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IBIS Functions and Forms

IBIS Functions and Forms

DBAF: Direct Bill of Airfare POCH: Purchase Order Change Form
GREQ: General Requisition REQR: Purchase Requisition Order
IDCC: Interdepartmental Charges and Credits ROCR: Report of Cash Receipts
JVDP: Journal Voucher SRFC: Special Request for Check
LO: Limited Order TSF: Travel Support Form
PCA: Pre-award Cost Authorization VRES: Vehicle Reservation
   

 

 

DBAF: Direct Bill of Airfare

  • PSU employees must use the DBAF system or On-line self-booking. If not used, a memo is required signed by the Department Head (Note: No proxies allowed). Submit the memo with the travel support form.
  • No paper backup is needed for a DBAF
  • Assure that the employee's salary is paid from the fund(s) to be charged. This applies to research grants. The individual seeking reimbursement must be working on the project, which is generally evidenced by his/her effort being charged/paid by the project. This may not apply to a Principal Investigator or non-university personnel performing duties directly associated with the grant but contributing their time to a project. Teaching assistants who are spending a portion of their effort toward a particular project may also receive travel support. Under no circumstances can an individual receive travel support from one project and be paid 100% effort from another project.
  • If charging to restricted funds, must be charged to clearing account (255A).
  • If charging to general funds, can be charged to clearing account (255A), or directly to the fund.
  • Journal Voucher (JVDP) should be processed at the time expenses are submitted to transfer DBAF charges from clearing account (255A) to appropriate budget and fund.
  • The traveler must use a US Flag carrier when charging federal research projects. The use of a foreign air carrier is disallowed unless a memo adequately explains why a U. S. Flag Carrier is not available. The memo must be attached to the travel support form. Cost, Convenience, and/or Personal Preference is not an acceptable justification of use of a foreign air carrier. (See Appendix K)
  • For further information (http://ais.its.psu.edu/media/ibis_dbaf.pdf) {top}

 

 

GREQ: General Requisition is used to purchase items from Physical Plant and Micro-Computer Order Center

  • No paper backup needed.
  • Note: If order is cancelled or items come in less than what was ordered, a UENF (Unencumber electronic form encumbrances) will need to be done to remove encumbrances created when form was initiated.
  • Most purchases can be processed using the Purchasing Card.
  • Link to Micro-Computer Order Center ( http://moc.cac.psu.edu/ )
  • Link to General Stores ( http://www.generalstores.psu.edu/ ) must use purchasing card or charge the account directly.
  • Link to Office of Physical Plant ( http://www.opp.psu.edu/ ) {top}

 

 

 

 

IDCC: Interdepartmental Charges and Credits

  • If you can answer WHO, WHAT, WHEN and WHY in the explanation (see
    examples below), then paper backup is not needed. However, backup must be retained in the department business offices.
  • F1 key will list desk addresses of other areas.
  • If the other area provided insufficient information in the description, then you should include the remaining necessary information in the notepad because the form does not permit a change to the description.
  • If the IDCC is for a facility (Physics Machine Shop, Chemistry Glassblowing Shop, etc.), they must be approved facilities and their approved hourly rate plus the hours worked must be included in the description (i.e., 10 hours @ $15.00/hr) .
  • IDCC's should not be used to transfer expenses. See JVDP.
  • For further information (http://ais.its.psu.edu/media/ibis_idcc.pdf) {top}

 

 

 

JVDP: Journal Voucher's are used to transfer actual non-salary expenses

  • JVDP's are used to transfer non-salary expenses. Contact the Financial or Research Office to transfer salaries and wages.
  • If asking the Research or Financial Office to do a JVDP, a detailed e-mail with Who, What, When, Where and Why is needed for the explanation.
  • May require back up. For example, if charge took place in another college and we are unable to view the charge or document in IBIS.
  • Explanation must have detail of why the transfer is being processed.
  • A JVDP transferring purchasing card charges must have the P# in the explanation.
  • For further information (http://ais.its.psu.edu/media/ibis_jvdp.pdf) {top}

 

 

 

