Index and Glossary - P

• Payment Card Acceptance
• Payment Request
• Payroll Accounting
• PCard see Purchasing Card
• PCI DSS Standard
• PCI DSS Questionnaire for Terminals
• Per Diem
• Performer/Guest Lecturer Agreement
• Personal Activity Report (PAR) System
• Petition Form
• Petty Cash Funds
• Point of Sale Application
• Pre-Registration Travel Authorizaiton
• Project (Chartfield Element)
• Property
• Purchase Order (PO)
• Purchasing
• Purchasing Card
• Purchasing Card Reallocation

---

Payment Card Acceptance:
Discussion: Processing payment cards through a Point of Sale machine or eCommerce program, as a method of payment for services rendered.

Payment Card Acceptance Topics Credit Card Acceptance PCI DSS Standard Point of Sale Application Select UPAY

Payment Card Acceptance Forms Select Change Form Closure Form PCI DSS Questionnaire for Terminals Point of Sale Application

| eCommerce Dept Site | Credit Card Compliancy Ruld 07/18/08 | Policy 3-070 Payment Card Acceptance | eCommerce Definitions | eCommerce OnLine Learning (coming soon) | eCommerce Self Help Guides | eCommerce Forms | UPAY Credit Card Detail Help | Ask Us eCommerce |
Return to Topical List

---

Payment Request (Formerly Check Request):
Discussion: A Payment Request is the most common form used to generate a check to either an 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 | Payment Method Options | Accounts Payable Training | Ask Us Accounts Payable |
Return to Topical List

---

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.

Payroll Accounting Topics - Select - Cell Phones Employee Awards Employee Education Benefits Exempt Status (Tax), University of Utah Garnishments Independent Contractor Listed Property Moving Expenses Non-Resident Alien Payments Sales Tax Social Security Number, How to Get One Tax Credits Tax Exempt Status, University of Utah Tax Services Unrelated Business Income Tax (UBIT) Utah State Tax

Payroll Accounting Forms Select 1098T, IRS Form IRS Forms W-2, IRS Form IRS Form W-4 W-8BEN, IRS Form W-9, IRS Form

| Ask Us Payroll Accounting |
Return to Topical List

---

PCard (see Purchasing Card):
Discussion: Refer to the Purchasing Card topic.

| Ask Us PCard |
Return to Topical List

---

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.

| eCommerce Dept Site | Credit Card Compliancy Ruld 07/18/08 | Policy 3-070 Payment Card Acceptance | eCommerce Definitions | eCommerce OnLine Learning (coming soon) | eCommerce Self Help Guides | eCommerce Forms | UPAY Credit Card Detail Help | Ask Us eCommerce |
Return to Topical List

---

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 | eCommerce Dept Site | Credit Card Compliancy Ruld 07/18/08 | Policy 3-070 Payment Card Acceptance | eCommerce Definitions | eCommerce OnLine Learning (coming soon) | eCommerce Self Help Guides | eCommerce Forms | UPAY Credit Card Detail Help | Ask Us eCommerce |
Return to Topical List

---

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 2nd 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 |
Return to Topical List

---

 Performer/Guest Lecturer Agreement:
Discussion: Coming Soon.

| Form | Ask Us Accounts Payable |
Return to Topical List

---

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 |
Return to Topical List

---

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, ow waiver. 

| Petition Form | Ask Us Income Accounting |
Return to Topical List

---

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 | Reimbursement Form | Petty Cash Request/Change Form | Ask Us General Accounting |
Return to Topical List

---

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.

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

---

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 | 
Return to Topical List

---

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.

| Activity/Project Set Up Request Form | Activity/Project Set Up Instructions | Project Lookup Help | Ask Us General Accounting |
Return to Topical List

---

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.

Property Accounting Topics - Select - Annual Inventory Procedures Asset Management Capital Equipment, (Capital Property) Equipment, Security & Accountability Government Property Insurable Equipment Inventory Controller Inventory OrgID Lookup Inventory Procedures University Property Write-Off Authorization Letter

Property Accounting Forms - Select - Inventory Form A & B Notice of Intent to Fabricate Form Off Campus Authorization Form Request for Inventory Extension Request for Yellow Tags Request to Change Asset Information Request to Change Inventory Controller Retirement/Transfer Form

| Capital Equipment Topic | Insurable Equipment Topic | Policy 3-040 | Security and Accountability for University Equipment | Grants Management Essentials Training | Ask Us Property |
Return to Topical List

---

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.

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 |
Return to Topical List

---

Purchasing:
Discussion: Coming Soon. 

Purchasing Topics - Select - Business Meals Conflict of Interest Encumbrance Gifts, Retirement, Incentives Limited Purchase Order Location Codes & Lookup Purchase Order (PO) Ship To Codes General Solicitation

Purchasing Forms - Select - GRAMA Merchandise Return Form Request for Proposal Requisition/General PO Return Form Signature Authorization

| Dept Site | Ask Us Purchasing |
Return to Topical List

---

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), some Campus Orders and most Blanket Orders acquired on a Purchase Order.

Purchasing Card Topics - Select - Business Meals Purchasing Card Reallocation

Purchasing Card Forms - Select - Business Meal Documentation Form Cardholder Agreement Form

| P-Card Website | P-Card Training | P-Card Forms | Transaction Detail Search Help | Ask Us PCard |
Return to Topical List

---

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 |
Return to Topical List

---