News from Accounting 

 

 

As we continue to collect electronic copies of AP documents, it is important to keep two things in mind: the sensitive information included on these documents and the method of delivery.  In order to…

The Internal Revenue Service has released Notice 2021-02 https://www.irs.gov/pub/irs-drop/n-21-02.pdf announcing the 2021 standard mileage rates.  For business mileage driven after December 31, 2020,…

COVID-19 Accounting FAQs

As of April 8, 2020, two information templates have been sent out to help track costs.  One is for individual employees to use to track time/effort expended as a result of…

NDSU Coronavirus Travel Expense Accounting Guidelines –

The Coronavirus has led to many questions regarding travel accounting rules surrounding cancellations and refunds.   Here are some goals and…

The NDSU Accounting Office has been in the process of working with departments to implement a new feature in PeopleSoft Finance: Accounts Payable Voucher Workflow.   Our intent is to work with…

The Internal Revenue Service has released Notice 2020-05 https://www.irs.gov/pub/irs-drop/n-20-05.pdf  announcing the 2020 standard mileage rates.  For business mileage driven after December 31, 2019,…

NDSU Accounting has discontinued routing banquet and meeting expenses to Provost/VPs for approval when the business meal costs exceeds the “reasonable amount” referred to in NDUS policy.  This change…

To NDSU Departments,

An enhancement to PeopleSoft Finance is being implemented this fall called Single Use Account (SUA).   SUA is a new payment process that will be available to pay supplier…

The Internal Revenue Service has released Notice 2019-02 https://www.irs.gov/pub/irs-drop/n-19-02.pdf, announcing the 2019 standard mileage rates.  For business mileage driven after December 31,…

The IRS updated Form W-9 in October 2018.  Please use the updated version of the W-9 going forward.  The link on the Downloadable Forms page under Accounting will take you to the updated version, but…

The Internal Revenue Service has released Notice 2018-03 www.irs.gov/pub/irs-drop/n-18-03.pdf, announcing the 2018 standard mileage rates. For business mileage driven after December 31, 2017,…

Customer Account Services, Accounting, and Financial Aid have created a new form entitled “Payment for Student Travel”. The purpose of the form is to help ensure payments made for student travel are…

TO: All Department Heads and NDSU staff with expense approval authorization and PeopleSoft Finance access:

The Authorized Signature form for FY 2018 is now available on-line under the Accounting…

The Accounting Office asks for additional understanding and patience this summer from university departments in regards to getting suppliers/vendors setup and vouchers audited and entered.  Short…

Attached you will find detailed instructions for the PeopleSoft 8.55 Fluid Interface rollout.

PeopleSoft Finance 8.55 Fluid Interface Detailed Instructions 12-12-16

On December 12, 2016, PeopleSoft Finance will have a new look and feel.  Attached is a document with important information for all users to review before logging into PeopleSoft on December 12th. …

ANY Travel Expense Vouchers, Interdepartmental Billing Forms (IDB’s, Cost Transfer, Cash Transfer, Correcting Entries & Journal Vouchers) and Spreadsheets to post as SSIJournals, that need to be…

On July 1st any vouchers entered online that need to be applied back to FY16, will need to be backdated to 6/30/2016.

Instructions on how to backdate

As an added benefit, the NDU_AP63 query…

Any Receiving Reports and Accounts Payable Vouchers (entered by the Accounting Office), must be received in Accounting or Grant & Contract Accounting (grant funds) by 4:00 pm on July 11th

This…

Any Accounts Payable Vouchers (entered on-line by departments), must be entered in Finance by 4:00 pm on July 14th

This applies to all funds; appropriated, non-appropriated, grant and contract…

As the upcoming fiscal year end deadlines approach, the Accounting Office would like you to keep in mind the following when submitting Accounts Payable Vouchers, Travel Vouchers, Receiving Reports,…

The Internal Revenue Service has released Notice 2016-01 https://www.irs.gov/pub/irs-drop/n-16-01.pdf, announcing the 2016 standard mileage rates.  Effective for mileage incurred after December 31,…

Policy 515  Travel – Employees

Effective October 1, 2015 the GSA (U.S. General Services Administration) for Employee In-State Lodging has been adjusted for several select counties in ND.  The Accoun…

Below clarifies what account code to use for employees, students and non-employees.

