Resources

When purchasing a new vehicle for a department, please do the following: 

• Consider whether this is a replacement or an addition to the fleet, and discuss the needs of the group to determine the best vehicle choice. 

• Understand the usage of the new vehicle to determine if an alternatively fueled vehicle could be used.

1.    Gift cards for employees should NOT be purchased through the punchout.  Employee gift cards must be purchased via a T&E Card and reconciled in the Expense module to comply with tax reporting requirements.
    Note:  If multiple gift cards with varying values are purchased in a single transaction, they must be itemized in the expense report to ensure accurate taxation for the employees.

There are four product choices in two categories for your gift card needs:

Open Loop: VISA gift cards that can be utilized at any merchant where a traditional VISA card is accepted. These cards are valid for 12 months from the date of purchase, and there are no reissues or refunds on expiring/expired codes.
1. Open Loop Digital
-Subject to a $2.95 per card processing fee (included in gift card total when ordering).
2. Open Loop Physical

Workday reports that have a summarized Obligations column often have a lot of “noise”.  Workday shows all journals (full transparency) related to the account.  For obligations, that includes the journal that moves it into the obligation ledger as well as any journal that liquates that obligation (or zeros out that obligation) when it moves from an obligation to an actual in the actuals ledger. 

Here is an example of what that can look like:

No. Please refer to the Goods & Services Guide for preferred payment methods. Payments should be made by PO, Supplier Invoice request, T&E card, or personal credit card/cash for reimbursement. Goods and services purchased with a gift card, airline miles, personal unused ticket credits, credit card points, or similar are not reimbursable.  

This Quick Reference Guide (QRG) is designed to answer some potential questions that may arise concerning ordering from America To Go.

How do I clear obligations?

SIGNATURE AUTHORITY

Signature authority is a formal delegation that allows an individual to sign or otherwise enter into an agreement that legally binds the university to terms and conditions. This includes written contracts that bind or obligate the university to a financial or a non-financial commitment. Agreements signed by unauthorized employees or agents are not valid and do not bind the university.