Please Sign In AG AGEND NDA Fiscal Y Year 2 2017 17 C Closing - - PowerPoint PPT Presentation
Welcome BOBCATbuyers Monday, July 31, 2017 Please Sign In AG AGEND NDA Fiscal Y Year 2 2017 17 C Closing ng S Schedul dule R e Reminde nders Open E n Encum umbr branc nces es Ac Accoun unts P Payable & e &
Monday, July 31, 2017
Fiscal Y Year 2 2017 17 C Closing ng S Schedul dule R e Reminde nders Open E n Encum umbr branc nces es Ac Accoun unts P Payable & e & Travel el Upd Updates Contracted S Ser ervices F s FS-03 Fo Form Total C Contr tract M t Manager Ques estions ns
Mater erials Managem emen ent & & Logi gisti tics Univer ersity D Distr tribution C Center er · Phone: e: 5 5-229 2294
RECEIPT O OF GOODS / / SE SERVICES S (Su Submit it w within in 3 3 work rkin ing d days o
ivery ry) Go Goods R ds Rec ecei eipts No Notifi ficati tion No later than 5:00 PM on Thursday, August 31
Purchasing O g Office J.C.
llam 527 527 · Phone: e: 5 5-252 2521 PURCHASE SE R REQUISITI TIONS NS & & PURCHAS ASE ORDERS RS (SAP AP & TS TSUS M S MAR ARKETPL TPLACE) Last D t Day to to A Approve F e FY 2017 2017 Requisitions By 12:00 PM on Friday, August 18 Last D Day f y for
FY 2017 2017 Modificati tions/Cancel ellati tions By 12:00 PM on Friday, August 18 First D Day f y for
FY 2018 2018 Creati ting/Approving g Requisitions o
Funds C Commitm tments ts Monday, August 21
Purchasing O g Office J.C.
llam 527 527 · Phone: e: 5 5-252 2521 PURCHASI SING NG C CARD Transacti tions p posted to to t the e Citibank P-Card rds afte ter Augu gust t 25 w 25 will be automatic ical ally c ly char arged t to
e FY Y 2018 2018 budget. Friday, August 25
Technology gy R Resources es ( (ITAC) MCS 262 262 · Phone: e: 5 5-4822 822 INFOR ORMATION ON T TEC ECHNOL OLOG OGY P PURCHASES Last D t Day to to P Purchase: e: Co Compu puters, , Co Computer P r Part rts, , Printer ers, Softw tware, e, a and Telep ephones es By 5:00 PM on Friday, August 11 Req equests r rec eceived a after A August t 11 wi will be h e hel eld u until F FY 18 18 funds are a e available, a and, per er u university ty p policy, d del elivery wi will be e del elayed u until o
aft fter S Sep eptember 1, 2017.
Accounts P Paya ayable J.C.
llam 564 564 · Phone: e: 5 5-277 2775 VEN ENDOR I INVOICES a and PAYMEN ENT R REQUESTS, i including g CONTRACTED ED SER ERVIC ICES, VE VENDOR U UPLOADS, a and e e-NPO NPOs Last D t Day to to S Submit 2017 I Invoices es By 5:00 PM on Monday, August 21 Last D t Day to to S Submit 2017 V Vendor Uploads By 5:00 PM on Monday, August 21 Last D Day t to U Use a e an FY 2 Y 2017 Fund o
e-NPO NPOs Transactions must be approved and posted by Thursday, August 31. First D Day t to Use a e an FY 2 Y 2018 F Fund o
e-NPOs Os Friday, September 1
Tr Travel J.C.
