FINANCE OPERATIONS ONBOARDING DOCUMENT

FINANCE OPERATIONS ONBOARDING DOCUMENT. Emory University Advancement and Alumni Engagement Finance OPERATIONS TEAM.

Table of contents. EMORY. ADV Finance Team……………..…..……4 Emory Corporate Card…..……...……...5 Emory Cell Phones...………..…………10 Preferred Payment Methods…...…....…12 Emory Express……...........…….……….15 Payment Requests……...…...………….18 New Suppliers………..........………...…21 Contract Review………....………….....22 Employee Gifts & Celebrations…...........23 Travel & Expense Policy….....……..…...24 Non-Reimbursable Items……...………25 Meals with Employees……………...….27.

Advancement and Alumni Engagement Finance Employee Onboarding Document.

ADV FINANCE Team – key functions and hierarchy. 4.

EMORY. Applying for a Corporate Card. Please read *Emory Disbursement Policy 2.128 to review the proper use of the Emory Corporate Card. The **Emory Corporate Card page located within the “Accounts Payable” section of the Emory Finance website contains information about the corporate card and a link to the electronic application. List Frances Stanfield ([email protected]) as the approver on the application. The application will be electronically routed to Frances for approval upon submission. List your home address for the cardholder address, statement address, and the home address where your newly issued Emory Corporate Card will be mailed. If you are prompted to enter an access code during the application, please use default code 1234. If you do not receive your Emory Corporate Card within ten (10) business days, please email [email protected] to request a status of receiving your card. *https://emory.ellucid.com>Emory University Policy>Finance (EU)>Financial Operations>Payment Services>Disbursement Policy **https://finance.emory.edu/home/index.html>Procurement>Paying>Request Credit or PCard>View More Information About the Corporate (Travel) Card.

Cardholder responsibilities. It is the Cardholder’s responsibility to authenticate the validity of the charges made with the Emory Corporate Card. Personal charges to the Emory Corporate Card are strictly prohibited. The cardholder is responsible for ensuring that expense reports are filed within ten (10) days of expenditure or ten (10) days from the completed travel date. The cardholder must pay any late fees and personal expenses incurred directly to JP Morgan Chase. Failure to comply with the cardholder agreement and intentional misuse of the Emory Corporate Card may result in disciplinary action up to and including termination. Please read *Emory University’s Corporate Card Credit Policy 2.132 in its entirety (contains information on how to dispute a transaction, cancel a disputed transaction, sanctions for credit card non-compliance, etc.). *https://emory.ellucid.com>Emory University Policy>Finance (EU)>Financial Operations>Corporate Card Credit Policy.

SANCTIONS FOR CORPORATE CREDIT CARD NON-COMPLIANCE.

Declined Corporate card transactions. 8. EMORY. If an Emory Corporate Card purchase is declined for a reason unclear to the cardholder, please call the number on the back of the card and speak to a customer support agent with JP Morgan Chase. The JP Morgan Chase customer support agent can provide further details on why a purchase was declined and assist the cardholder with additional course of action as needed. Common reasons for declined transactions include the following: The merchant used an incorrect Emory Corporate Card expiration date The Emory Corporate Card’s specified allowable spending limit is exceeded The incorrect billing zip code was used (should be the home address).

Lost, stolen or compromised card. 9. EMORY. A lost, stolen, or compromised Emory Corporate Card should be reported immediately to the following: JP Morgan Chase JP Morgan Chase will close the card and a replacement card will be issued U.S./Canada Toll-Free (800) 316-6056 Outside U.S. (847) 488-3748 Emory Corporate Card Administrator (Accounts Payable) The Emory Corporate Card Administrator can close the card to avoid fraudulent use [email protected].

Emory Cell Phones. Cell phones are provided to Emory University employees who require a cell phone to perform their job duties. The hiring manager will determine if an employee is eligible for an Emory cell phone. Eligible employees may choose between ordering a new device and phone number or ordering a new device using his/her current phone number. In order to port your current phone number to your Emory Verizon account, please provide the name of your current cell phone provider, account number, billing address and contact name to your ADV Finance support representative. An $80 allowance is provided for additional accessories such as cases and screen protectors. An $80 allowance is provided for additional accessories such as cases and screen protectors. To select a cell phone model choice and color, as well as for help with plan changes and services, please submit your request on the ServiceNow Cell Phone/Mobile Device Request Form. For help with equipment and hardware problems, please email [email protected] ..

