As 2024 starts to wrap, we would like to provide helpful information to ensure you are ready for the end of the calendar year, as well as highlight some recent changes that occurred at the start of FY25. In this issue, we discuss per diem rate changes and as well as the changes to hold-check pick up times. We review the IT approval process and provide guidance for logging into US Bank Access Online to see transactions, as well as authorizations and declines. Lastly, we follow up with a tech tip. In this edition, we also focus on Excel, highlighting how to remove the hidden apostrophe within the cell and providing a list of common Excel shortcut keys!
University Shared Services looks forward to continuing to service your teams. Please let us know if we can help in any way!
Table of Contents:
- New Per Diem Rates
- View Limit Balances and Transactions in US Bank
- New Hold Check Pickup Timing
- IT Approval Required Before Purchases
- 1099 Season is Approaching
- Training Score Requirement for One Card Applications
- Highlighting Excel Tips
New Per Diem Rates
The General Services Administration publishes new per diem rates for domestic locations each year effective October 1. This year the Standard Conus rate was changed from $54 to $63; resulting in a change for almost every domestic location in T&E.
Per University Policy 22063 Allowable Expenses, this has raised the Per Diem rate for In-State Missouri travel to $63.00 and raised the Extended Work Day rate to $31.50. These new rates along with Out-of-State Per Diem rate changes have been loaded into T&E for travel occurring 10/01/2024 and after.
When entering expenses into the Travel and Expense system, your per diem rate will be automatically calculated based on the date of the expense once you populate the location of travel. Expenses prior to 10/01 will still populate with the previous rates. You may notice rate differences in a single report, if your expense travel dates start towards the end of September and run through the first part of October.
Please reach out to ftss@umsystem.edu if you have any questions concerning calculations when creating your reports.
View Limit Balances and Transactions in U.S. Bank
Cardholders have a profile established within US Bank Access Online upon receiving their University One card. You can easily access the login page through Web Apps.
Once you select the US Bank Access Online prompt on the web apps menu you will be prompted to log in with your university credentials. A dashboard home page will display with a series of navigation options across the top. Each cardholder will be able to see their card account and information. Level III responsible individuals will also have this navigational option, and will see all cardholder accounts routing up through them.
Choose the Account option to select your account information.
Under account Information you will be able to see your cardholder profile, along with statements if needed.
Your cardholder profile will show your specific balances, and limits. The Account Authorization link will show pending authorizations and recent declines, including reason codes.
If the need arises to call US bank, please have your information handy. This information can be found in the navigation paths shared in this article. When calling, have ready:
- Short name- UOFMO
- Employee ID
- Card spend limits
- Business street address or ZIP
For more information, additional training or questions, please contact onecard@umsystem.edu.
New Hold Check Pickup Dates and Times
In June, the University of Missouri transitioned to an outside supplier for its check printing needs. As your transactional volume ticks up, you may have a need for more hold checks to distribute to your suppliers. Please build in the additional time to ensure your check is ready when you need it.
Payments issued as standard checks to be mailed will experience no change. However, this transition did result in a change regarding when department requested hold checks are available for pick up at each of the campus accounting offices.
The University check cycle continues to be sent to print each Tuesday, however if handling changes were requested the following timing standards below should be noted:
- AP Hold Checks are expected to be received each Friday.
- Checks are expected to be available by 2pm through the close of business hours at 5pm.
- AP Checks marked for enclosure will be received Friday.
- Checks will be matched with support to be included with the check and will be processed and sent to mail services by the close of day on the following Monday.
Hold check delivery occurs via FedEx. If checks do not arrive on Friday, they would be received on the next business day and would not be available until Monday for pick up.
For additional questions regarding this change, please reach out to Training & Support Services at ftss@umsystem.edu.
IT Approval Required Prior to Purchasing
Purchases of IT-related expenses, including on a One Card, must be approved by IT prior to payment.
All IT and Telecom purchases and renewals, including no-cost items, must be reviewed and approved based on requirements put into place at each campus. All software must be approved by IT prior to use or purchase, even if it is free.
Each campus process may differ, and links for each procedure can be found below. The central IT division of each business unit will publish detailed procedures for making IT and Telecom purchases and/or purchase requests. These procedures will include items currently exempted from requiring CIO approval and the process to request exemptions based on need. Find more on University Policy 12004 Information Technology & Telecommunications Purchases.
Once obtained, the IT approval should be attached to the resulting transaction. If a non-catalog requisition was submitted, the IT approval can be attached upon submission for approval. If you are purchasing an item from Show Me shop, the IT approval is built into the workflow approval process. If you are using the One Card to process the payment, the IT approval can be attached to the expense report when reconciling the charges. A NON-PO voucher is not allowed as a payment method for IT purchases.
Getting Ready - 1099 Season is Approaching
Form 1099 tax documents are sent to suppliers reporting the taxable income paid to them by the university.
What can departments do to assist during this time of year? Help us by ensuring supplier addresses are up to date. A supplier change request can be entered for the supplier address to be updated. Instead of adding a new address, start by selecting the pencil icon:
This will allow any component associated with the address to be updated as well, such as the 1099 address to which the annual documents are sent.
Form 1099s will be sent prior to the end of January 2026. Departments may receive inquiries from suppliers regarding documents received as well as documents that are expected but may not have arrived. Please forward inquiries to the Accounts Payable team.
Email apsharedservices@umsystem.edu as we can reprint, reissue, or answer any related questions. Contact center phone hours are from 8:30 am to 4:00 pm Monday through Friday, closing for lunch from 12-12:30. Calls received after this time are prompted to leave a message. Shared Services teams will return the call directly or respond by email.
Training Scores Now Required for New One Card Applications
Effective October 25, 2024, new One Card applications require a completed training score prior to processing.
In an effort to expedite cardholders receiving new cards, US Bank will begin sending the cards directly to the cardholder. This means your new card will no longer have to be delivered to the One Card Admin team prior to being forwarded. Due to this change in process, training scores will be required prior to the card application being approved and entered within US Bank Access online.
Prior to completing and submitting this application, the employee applicant or Student Card Custodian must take the required One Card Cardholder Training in Percipio. A score of 80% or higher is required to pass and complete the application.
It will take approximately two (2) weeks for the card to arrive at the cardholder’s work address that was provided on the application. Please ensure a proper USPS address is listed on your One Card application. If the bank has an invalid mailing address, One Cards will be returned to US Bank as undeliverable. If cards are not received within two weeks of receiving approval email, please contact US Bank Customer Service at 800-344-5696.
If you have questions, you can contact the One Card Team at onecard@umsystem.edu.
Highlighting Excel Tips
There may be occasions where you download from data base or received a file from others that may have a leading or hidden apostrophe.Highlighting Excel Tips
There may be occasions where you download from data base or received a file from others that may have a leading or hidden apostrophe.
To remove:
- Highlight the cells needed
- Select the Data tab
- Choose Text to Columns
You will then see the Columns wizard box open. Choose the delimited circle, and then choose finish.
For more Excel shortcuts, please see this downloadable diagram (MS Excel), or the Microsoft article covering ‘basic to pro’ options!
Reviewed 2024-10-29
UM Shared Services 