LO: Limited Orders are used for small dollar purchases under $500 and equipment less than $250

  • PURCHASING CARD SHOULD BE USED WHEN POSSIBLE .
  • Paper form.
  • Should be encumbered (UENC). Type fiscal year and UENC number on the LO so that payment ties back and releases.
  • Walk-thrus accepted anytime in either office.
  • Financial and Research Office keeps the pink copy.
  • For further information ( http://guru.psu.edu/policies/psu/BS16.html ) {top}

 

 

 

 

POCH: Purchase Order Change Form

  • Used to make changes to an open purchase order.
  • Notepad should include an explanation of the type of change. For example, closing an order, increasing an order, etc.
  • For further information (http://ais.its.psu.edu/media/ibis_poch.pdf)
  • Form on IBIS, function POCH {top}

 

 

 

REQR: Purchase Requisition Order

  • PURCHASING CARD SHOULD BE USED WHEN POSSIBLE.
  • Maintenance agreements for equipment should be on a PO.
  • Payment for services--repeated on-going services should be on a PO.
  • Sole Source Justification (equipment $5000 and over) can be done as part of the PO or justification may be sent on paper by fax or mail directly to Purchasing. Please see the GURU website listed below for more information on filling out the Sole Source Justification.
  • Group meals/meeting expenses over $2,000 should be on a purchase order.
  • Please see GURU website listed below for information regarding the Allocation codes P/Q/A/L.

      • A few tips regarding P/Q/A/L……

    • Once a code is selected and it is discovered that the code will not work for that situation, you may not be able to change it. The form will need to be rejected.
    • Errors copy over and the form cannot be used as a template, even though a new document number was created.
    • An "A" or "L" cannot be used with one budget and fund when there are two or more object codes.
    • "L" must be used if you have multiple funds, but the order is for only one item.
    • "P" can only be used for exact percentage splits, so if there are multiple funds, the amount must be an exact percentage. The total must be exactly 100%. Usually "P" is used with an order that has only one fund.
  • Standing orders - designate "SO" at "Order Type," instead of "PO"
  • Only "L" lump sum allocation code can be used for standing orders.
  • For further information (http://ais.its.psu.edu/media/ibis_reqr.pdf) {top}

 

 

 

 

ROCR: Report of Cash Receipts - To assure that the University's cash revenues (coin, currency, checks, money orders, credit cards, etc.) are properly accounted for, safeguarded, deposited and reported in a timely manner. If $200 or more, it needs submitted within 24 hrs of receipt or when total reaches $200 . All transactions resulting in cash revenue to the University from the sale of products and materials from the collection of a fee or service (including tuition) or from monetary gifts must be documented in a manner as follows. Please see University Policy regarding Report of Cash Receipts, Policy FN01 Processing Cash Revenues, on Penn State's General University Reference Utility (GURU) web site at http://guru.psu.edu/policies/FN01.html#C.

The following is needed to complete an ROCR:

  • Cash Revenue - Coin, Currency, Checks Money Orders
    • Checks must be made payable to The Pennsylvania State University.
    • Checks must be endorsed immediately upon receipt with appropriate endorsement stamp. Endorsement stamps may be obtained from the College Financial Officer.
    • For checks drawn on foreign banks, please contact the Bursar (865-6528).
  • Penn State Receipt
    • Complete all sections on receipt.
    • Write bank deposit bag number on receipt.
    • Forward pink copy of receipt to Financial Office
    • Receipt books can be obtained from the College Financial Officer.
  • Deposit Slip from Appropriate Financial Institute
    • Complete all sections on deposit slip. Use blue or black ink.
    • Write bank deposit bag number and ROCR document number on deposit slip.
    • Write or stamp office address on backside of white copy of deposit slip.
    • Enclose deposit slip in deposit bag. Paper clip/rubber band deposit slip to the checks/currency/money order. Please DO NOT staple.
    • Yellow copy of deposit slip will be returned to you with receipt of deposit from bank.
    • Deposit slips may be obtained from the Bursar (865-6528).
  • Envelope Addressed with Departmental Address
  • Complete Electronic IBIS Form ROCR
    • ADD the ROCR. Do not submit (SUB) or approve (APP) the form until you have received the receipt of deposit from the bank. This usually takes 1 - 2 days.
    • Upon receipt of the bank deposit slip, add to the NOTEPAD section of ROCR the date that you received the receipt of bank deposit.
    • Submit (SUB) and approve (APP) the form to appropriate individual.
    • Date of deposit should be a Tuesday or Friday.
    • Verify actual date of deposit matches the 'bank date of deposit' on the ROCR.
  • Deposit Bag for Appropriate Financial Institution
    • These bags can be obtained through Penn State's General Stores. The Eberly College of Science uses Citizen's Bank for deposits.
  • Transfer of Accountability Log
    • The transfer of accountability log provides a means of accounting for the transfer of money or documents between administrative areas. This form must be signed by both parties when deposit is delivered to the Financial Office (515 Thomas Building).

