Accounts Payable & Travel
News and Updates--Accounts Payable
Gift, Award, and Prize Required Taxable Status Determination Form Policy
Effective May 1, 2022, if a U.S. tax resident receives a single gift, award, or prize of $49.99 or less and it is not reasonably expected that aggregate payments to that person will exceed $600 in a calendar year, then the supporting fiscal staff are not required to collect a Taxable Status Determination Form - Gifts, Awards, and Prizes from the individual. If a U.S. tax resident receives a single gift, award, or prize of $50 or more, or it is reasonably expected that the aggregate payments to that person will exceed $600 in a calendar year, or a nonresident alien receives a gift, award, or prize of any amount, then the supporting fiscal staff is required to collect a Taxable Status Determination Form - Gifts, Awards, Prizes from the individual.
This Taxable Status Determination Form (TSDF) Policy for Gifts, Awards, and Prizes does not override the current policies in place regarding account code use, required approvals, and required documentation for gifts, awards, and prizes.
TSDFs must be submitted to UAA Accounts Payable (UAA AP) via DocuSign (uaa_accountspayable@alaska.edu), password
protected PDF via email (uaa_ap@alaska.edu) or mailed to P.O. Box 141609, Anchorage,
Alaska, 99514 within the calendar year that the payment is issued. TSDFs for nonresident
aliens must be submitted to UAA AP and fiscal staff must receive approval to disburse
the payment from UAA AP before the gift, award, or prize is given.
Memo: Gift, Award, and Prize Required Taxable Status Determination Form Policy
Research Subject Payments Required Taxable Status Determination Form Collection Policy
Effective today, January 20, 2022, if a PI pays a U.S. tax resident a single payment of $49.99 or less and the PI does not reasonably expect that aggregate payments to that person will exceed $600 in a calendar year, then the PI is not required to collect a Taxable Status Determination Form - Research Subject Payments from that subject. If a PI pays a U.S. tax resident a single payment of $50 or more, or reasonably expects that the aggregate payments to that person will exceed $600 in a calendar year, or pays any amount to a nonresident alien individual, then the PI is required to collect Taxable Status Determination Form - Research Subject Payments from that subject.
Taxable Status Determination Forms must be submitted to UAA Accounts Payable via DocuSign (uaa_accountspayable@alaska.edu) or mailed to P.O. Box 141609, Anchorage, Alaska, 99514 within the calendar year that the payment is issued.
Memo: Research Subject Payment Required Taxable Status Determination Form Collection Policy
UAA Cashiering Office Petty Cash Elimination
Starting FY21, UAA Cashiering will no longer accept Petty Cash Vouchers for reimbursement. There are two options for individuals to be reimbursed for business purchases:
- Direct Pay Form - for students/non-employees
- Employee Reimbursement Request - for employees
Instructions for both forms can be found here.
Anchorage Campus Cashiering Office Petty Cash Elimination Memo
News and Updates--Travel
2023 Mileage Rates
The NEW mileage rate as of January 1, 2023 is $.655. Please use the Jan 1 FY23 mileage form for any non-travel related reimbursements after January 1, 2023. For travel between July 1, 2022 and December 31, 2022 the mileage rate is $.625. Continue to use the July 1 FY23 mileage form for travel before December 31, 2022. For travel related mileage, the Concur Mileage Calculator will calculate the correct mileage rate based on date of travel.
Reconciling Airfare with an Unused Ticket Credit Guide
Concur Traveler Training Schedule
All UAA departments have been invited to begin to use Concur. Employee travelers are required to attend a training session before they can use Concur and obtain the new UA Travel Card. Please fill out the registration form for one of the following Zoom sessions:
- Thursday February 2, 2023 at 2:00pm - 3:30pm
- Wednesday February 15, 2023 at 10:00am - 11:30am
News and Updates--Misc
Single-Use Account Payments: The University of Alaska Single Use Accounts (SUA) payment solution is a strategic initiative aimed at replacing check payments with card payments. By enabling vendors to receive payment from the University of Alaska on outstanding invoices via credit card, vendors will see faster payments, improved cash flow and reduced paperwork. To learn more about how SUA works, the many benefits of accepting payments by credit card, and answers to frequently asked questions about Single-Use Accounts, please visit this informational page.
Useful Links and Resources
Accounts Payable
- Coming Soon: Foreign Entity Payments
- Coming Soon: Prizes/Awards, Gifts, Participant Payment, Research Payments
- UA Accounting and Administrative Manual
- Steps for processing Vendor Payments
Travel
- UA Travel Website
- Statewide TEM Training
- Statewide Travel Regulations
- Current Per Diem Rates
- Travel Guidelines- General Funds
- Travel Guidelines- Restricted Funds
- Travel and Transportation Safety - EHSRMS
- Statewide Risk Services Office
- GSA Fly America Act
- International Travel Information - Export Control