llam 564 564 · Phone: e: 5 5-277 2775 TRAVEL REQUESTS, S, FUND NDS C S COMMITM TMENTS ( S (FC), ), & & REIMB MBURSEME MENTS Last D t Day to to C Close F e FY 2017 2017 Tr Travel Reques ests ts/Funds C Commitmen ents: Tr Trips Complete eted i in Septe tember er-June Tuesday, August 1 Last D Day t to C Create F te FY 2017 2017 Tr Travel Reques ests ts/Funds C Commitmen ents ( (Not applicable f for G Grants ts a as they are n e not f t fiscal yea ear d dep ependent) t) Friday, August 18 TRAVELT LTracks Expen ense R e Reports ts Due 30 days after the trip end date
Tr Travel J.C.
llam 564 564 · Phone: e: 5 5-277 2775 TRAVEL REQUESTS, S, FUND NDS C S COMMITM TMENTS ( S (FC), & R REIMB MBURSEME MENTS Last D t Day to to S Submit FY 2 2017 T Travel el Reimbursem emen ents via ia e-NPO PO
Transactions must be approved and posted by Thursday, August 31
Last D t Day to to C Close F e FY 2 2017 T Travel R Reques ests ts/Funds Commi mmitments: Trip ips C Com
leted in in July-Augu gust Friday, September 22 Create F e FY 2 2018 T Travel R Reques ests ts Available Now First D t Day to to Create e 2018 T Travel el F FC (2018 F Funds) Monday, August 21
Studen ent B Busines ess S Services es J.C.
llam 188 188 · Phone: e: 5 5-641 6412 CASH D DEPOSI SITS / TS / STUDENT NT ACCOU OUNTS R RECEI EIVABLE LE Departmen ental D Dep eposits (Cashier er’s W Window) w) By 4:00 PM on Friday, September 1
Finan ancial ial Reporting & & Analy alysis is J.C.
llam 549 549 · Phone: e: 5 5-254 2541 e-ID IDTs ( (EX EXPENSE C COR ORRECTIO IONS, INTER ERDEP EPARTMEN ENTAL L TRAN ANSF SFERS, a and I INTE NTERNAL AL S SPO PONSO SORSH SHIPS PS) FY 2 2017 C Correc ecti tions: Septem ember er-July Monday, August 14 FY 2 2017 C Correc ecti tions: Augu gust 1 1-31, 1, 2017 2017 a and any o
FY 2017 2017 T Transfers
Sponsorships Must be approved by Account Managers by 5:00 PM on August 29,
2018
Close o e out P Purchase O e Order ers u using t g the ZOPEN EN_EN ENCUMBRANCE T E T-code. e. Ref efer er to S
lide 24 24 from the J June 21, 21, 2017 2017 meeting: g: BOBCATBuyers P Presen entations
Get et T Travel E Expens pense e Report
s which h h have e been been complet eted.
to close o e out trips s and e nd encumbr branc nces es.
numbers in the commitment fields. (Refer to Slide 22 from the June 21, 2017 meeting: BOBCATBuyers Presentations)
Travel Purchase Orders.
Travel f for new ew FY can b be created ed using ng 2 2018 f 18 funds. ds. New Travel Policies a s and nd P Procedu edures o es on n the he Travel w web ebsi site. e.
TRA RAVEL EX EXPENSE REP REPORT P PAST D DUE N NOTIF IFIC ICATIO IONS No No c change – expe pense se r repo eports ha s have a always been due 30 s been due 30 days a after t the t trip e end d date. We e are a e at t the f he fina nal s step eps f for an e n effec ective da e date o
Sept ptember ber 1 1 to launch t unch this p process s – ma may i imp mplement i in stages be s before then
. SAP AP will sen end a aut utomatic em email notific icatio ions t to the T Travele ler a r and Travel A l Assis istant o
31 that t the e expense r report i is past d due. If no not compl pleted ed, t , then hen es escalation o
urs: s:
those that are still past due. No email will be sent.
Note t that w when t this g goes l live, t those w who are p past d due m may rec ecei eive t thei heir r rem eminder no notice a e at t the s he same t e time a e as sup uper erviso sors, e s, etc.