Upon completion of the above items, you will then do the following:

  • Include items below in deposit bag and seal bag. Retain perforated slip with deposit bag number for your files.
    • Completed deposit slip paper clipped/rubber band to cash/currency/money order.
    • Completed deposit slip.
    • Self-addressed envelope.
    • Departmental address and phone number should be written/stamped on the deposit bag.
  • Forward sealed deposit bag with the attached items below to the Financial Office.
    • Copy of the added ROCR form.
    • Pink copy of Penn State receipt.
    • Copy of deposit slip
    • Sealed bank deposit bag.
    • Transfer of Accountability Log.

Multiple deposits may be placed in deposit bag. Each deposit needs to have its own deposit slip. An IBIS ROCR electronic form must be created for each deposit. Multiple deposits cannot be place on one ROCR form. For detail information see: http://ais.its.psu.edu/media/ibis_rocr.pdf {top}

 

 

 

SRFC: Special Request for Check

A note about receipts, which applies to all forms of reimbursement requests:
University Policy requires employees to submit original receipts for reimbursement requests. If a copy or fax of a receipt is submitted as backup, a memo requesting approval for reimbursement is initiated and signed by the employee and the Department Head or a person designated by the Department Head , the memo is attached to the SRFC as backup in place of the original receipt(s). If original receipts have been lost, a memo requesting approval for reimbursement is initiated and signed by the employee addressed to the Department Head. After receiving the Department Head's approval signature (NO PROXIES ALLOWED), the memo is attached to the SRFC as backup in place of the original receipt(s). If a Department Head loses his/her receipt(s), then the memo is initiated and signed by the Department Head but addressed to the Dean for his approval and attached as backup in place of the lost receipt(s). If matching funds, follow research guidelines for backup materials requested.

Travel:

  • The traveler must use a U.S. Flag Carrier when charging federal research projects. The use of a foreign air carrier is disallowed unless a memo adequately explains why a U. S. Flag Carrier is not available. The memo must be attached to the travel support form. Cost, Convenience, and/or Personal Preference is not an acceptable justification of use of a foreign air carrier. (See Appendix K )
  • Research Office requires original Travel Support Form, copy of Travel Support Form and copy of electronic SRFC form plus original receipts. The airline passenger receipt (when available) or a priced itinerary must be attached to the TSF.
  • Financial Office requires original Travel Support Form plus original receipts.
  • If employee travel is foreign, both Research and Finance Offices need the travel support form, copy of on-line per diem calculator sheet for each location of trip being reimbursed and non per-diem expense receipts. Please note dates and locations of trip not being reimbursed. If currency conversion is shown a copy of the conversion calculation must be attached. If travel is for a foreign visitor, both the Financial Office and the Research Office need additional documentation of the visitor's VISA status. See https://guru.psu.edu/tools/NRAPaymentGuidelines.html and https://guru.psu.edu/tools/visadecchart.html for payment guidelines.
  • Classification of Travel Object Codes
  • Travel within the continental United States, Alaska, Hawaii, Canada and the protected U. S. Territories should be coded 337. CONUS rates must be used for the continental United States and OCONUS rates must be used for Alaska, Hawaii, Canada and the protected U.S. Territories.
  • Any trip that includes a destination or departure from a country not mentioned above should be coded 338 and OCONUS rates must be used.
  • For information on foreign travel and O-CONUS travel ( http://guru.psu.edu/policies/TR06.html )
  • See SRFC Miscellaneous below.