Lost or stolen cell phones. 11. EMORY. If your Emory cell phone has been deemed lost or stolen, you should take the following steps to report it and receive assistance: Contact Verizon Wireless Customer Service at (800)922-0204 When the automated system answers, choose the option for technical support. Follow the prompts and select the appropriate option to suspend your account or report the device as lost or stolen. Alternatively, you can speak to a representative from the technical support department, which is open 24 hours a day, 7 days a week. Submit a ServiceNow ADV: Finance General Inquiry, choose sub-category ‘Cell Phone’ Please provide a note indicating the cell phone is lost or stolen. Once submitted, a member of the Finance Operations team will be in touch with you to discuss your options, such as replacing the device or issuing a loaner device. Report a lost or stolen cell phone as soon as possible to minimize the risk of unauthorized usage and protect your personal information..

Preferred Payment methods. 12. EMORY. Emory Express Emory Express is utilized to complete purchase orders and check requests for goods and services fulfilled by a domestic or foreign company. Emory Corporate Card The Emory Corporate Card is used for all individual business-related travel expenses as well as departmental and operational expenses not possible through Emory Express. Compass Payment Request A Compass Payment Request is the preferred method for issuing payments to individuals and sole proprietors (independent contractors, students, guest reimbursements, and honorariums)..

Emory Commodity matrix. The Emory Commodity Matrix provides guidance to Emory University employees in determining how to acquire and/or pay for commonly ordered goods and services. This commodity matrix is not meant to be an exhaustive list of all possible commodities. If the commodity is not listed on the matrix, or you are unsure what the best practice is on how to make a certain purchase, please submit your question or inquiry on the ServiceNow ADV: Finance General Inquiry Form..

Emory Commodity matrix. 14. EMORY. [image] xmew pounuoo o Lua.

EMORY EXPRESS. 15. EMORY. Emory Express is the procurement system used to create, submit, and approve requisitions, track purchase orders, and manage suppliers. The application also provides direct access to supplier websites, forms to request non-cataloged items, and built-in internal controls. All eligible purchases should be completed within Emory Express. Types of commodities ordered within Emory Express include office supplies, marketing materials, and custom print jobs. Visit the *Procure & Pay page on Emory’s Finance website which outlines the procedures to purchase supplies and services. Please limit access to shopper-only on the Emory Express application. *https://emory.ellucid.com>Emory University Policy>Finance (EU)>Financial Operations>Strategic Procurement Policy 2.121.

Emory Express – course navigation. 16. EMORY. The Emory Express training course is only available to staff whose role requires Emory Express access to perform their job duties. Prior to enrolling, check with your supervisor to determine if you will need purchasing access in Emory Express. Visit hr.emory.edu>Self-Service Login>Learning Management>Learning Management-*Brainier to enroll in the Emory Express training course (course# 1043/legacy course# 260747) – screenshot below: *Video: How to Log Into Brainier https://www.youtube.com/watch?v=S4-UFvxuIXs.

On-Campus Catering Services. If you need to order food for an on-campus small luncheon or for a complex catered event, you have two options: The first option is to use Emory Catering, Emory’s in-house caterer. The second option is to use America to Go (ATG). There are many providers available within the ATG network. Refer to the “Catering Services” section on the Emory Express home screen to access the Emory Catering and America To Go punch-outs To learn more about Catering Services, please visit the Catering Services Guidelines webpage.

Payment requests. 18. EMORY. Payment requests are completed in the Compass system by the ADV finance team for the following: Individuals and sole proprietors Independent contractors Refunds Guest Reimbursements Honorariums If you receive an invoice from an individual that meets the above criteria, please submit your request on the ServiceNow ADV: Payment Request Form. Your ADV Finance support representative can assist you if you are unclear if a supplier you are using needs to be paid through Emory Express or the Compass system. Please submit your question or inquiry on the ServiceNow ADV: Finance General Inquiry Form ..