Account code 611020 – Professional Development - used for payments for conferences and training seminar…

For all purchasing card transactions dated March 1, 2015 and forward, the processing of those transactions in PeopleSoft is now being done through the AP Voucher system.  That means that all…

There can be some confusion as to when to use a Correcting Entry Request, Cost Transfer Request or a Journal Voucher form.

 Correcting Entry Request

A correcting entry is a journal entry that is…

The Internal Revenue Service has released Notice 2014-79 http://www.irs.gov/pub/irs-drop/n-14-79.pdf, announcing the 2015 standard mileage rates.  Effective for mileage incurred after December 31,…

A recent change has been made by the University Systems Core Technology Services (CTS) which synchronizes personal data between the three PeopleSoft systems: Campus Solutions, HRMS, and Financial. …

The Journal Voucher form is a new form to correct existing Accounts Payable and Travel Vouchers.  This form is ONLY to correct existing vouchers, all other correcting entries will still need to be…

The Internal Revenue Service has released Notice 2013-80 http://www.irs.gov/pub/irs-drop/n-13-80.pdf, announcing the 2014 standard mileage rates.  Effective for mileage incurred after December 31,…

In order to ensure compliance with Internal Revenue Service (IRS) guidelines, the Accounting Office is requiring an IRS form W-9 be submitted for all new vendors prior to making payment.  A new vendor…

Effective October 1, 2013 the GSA (U.S. General Services Administration) for Employee In-State Lodging has been increased for several select counties in ND.  Policy 515 Section 7, as well as the…

Effective August 1, 2013, the reimbursement rate for in-state meal allowances increased from $30.00 per day to $35.00 per day. 

 The Accounting Office website and Policy 515.6.6.1 have been updated…

The Accounting Office has made some changes to the current IDB (Inter-Departmental Billing) process.  Instead of using the current IDB form, four new forms have been developed to better handle the…

When entering an Accounts Payable voucher in PeopleSoft Finance, be sure to fill in the Description field. With the space allowed, provide a good description of the expense and whether the payment is…

Please review the documents in regards to gift monies – deposits and disbursements. 

 

These documents are intended to help assist departments in appropriately depositing monies received as gifts,…

Reminder to all Faculty, Staff and Students:

Payment, by departments, of employees and students required university fees are not allowable, regardless of the funding source.  This includes the…

Effective January 1, 2013, the reimbursement rate for in-state mileage changed from 55.5 cents per mile (for travel prior to January 1, 2013) to 56.5 cents per mile (for travel on or after January 1,…

Audit Requirement

All checks that need to be placed on hold for department pickup, will need to be processed on an Accounts Payable Voucher and routed to the Accounting Office with the original invoice to be audited…

OMB has been notified that the following hotels in Minot are now honoring the state rate. If you or someone from your agency is traveling to Minot on state business that requires an overnight stay,…

Effective October 1, 2012 the GSA (U.S. General Services Administration) for In-State Lodging has been increased for several select counties in ND.  The Policy 515, as well as the Accounting Office…

Since it is getting more difficult to obtain a state rate in Bismarck, the Office of Management & Budget has put together a listing of hotels in the Bismarck-Mandan area.  This listing below shows…

There is a new user-friendly business travel guide available for NDSU employees.  This guide is an easy to read document that will provide employees with a quick reference to the NDSU travel rules.

 

Overview

NDSU departments need to be aware of the University’s basic receipting requirements and evaluate whether the requirements are being fulfilled.
As a review, NDSU Policy 503 (Receipting)…

The North Dakota University System (NDUS) adopted a new procedure that NDSU will need to follow effective immediately.

NDUS Procedure: 806.1 Payment or Reimbursement of Meals.

The procedure was…

Effective April 17, 2012, the reimbursement rate for in-state mileage changed from 51 cents per

mile (for travel prior to 04/17/2012) to 55.5 cents per mile (for travel on or after 04/17/2012).

As a reminder, made effective November 9, 2010, if NDSU employees are unable to find a state rate hotel in the western part of the state (Williston, Dickinson, Minot, etc.), within a reasonable…

Effective 11/1/2011

Effective 8/1/2011

Effective 3/1/2011 and 7/1/2011

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