Employee (other than travel):

  • If reimbursement is for an employee, the Research Office needs the original receipt and one copy of the receipt attached to a copy of the SRFC. For the Financial Office, only the original receipt and a copy of the SRFC is required.
  • If a personal check was used to make a purchase and the original receipt is lost, a copy of the cancelled check (front & back) is acceptable with approved memo of explanation, only if original receipt is not available.
  • See SRFC Miscellaneous below.

Company:

  • Research Office requires original invoice plus one copy of the invoice.
  • Financial Office requires the original invoice only.
  • See SRFC Miscellaneous below.

Group Meals:

  • See Group Meal Section for more information on processing group meals using an SRFC

SRFC Miscellaneous:

  • Invoice numbers should always be entered on the Invoice Number field of Page 1
    of the SRFC. This information prints on the check stub for vendor's reference and therefore, it is not necessary to remit an invoice copy to the vendor in addition to the check.
  • If any of the above are marked "Mail with Attached Copy", then an additional copy of invoice or statement should be attached only if the vendor requires documentation to accompany the payment. In this instance, please attach a post-it note to the copy requesting it be sent with the check since Accounting Operations does not routinely send a remittance copy with the check.
  • Penalties and fines, for example, parking and speeding tickets, library fines, apartment vandalism, etc., are not acceptable or reimbursable costs on federal research budgets or any University funds unless extenuating circumstances caused the fee. An exception memo must be approved by the corporate controller prior to reimbursement.
  • For further information (http://ais.its.psu.edu/media/ibis_rfs_cgi.pdf)
    FRG Index {top}

 

 

Travel Support Form: (TSF) used to reimburse travel expenses

  • Employee - travel support form must be signed and dated by the employee - no proxies.
  • Visitors - Every effort should be made to obtain the visitor's signature on the TSF during their visit. If signature is not obtained during visit, a faxed copy of the TSF with signature is acceptable. If no signature, the amount due is taxable.
  • All visitors requesting reimbursement must fill out a visitor information sheet and attach it to the travel support form.
  • Purpose of trip should be clearly stated and itinerary properly completed.
  • When a personal vehicle is used mileage reimbursement should be claimed. Gas only may be claimed instead of mileage if the cost is less. Mileage and gas reimbursement may not be claimed for the same vehicle.
  • TSF is still required with itinerary and purpose even if no reimbursement is requested.
  • Lodging expense should include room charges, taxes and room surcharges only. Meal expenses should be claimed on the meal line and other expenses (phone, faxes, photocopies, etc.) should be claimed on the "other" line. Laundry, movies, valet, personal services, mini-bar, etc., are not reimbursable.
  • Original receipts are required, otherwise, a memo signed by the Budget Administrator (lost receipt) or a person designated by the Budget Administrator (copy/fax of receipt) must be attached.
  • When travel is arranged through the self-booking travel system the purchasing card number must be entered in the DBAF section of the TSF.
  • Attach JVDP if DBAF or On-line self-booking was processed using the clearing account (255A).
  • "Less Travel Advance Line" - If the advance is from the Bursar enter advance document number. If the advance is from the Financial Office enter the Financial Officer's name.
  • When settling a Bursar advance fund 0206 must be credited on the SRFC. Financial Officer advances should reimburse the FO on the SRFC (use multiple payees if the FO and traveler are both due reimbursement).
  • For TSF instructions
  • For fill and print version of TSF
  • For CONUS meal allowance ( http://abs.psu.edu/TravelRates/ )
  • For Maximum rate of per diem allowances for O-CONUS travel ( http://abs.psu.edu/TravelRates/ ) {top}

 

 

VRES: Vehicle Reservation for a Penn State Vehicle used for University Business

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