Updates & News
Standard Mileage Rates for 2019
The IRS announced an increase in the optional standard mileage rates for 2019 (effective for expenses paid or incurred on or after January 1). Taxpayers may use the optional standard rates to calculate the deductible costs of operating an automobile for business and other purposes. The IRS normally updates the mileage rates once a year in the fall for the next calendar year.
The College has adopted the optional standard mileage rates for the use of a car (also vans, pickups or panel trucks) as follows:
- 58 cents per mile for business miles driven
- 20 cents per mile driven for medical or moving purposes*
- 14 cents per mile driven in service of charitable organizations
The standard mileage rate for business is based on an annual study of the fixed and variable costs of operating an automobile, including depreciation, insurance, repairs, tires, maintenance, gas and oil. The rate for medical and moving purposes is based on the variable costs, such as gas and oil. The charitable rate is set by law.
Permitted Mail Procedure
If you are planning a mailing using an external printer or mail vendor that will use the college permit refer to the following email Lisa.Stoelting@dartmouth.edu (Controllers Office) and Monica.L.Godfrey@dartmouth.edu (DPMS) with the following info:
- Mail House – which approved vendor is the mail coming from?
- Contact Info – your name, phone, department
- Description/job name of mailing
- Which permit is the mailing using? - permit #2 (first class) permit #3 (3rd class)
- What is the estimated or actual cost of the postage? - your vendor will be able to provide this info given the quantity, size, and weight of the piece
- Dartmouth College Account String – to be charged for the postage. The Controller's Office will charge the provided account string after the mailing has been completed.
- Estimated or actual mailing date
Send the above info once you have approved the printing of the pieces you are going to mail. At this point the piece is finalized and it will allow a 3-5 day lead time while the pieces are being printed and prepared for mailing to add money to the permit (if needed).
Following this process is essential for the Controllers Office to charge departments for postage on permitted mailings. Following this process will also ensure there is enough money in the permit for mailings to go out when requested. Failure to follow this procedure can result in there not being enough money in the permit(s) to cover the mailing.
Capital Equipment (Fixed Asset) Reallocations Process
This is guidance for departments when needing to reallocate or correct expenses related to Capital Equipment (equipment exceeding $5000). To request a correction or reallocation of Capital Equipment expense use the Correction and Journal e-Form and add Susan Mockus as the approver. There is no need to complete the WebADI or SPUD Journal. If the e-Form involves a sponsored account (PTAEO), the form should be routed through OSP for their review.
If an e-form reaches the Finance Center or OSP without Susan's approval, Susan will be added as the approver and e-form routed to her for her review, action, and approval.
Any transactions on these natural classes should follow this process.
Cashiers Office Hours
- New Cashier's Office hours are 8:00am-12:00pm.
- There will be a slot for all non-cash deposits after hours.
- All cash deposits must be made during business hours.
- Please do not make cash deposits in the non-cash deposit slot.
Gift Documentation Policy Update
All Gifts to Employees and Non-Employees, regardless of expenditure amount, now require:
- Detailed Receipt
- Specific Business Purpose
- Recipient Name(s)
This includes Gift cards or certificates, as well as, tangible personal property. All gifts of $50.00 or more are reportable to the IRS and will be reflected on the employee's annual IRS W-2 Form. For more information, please review page 20 of the Business Expense Policy.
Payment Request Update
In preparation for automating the OnBase feed to Dartmouth's Accounts Payable System, Wednesday, May 3, we are adding a two new fields to the Payment Request eForm:
- Expenditure Date is available for validation of PTAEO accounts in which the invoice date is outside the start and end date of the Award, but the expenses were incurred within the active dates.
- GL/OGA Description is available to accommodate those areas that wish to provide a different business purpose description in financial reports than what appears on the check to the Payee.
New SPUD Template
Financial Reporting released a New SPUD Journal Template this month. This changes requires authorized individuals to update your SPUD Journal Template, as well as, some of the Internet Explorer Scripts and Excel Macro Settings.
Print Services Policy Update
The Print Service Policy has been updated with increased thresholds for Preferred Printers.
Preferred Printers print projects:
- less than $5,000 may be paid through a non-PO invoice or PCard under single limit amount
- over $5,000 a Non-Catalog requisition (PO) required
- one estimate from a Preferred Printer required for less than $10,000
- two estimates from Preferred Printers required for greater than $10,000