Independent Contractors. An Independent Contractor is an individual who performs services for the business whereby the business has the right to specify the result to be accomplished by the work, but not the means and methods by which the result is to be accomplished. The earnings of a person who is working as an independent contractor is subject to Self-Employment Tax. Businesses generally do not have to pay any taxes on payments to independent contractors. It is important before engaging in a service that the individual is classified correctly between an independent contractor and employee before they begin work. Please visit the *Emory Finance page for information that distinguishes between the two classifications and the reason why this classification is important to Emory University. *https://www.finance.emory.edu/home/index.html >Procurement>Contracting>Independent Contractor Guidelines.

Guest reimbursements. 20. EMORY. Departments may allow travel reimbursements to guests attending events hosted or sponsored by Emory. Reimbursable expenses may include airfare, lodging, rideshares, travel meals, etc. To proceed with reimbursement, guests are required to provide itemized receipts for each expense as well as their home address to receive payment by check. Submit all guest reimbursements using the ServiceNow ADV: Payment Request Form, choose sub-category ‘Reimbursement for Guest Expense’. Guest reimbursement checks are typically mailed within one week after final approvals are completed..

New Suppliers. All suppliers are required to be registered with Emory. Your ADV Finance support representative can assist you if you are unclear if a supplier you are using is setup in Emory’s system. Please submit your question or inquiry on the ServiceNow ADV: Finance General Inquiry Form . For new suppliers that have not done business with Emory: Submit a completed *Supplier Information Form (SIF) on the ServiceNow ADV: Finance General Inquiry Form . The completed SIF will need to be returned in Excel format. Please do not print out forms for signing as physical signatures are not required. *https://www.finance.emory.edu/home/index.html >Procurement>Support>New Supplier Information Form (SIF) for Domestic and Foreign Suppliers/Individuals/Study Participants.

Contract review. 22. EMORY. To ensure compliance with legal and regulatory requirements, and to protect Emory University's interests, it is important for all contracts to be reviewed by Emory's Sourcing and Contract team. The ADV Finance Team will assist in the review process and act as a liaison between your department and the contract review staff. All agreements for goods or services (one-time and recurring/multi-year) need to be reviewed by the ADV Finance Team and/or Emory’s Sourcing team. This includes agreements such as maintenance contracts on equipment and software, catering, professional services, etc. Do not sign any agreements without this review process taking place, as doing so could potentially expose the university to unnecessary risk or liability. Submit contracts for review via the ServiceNow ADV: Contract Review Form..

Employee Gifts & Celebrations. The Employee Gifts and Celebrations Policy is to establish guidelines and procedures for the appropriate use of University funds to provide gifts and/or celebrations for employees to recognize achievements, milestones, and special occasions. Appropriate Use of University Funds: Work-related achievements Honoring a retiree Sympathy Inappropriate Use of University Funds: Celebrations for weddings Baby showers Completion of a degree not required to do your job All gift cards and gifts with a cash value equal to or greater than $75 are reported as income to the Faculty/staff member. Review the *Employee Gifts and Celebrations Policy for further information prior to purchasing a gift or planning a celebration. *https://emory.ellucid.com>Emory University Policy>Finance (EU)>Financial Operations>Payment Services> Employee Gifts and Celebrations Policy.

Emory University Travel and expense Policy. 24. EMORY.

NON-REIMBURSABLE OR NON-PAYABLE ITEMS. 25. EMORY.

Listing of NON-REIMBURSABLE OR NON-PAYABLE ITEMS.

Meals with other employees. Meals with other Emory employees are generally non-reimbursable and should be paid with personal funds unless one of the following is true: A non-Emory employee is also present, and business is being conducted The meal is in honor of an Emory employee's beginning or ending of employment at Emory or other significant Emory or professional achievement Business being conducted among Emory employees is such that it cannot be done in the office or another time. (An explanation of the reason why the meeting could not take place in the office must accompany the reimbursement/expense request) Rare or atypical instances where, with approval of a supervisor, employees may work during normal meal breaks with other employees, e.g., working lunches Review the *Emory University Travel and Expense Policy 2.90 for detailed information. *https://emory.ellucid.com>Emory University Policy>Finance (EU)>Financial Operations>Travel Policies.

