post-award accounting and management tools available to researchers, staff, and administrators with the primary goal of decreasing the administrative burden on researchers.

| Momentum Newsletter Article | Ask Us General Accounting |

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Property:

Discussion: Equipment, material, supplies, land, buildings and related improvements purchased with any funds administered by the university, acquired from the State Department of Facilities Construction and Management or bequeathed or contributed to the university.

  • Capital Inventory: $5,000 +
  • Non-Capital Inventory: $1,000 – $4,999

Quick Links

| Capital Equipment Topic | Policy 3-040 | Non-Capital Equipment Topic | Policy 3-041 | Security and Accountability for University Equipment | Grants Management Essentials Training | Ask Us Property |

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Purchase Order (PO):

Discussion: When a Purchase Order (PO) is created, the University is obligated to pay a vendor for the items or services described on the PO. A PO is initiated when a department submits a complete Requisition. Changes to a PO, including closing a PO and releasing the encumbrance, are submitted to purchasing using a Continuation Form. Any product or service costing more than $5,000 requires a formal bid process, up to $49,999. $50,000 or more requires the On-Line Bid System. Blanket POs are used for recurring agreements under $5,000, such as annual maintenance agreements. Blanket POs should be done only when PCard is not appropriate.

FBS Tip

All Restricted items MUST be processed using the Requisition/PO process. University employees may not request reimbursement for purchasing restricted items. (radioactives, drugs, alcohol, animals, etc.)

| Procurement Basics Training Class | Requisition/General PO | Requisition/Continuation Form | Purchase Order Help | Ask Us Purchasing |

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Purchasing:

Discussion:

Quick Links

| Dept Site | Ask Us Purchasing |

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Purchasing Card:

Discussion: The University offers a MasterCard for use by University employees when procuring small-dollar items (under $5000) that would normally be purchased using other paper-based methods. In many cases the card can be used in lieu of a Limited Purchase Order (LPO), Limited Purchase Check (LPC), some Campus Orders and most Blanket Orders acquired on a Purchase Order.

Quick Links

| P-Card Website | P-Card Training | P-Card Forms | Transaction Detail Search Help | Momentum Newsletter Article | Ask Us PCard |

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Purchasing Card Reallocation:

Discussion: This is a web-based system where transactions made on the p-card can be charged to any Chartfield to which the cardholder has been given authorization to utilize. A Reallocator is a person assigned by your department who then becomes the one responsible for accessing the web-based Reallocation program for each Purchasing Card assigned to them.

| P-Card Website | P-Card Reallocator Training | P-Card Reallocation | Transaction Detail Search Help | P-Card Forms | Ask Us PCard|

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