Great Falls College MSU disbursements to vendors for college purchases are processed by business services. Section 500.00 addresses the specifics for travel disbursements/ reimbursements. Section 120.00 has specifics for non-student accounts receivable refunds in which accounts payable is involved.

Requisition Order Approval of Hospitality Pcard Application Form Purchasing Guidelines GFC P-card holder Agreement Missing Receipt Affidavit Alcohol Request Form

A requisition order must be completed by the individual requesting the disbursement. Complete all fields of the requisition order. The banner index number is required on all requisition orders. The banner account number is optional. Please note, this space is NOT for account number with the vendor. If left blank, business services will determine the account number. An invoice/bill must be attached to the requisition order form. Documents titled/described as statements are insufficient. The receiver of the goods must verify the invoice details are correct, that all items have been received and the college was charged the correct prices. Invoices should be billed to Great Falls College MSU, or a variation. Great Falls College cannot pay invoices that are not billed to us. Obtain the appropriate approvals. Digital signatures are acceptable. If there are multiple invoices attached to the requisition order form, please itemize them in the total column and double check your math when adding. The form does not automatically total for you. Business services may return the form to the requestor for inaccuracies. It is preferable that departments submit requisition orders electronically and keep their own electronic copy. Allow up to 7 business days for payment to be processed. As a state agency, Great Falls College must pay most claims within 30 days, unless otherwise stated in a contract or agreement. Checks are printed and mailed from the Department of Administration in Helena directly to the recipient. If the requestor requires the check to be mailed to the college first, the requisition order must have NON-MAILER clearly indicated.

An honorarium represents a “thank you” gift to a guest speaker or performer who, at no charge to Great Falls College, makes a presentation. The college pays an honorarium as a gesture of appreciation. An honorarium is a gift or expression of gratitude to an individual for services, typically for a one-time lecture, speech, or appearance, who do not charge a fee for their service. They are modest in nature and may be monetary or in the form of a gift. An honorarium is a different type of payment than per diem. Honorarium are taxable income for the recipients. If given to an employee, the payment will generally be considered "Additional Compensation" and will be treated and reported as such, and all required approvals must still be attained for processing. A non-employment stipend is a payment or allowance provided to students when there is a service requirement of the student.

The college employee who has the authority to disburse payment must complete a Requisition Order payable to the recipient. The recipient must complete IRS form W-9. Both documents are submitted to business services for payment. ** ** Even though Great Falls College is not required to report certain payments to the IRS, they MAY STILL BE TAXABLE TO THE RECIPIENT. Please refer recipients to their tax advisor for proper tax treatment. Non-employment stipend: There is usually an agreement already in place to which the student and college authority agreed. The payments are not based on an hourly wage, but are intended to encourage the participation of the student in an activity. A stipend paid for hourly service should instead be addressed as wages for employment. It is the responsibility of the authority to determine if all requirements were met. A non-employment stipend is not a scholarship. A scholarship can only be determined and awarded by financial aid. For each student receiving a non-employment stipend, the supervisor, or Great Falls College employee with the authority to approve disbursement, must complete a requisition order payable to the student along with supporting documentation for the stipend. The recipient may be required to complete IRS form W-9. Form(s) are submitted to business services for payment. ** ** Even though Great Falls College is not required to report certain payments to the IRS, they MAY STILL BE TAXABLE TO THE RECIPIENT. Please refer recipients to their tax advisor for proper tax treatment. Table for reference Scholarship Non-employment Stipend Honorarium May Apply To: Employee x x x Non-employee x x x Student X X n/a Initiated By: Financial Aid x Dept/Other x x Submitted To: Financial Aid x Business Services x x

Non-travel related allowable expenses will be reimbursed to Great Falls College employees on a requisition order. Personal expenses are unallowable and will not be reimbursed. Employee travel related expenses must be processed through Chrome River. See section 500.00 Travel. If the employee cannot locate a receipt, the missing receipt affidavit must be completed. Please be specific as possible on the form.

The missing receipt affidavit is used with reimbursements on requisition orders only. If an employee is missing a receipt for a purchasing card transaction or travel expense in Chrome River, then the employee will receive a compliance warning that there is no receipt attached. A comment stating why there isn’t a receipt and description of what was purchased or paid for is required. Submitting the report in Chrome River certifies that the detail and amount shown in the report was expended for Great Falls College MSU business purposes.

For employees who make frequent purchases on behalf of the college, a purchasing card issued in their name is encouraged. Business services will provide assistance in completing the form. Please allow 2-3 weeks from approval of the form by business services to receiving the purchasing card.

All new users are required to agree to and sign a cardholder agreement. Guidelines in the cardholder agreement may periodically change. While the college will not require a newly signed agreement from every cardholder when guidelines change, business services will inform the email distribution list of updates. It is the purchasing card holder’s responsibility to read these updates/changes and follow them. If a purchasing card holder requires a temporary limit increase, requests must be made to business services. Please allow up to 3 business days. Only the card holder can use the purchasing card. It may not be loaned to another employee.

Chrome River is the web-based software used for processing all purchasing card transactions and employee travel expense reports. Employees are responsible for submitting their own reports, unless a delegate is assigned in Chrome River. The submission of a report in Chrome River is the equivalent to a signature. Personal expenses are not allowed on a purchasing card. If an employee makes a mistake and uses the college purchasing card to purchase personal items, the card holder must submit an expense report where they state the charge is incorrect and submit payment to business services repaying the charge.