Emory University Travel Agencies. 28. EMORY. Emory requires travelers to book airfare using one of Emory’s partnered travel agencies. Please create a profile on the CTM travel portal at https://us.ctmsmart.com. The recommended browser is Chrome or Firefox. Do NOT use the direct-bill method. The preferred method of payment is the traveler’s Emory Corporate Card. Refer to the *Quick Start Job Aid for instructions on how to set up a Travel Profile. The following information is useful to have on hand when creating your profile: Name as indicated on your government issued I.D. Gender Phone number Your designated travel arranger’s name (if applicable) Travel arrangers must setup their profiles first so travelers can select their name as a travel arranger. Once the traveler has updated their profile with the four pieces of information noted above, the travel arranger can then complete the balance of the profile for the traveler with travel preferences, loyalty programs and corporate card/personal card information. Visit the **Emory Finance Travel Site for detailed information. *https://www.finance.emory.edu/home/index.html>Procurement>Travel>Travel Resources and Information>Job Aids>Logging into the travel booking tool instructions **https://www.finance.emory.edu/home/index.html>Travel.

Emory University Travel Agencies. Sequel Travel (formerly Maupin/Hess travel) Maupin Travel recent acquisition of Utah based, Hess Travel Small woman-owned business classification (important for grants) Payment by corporate card, agent-assisted booking only Link to create traveler profile: https://maupintravel.formstack.com/forms/emory_university_traveler_profile_form Maupin contact information : E: [email protected] | P: 919-821-2146 Cadence/Partners Travel Management E-VIP Travel Services and complex international travel Link to create traveler profile: https://www.cadencetravel.com/partner-program-emory Payment by corporate card, agent-assisted booking only For Cadence online booking tool help/questions - [email protected] For Cadence new reservations, changes, etc. – [email protected] or 858-551-3000 Please note All three agencies specialize in Domestic and International Travel. You can book with either agency. Schools or Departments may restrict which agency is available to a traveler..

Example: itemized ctm invoice. 30. ctm CTM CTV c—mATE.

Example: itemized Cadence invoice. 31. Ekaronk Inw•ce OATC:.

Sat vet u' —d (40 u SC per". Example: itemized SEQUEL invoice.

Mileage for personal vehicles. You may opt to use your personal vehicle for business if it proves to be safer, more efficient, or less expensive and time consuming than other methods of ground transportation. When driving your personal vehicle for business, you can request reimbursement for total miles traveled. The mileage reimbursement rate is determined semi-annually by the IRS, which covers all costs related to operate the vehicle and gasoline. You are not permitted to use your corporate card to purchase gasoline for your personal vehicle. Your normal daily round-trip commute to the office should be subtracted from your mileage reimbursement, unless the commute has already been satisfied or if it takes place on non-regularly scheduled workdays such as weekends and holidays. Mileage must be always logged to and from the accurate location. Do not use the office as the default start/end location. If the mileage reimbursement exceeds $25.00 (approximately 35 miles), you are required to submit a Google Maps or MapQuest printout showing turn-by-turn directions along with a completed Mileage Log Form. Visit the *Emory Finance website to review the Personal Vehicles travel policy. *https://emory.ellucid.com>Emory University Policy>Finance (EU)>Financial Operations>Travel Policies.

Example: Google Maps printout. 34. EMORY. Map Description automatically generated.

Example: mileage log and reimbursement form. 35. EMORY.

Vehicle Rentals. Never accept or opt into any additional insurance offered by a vehicle rental company. Emory’s blanket auto policy provides liability and physical damage coverage for vehicle rentals while traveling for business. This removes the need to purchase additional insurance with the rental company. Review all vehicle rental agreements prior to purchasing to ensure that assigned fees are within Emory's policy for use. If additional insurance was purchased and you are unsuccessful in obtaining a refund, you will need to cover the cost with personal funds. An itemized receipt is required for all vehicle rentals. The itemized receipt must include rates, taxes, pickup date, return date, and any other incidentals such as toll charges, prepaid fuel, etc. If the receipt is lost, it is your responsibility to obtain a replacement receipt from the vehicle rental company. Review the *Emory University Travel and Expense Policy 2.90 for detailed information. *https://emory.ellucid.com>Emory University Policy>Finance (EU)>Financial Operations>Travel Policies.