AP P MON ONITOR R REPO PORTS – Review t to clea ear be before y e yea ear end. end.
T-code = ZIDT2 Get et e e-NPOs i s in n no now (Aug Aug 31 dea 31 deadline f e for 201 2017).
the document may not be posted by August 31.
enter with an FY 2018 fund.
Cost C Correc ections s – rev eview y your B Budg dget t to Actua uals a s and g d get et the c corrections i ns in. If not a appr proved by ed by your A Account Manager b by Aug August 29, 29, will ha have t e to del delete t the he do docum ument and r d recrea eate i in FY 2018 a 18 and u d use e 2018 f 018 funds ds.
the cost correction will post. This is different than the e-NPO approval/posting process.
Crea eate e FY 2018 F 18 Fund C nd Commitmen ents s s starting ng o
ust 2 21 and c com
ASAP b P befor
first i invoi
com
Exampl ples es i include: ude:
Telephone Land Lines Data Plans Utilities Grande Cable Services
Crea eate e FY 2018 F 18 Framew ework L Limit P PO’s f for recurring ng monthly s ser ervices s s starting o
n Aug August 21 21 and nd c compl plete e ASAP b before f e first invoices es c come in. E Exampl ples es i include: ude:
Cleaning Services (SSC) Leases Culligan Water Units Rental Maintenance Agreements Telephone Land Lines Ready Refresh (formerly Ozarka)
used for 2017 POs. The prior format works for any of these.
If your d depa partmen ent i is going ng t to “inves est” i in a stamp f p for the da data need needed ed b by AP AP to pa pay an i n invoice: e:
RD (Invoice Received Date)
GRD (Goods Received Date) if delivered to your department and then PO did not have a GR requirement on it.
SCD (Service Completion Date)
The hese a se are the da he dates s AP AP needs f needs for the Uni he Universi sity t to compl ply with t the he Texas P Prompt P Pay Ac Act. The Ac e Act states t s the he ba basel seline e da date i e is the L he LATER o
he Invoice R e Rec ecei eived D Date or
he Go Goods R ds Rec ecei eived D Date o e or Ser ervice C e Compl pletion D Date. e.
information needed and AP cannot “assume” what it’s for.
then that should be used and the fields completed with the correct dates and approval.
What’s t the b benefit o
in a stamp?
already provided all the dates needed for compliance.
receive another email asking for them.
with the Texas Prompt Pay Act. Audits happen two – three years after the payment was issued. We need the support to stand for itself at that time.
Where c can you g get a stamp a and w what’s t the c cost?
a week for delivery and here are some examples/pricing.
the time-saving benefits.
Do n Do not
change from
non
uated t ed to valua uated o d on the requisition
/PO l lines f for
services, freight and other non-tangible purchases.
Provid vide t the vendor w with t the P PO# a and r remind t them t that i it mus ust be i be inc ncluded ed on t n the i he invoice e or it w will be di be disp sputed ed un until the v vendor p provid vides a a revis vised i invoic ice w with t the P PO#.
an e-NPO.
Depa partmen ents s cannot a alte ter ve vendor i invo voice d data (except f for taxes es a and t d tips) o
ey w will h have t to get et another her i invoice fro rom t the ve vendor. Fo For m multi-line P PO’s, p put the t he total t to be be pa paid for ea each l line ne
n the i he invoice s e so that A AP will k know how much ch t to pay agains nst e each h line ne.
Buyers rs – If f crea eating a PO f PO for
anot
r depar artm tment, t, pl plea ease se put t that d t departm tment’s c contac act i t informati tion o
Requi uisition t n to ensur ure A e AP inqui quiries es a are e direct cted d to to t the correc ect depar artm tment. t. For
a PO PO with Accou
nager er approval (no G GR o R on t the PO) PO), anyone ne i in the d depa partmen ent c can a n appr prove t the i invoice e unles ess s the i invoice p e prici cing ng varies es from t the P PO pricing ng. .