Example: itemized Vehicle Rental Receipt. 37. EMORY.

Receipt Requirements: Meals. Detailed, itemized receipts are required for all meals. Any alcoholic beverages purchased should be marked with the letter ‘A’ on the receipt. All business meals need to be accompanied with a list of attendees. If the number of attendees is greater than 10, please provide the number of attendees. If the number of attendees is less than 10, please provide the full name (first and last) of each additional attendee. Please record all meal attendees on the itemized receipt and/or the expense submission to ensure our receipt requirements are met. Review the *Emory University Travel and Expense Policy 2.90 for detailed information. *https://emory.ellucid.com>Emory University Policy>Finance (EU)>Financial Operations>Travel Policies.

Example: itemized Meal Receipt. 39. EMORY. Server 05:51 'uhsah IRISH '0th Carltol rm 10/24/2022 Cvitol hér: GI Secial Drft Total Total 10/24,322 5:51 10. DO 60 18. oc 136. so cat d Card Entry YetYod: S Ire' ratal: Gr.•i Total : I ore to pay total r»ws IRE* EVERY NM V I— Pay Check Gratuity SIE 50 Pl. 00 rwt«s EVERY tte c:" "ith yar c*era.

Receipt Requirements: Lodging. An itemized receipt (folio) is required for all lodging expenses. This document must show taxes, room rates, check in date, check out date, and other incidentals such as meals, parking, or internet service. If the itemized folio is lost, it is your responsibility to obtain a replacement receipt from the hotel. If any meals, drinks, and room service were purchased during your hotel stay that were charged to the room, please obtain and include itemized receipts on the expense submission, if possible. Review the *Emory University Travel and Expense Policy 2.90 for detailed information. *https://emory.ellucid.com>Emory University Policy>Finance (EU)>Financial Operations>Travel Policies.

Example: itemized hotel Folio. 41. EMORY. CtRl() COLLECTION ARTS ROTEL DALLAS. ct_R0 BY 1717 LEC*URO STREET DAUAS. 75201 U ned Ame•ea TELEPI-ÖNE 214-3B-1717 • 1800 DECATUR GA 3002 STATES OF 33434NS3 HAU ARTS EL DALLAS. CURIO COLLECTÄ BY HLTON3'10QOZ Dae: Oate Rate VAT DATE nr2023 280023 3.V2Q3 380023 3.92023 3M023 "7023 GUEST ROOM STATE SALES ROOM TAX TAX TP'O IRO GUEST ROC* STATE SALES ROOM TAX cn Y OZCLFANCY TAX TPIO SCIO scto SCLO SCLO S3S6' 5366 t 537340 537512 537512 537512 S37St2 CHARGES S3Q_82 S 1853 $27.0 SS243 s 1240 WEL BE SETTLED TO VS• SFECTNE 3•V2023 PM 7041243 570 31 sooo e 72 TO na Md please *WV' .can.

RECEIPT REQUIREMENTS FOR EVENTS. When paying for catering and other services for complex events, the final total is not always known until after completion of the event. Please use the most up to date version of the invoice/statement you have received on the expense report submission. For deposits prior to the event, include copies of the executed contract signed by all parties, in addition to a pricing quote, and/or banquet event order (BEO) on the expense request. The estimated cost for catering services is often structured by the minimum food and beverage (F&B) cost. Following completion of the event, the final invoice must be itemized as needed to split out food, alcohol and event-related costs (venue/space rental, event supplies and equipment, service and administrative costs, etc.) on the expense report. It is your responsibility to obtain a copy of the most recent or final invoice from the caterer/venue to submit on the expense report. Review the *Emory University Travel and Expense Policy 2.90 for detailed information. *https://emory.ellucid.com>Emory University Policy>Finance (EU)>Financial Operations>Travel Policies.

Example – event proposal/quote for deposits. 43. EMORY.

Example – Completed Event itemized RECEIPT. 44. EMORY.

Finance Event Codes. In Emory’s Compass financial management system, the Finance Event code field allows the tracking and categorization of costs specific to units and departments Think of this field as an internal “Chart of Accounts” specific to ADV to track and classify expenses in categories that help ADV departments manage their budgets and understand their costs For example, ADV can track expenses for specific activities such as fundraising and alumni events, as well as an employee’s travel/professional development using the Finance Event codes A Finance Event code is required for all ADV transactions Each ADV employee is assigned a Finance Event code to track their individual travel and professional development expenses. Many large-scale fundraising events, cultivation events, alumni events, Homecoming, commencement, etc. have their own Finance Event code (smaller or one-time events may use 4083 – the “uncategorized” generic Finance Event code for events – in lieu of creating a unique code). Operating costs such as office supplies, business cards, and postage/shipping are tracked using Finance Event codes. The applicable Finance Event code should be listed on all invoices as well as travel and expense reports that are sent to ADV-Finance for processing. Additionally, a Finance Event code must be entered on requisitions when ordering via Emory Express.

Finance Event Codes. Finance Event code lookup tool (via Power BI) Click here for the lookup tool site page (where you can look up available Finance Event codes) You can use the Filters pane to filter by Finance event code type (Travel, Events, Operating), the Finance Event code itself (all codes are 4 digits in length), the requesting department, or requesting individual To request a new Finance Event code or request a change in the description of a current Finance Event code, please submit a request using the ADV: Finance Event Code Request form in ServiceNow.

List of common Finance Event codes. 47. EMORY. 3462-Business Cards 3513-Cellular Services/Devices 3425-Coffee Service 3719-Copy/Printer Paper 3517-Departing Staff Celebration 2646-Donor Gifts 3461-Letterhead/Stationery 3674-Name Badges/Tags 3587-Office Snacks/Beverages 2714-Office Supplies 3334-Photography.

Finance Account Codes. The Compass Account code field classifies financial transactions based on the type of expense (e.g., printing, office supplies, entertainment, travel, alcohol, etc.) Unlike the Finance Event code which is more tailored to ADV’s internal budget reporting requirements, Account codes are used across Emory and are more structured in their use from an enterprise perspective. An Account code is required for all ADV transactions. The applicable Account code will be applied to all invoices as well as travel and expense reports that are sent to ADV Finance Team for processing. Additionally, an Account code must be entered on requisitions when ordering via Emory Express. Account code lookup tool (via Power BI) Click here for the lookup tool site page (where you can look up common Account codes) Due to the relatively small list of Account codes, there is no Filter pane/option on this tool as there is for the Finance Event code lookup tool.

The ServiceNow Request module is the platform used to manage and track requests from users across the division. The module aids in organizing requests and tracking tickets, making it easier for users to submit requests and for finance and budget operations teams to process them efficiently. Key Features of ServiceNow: Real-time request submissions: Users can submit requests in real-time Automate routing: Requests are automatically routed to the finance and budget operations teams Ticketing monitoring and status updates: Users can track requests and status of tickets Standardized submission process: All forms on the request module platform are standardized Collaboration tools: Users can collaborate with team members directly through the platform, adding comments, sending emails, and attaching documents to the request Centralized platform List of Finance ServiceNow Request Forms available to users: Cell Phone Mobile Device Request Form ADV: Finance Event Code Request Form ADV: Finance General Inquiry Form ADV: Payment Request Form ADV: Travel & Expense Report Form ADV: Contract Review Form.

ServiceNow Request Forms and descriptions. 50. Form Name Purpose/Use Cell Phone Mobile Device Request Form This form should be used by Advancement and Alumni Engagement (ADV) employees to request new cell phones, cell phone upgrades and international calling plans. ADV: Finance Event Code Request Form This form should be used by Advancement and Alumni Engagement (ADV) employees to submit Finance Event Code requests. You may submit up to three requests per form. ADV: Finance General Inquiry Form This form should be used by Advancement and Alumni Engagement (ADV) employees to submit finance general inquiries. ADV: Payment Request Form This form should be used by Advancement and Alumni Engagement (ADV) employees to submit payment requests. ADV: Travel & Expense Report Form This form should be used by Advancement and Alumni Engagement (ADV) employees to submit travel and expense reports. ADV users to have access to view all travel and expense report forms. ADV: Contract Review Form This form should be used by Advancement and Alumni Engagement (ADV) employees to submit contracts to be reviewed by the Procurement and Administration team..