PR PROM OMPT P PAY Y ACT C COM OMPL PLIANCE 5.25% 25% i inter eres est ra rate o
st due i due invoices s for
FY Y 2018. 18. On On the he invoice ce, i indicate the d date the he invoice w e was r s rec ecei eived in y your depar artm tment t if the v he vend endor s sen ent i it di direc ectly t to yo you. If a good was rece ceived b but n no GR o R on the P PO, you must indi ndicate on n the he invoice t the he da date t e the i he item em w was r s rec ecei eived. On n ser ervice i e invoices, s, y you u mus ust i indi ndicate t e the da he date t the he ser ervice e wa was co complet eted. If f an i inv nvoice is in dispute, m must n notify v vendor w within 2 21 da days o s of the FI he FIRST i invoice r e rec ecei eived ed da date.
the dispute letter.
inclusion with the payment document.
On On Framework
PO’s, a advise A AP P when a a line i is final s so
can be n be closed ed.
invoice payment on that PO line. If you want a line closed and payment is not involved, you must contact Procurement.
Cater ering ng PO’ PO’s
attendees as internal or external on the PO. If internal only, need Cabinet Officer Approval if meal is not allowed under
Don’t n t need to to use i if ther ere i e is an i invoice A e AND a a PO w was c crea eated ed.
FS-03 form when a PO wasn’t obtained.
the FS-03 to Procurement to avoid duplicate payment.
Send to to Procurem emen ent – not A t AP. C Can’t p t pay u until a approved b by Procurem emen ent. Do n not s t submit t t the p paper FS-03 f form to to P Procurem emen ent a t and a also c crea eate an e e-NPO
e-NPO will ill rou
to
for
approval.
workflow!
TSUS MARKETPLACE Personal Services Contracts 3rd Party Agreements Consortium Contracts Hotel/Conference Agreements Interlocal/Inter- Agency Agreements
All c contract r reques uests w will g go throug ugh h the M Market etplace. e.
End u d user w will s subm bmit a a contract r reques uest a and a d attach ch all unsigned d ned documen ents, a as w well a as any s suppo pporting ng do docum uments. s. Onc nce t e the he contract i is crea eated, t the r he requ equisition w will g go throug ugh t h the M Marketpl place.
Crea eate a a Contr tract R t Req equest: t:
Gener eral A Accounting O Office 5-2541 gao@txstate.edu Procurem emen ent & Strateg egic S Sourcing 5-2521 purchasing@txstate.edu Accounts P Paya ayable 5-2777 payables@txstate.edu Travel O l Offic ice 5-2775 travel@txstate.edu Finan ancial ial Reporting & & Analy alysis is 5-2541 financialreporting@txstate.edu Studen ent B Busines ess Servi vices 5-2544 cashier@txstate.edu Mater erials Managem emen ent & & Logi gisti tics 5-2294 materialsmgt@txstate.edu Technology gy R Resources es ( (ITAC) 5-4822 itac@txstate.edu
1.
n day 4 45, who i is the he super upervi visor b bei eing n notified ed t tha hat an n expen pense r se repo port is past d due? ue?
2.
he inf nformation in t n thi his p s presen esentation cover ered ed i in n the N he New ew H Hire F e Faculty Orientation?
3.
hat do w we do if w we have e a vo volunteer eer s speaker er w who i is not b bei eing paid, b but ut thei heir t travel el i is being ng r reimbur bursed? d?
and the travel receipts are required for reimbursement. 4.
is a an FS-03 f 03 form?
the place of an invoice if the vendor does not provide one. 5.
hen a are c contracted ed s servi vices es paid?
arrangements are documented in the contract. 6.
ll contracts h have t to be en e entered i into T
Con
(TCM)?
them to be contracts, these do not have terms and conditions and, therefore, are not official university contracts. 7.
TCM, b between een h how m many differ eren ent a accounts s can t n the he f fund unding be split?