Please Sign In AGENDA Guest Speaker Robin Wyatt - In International - PowerPoint PPT Presentation

Welcome FS Updates Meeting Tuesday, January 29, 2019 Please Sign In

AGENDA ❖ Guest Speaker Robin Wyatt - In International SOS ❖ New Employee In Introductions ❖ Travel Updates ❖ Acc ccounts Payable Updates ❖ Procurement Updates ❖ Staples – Coffee Break Opti tions ❖ PaymentWorks ❖ Questions

Meeting Reminders ❖ Questio ions are welc lcome and encouraged at t any tim time. ❖ Rais ise your r hand and wait it for r the micr icrophone – so so all all can hear. Otherwise, you’ll just have to repeat it. ❖ St State your r name and department – let’s all get to know who each other is. is. Th This is is is a good start. ❖ Ask sk th the questio ion. ❖ All ll questio ions and answers wil ill l be in inclu luded in in the fin inal l presentatio ion when posted to th the PSS SS websit ite. ❖ NEW ATTENDEES – Th There is is a a lot lot of f in informatio ion covered in in these meetin ings. Y You can revie view the las last four r FS S Updates Presentatio ions for r a good foundatio ion on how to in interface with ith Fin inancia ial l Se Servi vices. .

New Employee Introductions ❖ Be Beth th Ort rtiz iz – Accounts Payable Coordinator

Travel & Accounts Payable Updates

Accounts Payable Updates ❖ GL Numbers RSS 102918A ➢ Have notic ticed a decrease in in th the use se of f th the wrong GL L numbers on POs s and e-NPOs. ➢ Th Thank you!! !!!! ➢ Remember to conti tinue to use se th the li link on th the AP Reso source Page for r GL numbers (codes) at GL Codes . ➢ Co Copie ies are avail ilable le today at t th the sig sign-in in table le if if you want a hard copy versio ion.

Accounts Payable Updates ❖ Medic ical l Su Supply ly/Item Purchases su such as: as: ➢ Over-the-counter medic ical l su suppli lies s an and remedies, bug sp spray, su suntan loti lotion, ot other topic ical l it items or or in ingestib ible it items, etc. ➢ OK if if on only use sed by y employees an and th they ad admin inister th themselves. Not all allowed for an any non on-employees. ➢ Fu Further updates will ill be communicated via via RSS an announcement. ❖ If If you get a a budget err rror r notice ice from AP, , plea lease ad advis ise when th that has as been reso solv lved so so th the paym yment can an be rele leased or r it it wil ill l remain in on hold. ld. ❖ 2019 Prompt Pay y Rate is is 6%. It It is is even more crit ritic ical l to get your r in invoic ices to AP on tim time an and ensu sure all all th the requir ired dates an and ac actio tions have been comple leted. ➢ Refer to o th the Prompt Pay Com omplia iance sl slid ides fr from th the August 8, 8, 20 2018 18 FS S Updates Meetin ing August 20 2018 18 for or ad addit itional l in information.

International SOS Program Robin Wyatt Senior Account Manager at IS ISOS

Travel Updates ❖ 2019 IR IRS Mile ileage Rate RSS 011019A ❖ New IR IRS Mile ileage Rate is is $.5 .580 per mile ile. . ➢ Effective Ja January 1, , 2019. ➢ MapQuest Mile ileage Chart has been updated. ➢ T-1 Transportation Cost Equiv ivalency Form and T-3 Daily ily Mile ileage Worksheet have been updated wit ith new rate. T-1 and T-3 Forms ➢ Travel Mileage

Travel Updates ❖ Travele ler Cert rtif ific icatio ion St Statement Update RSS SS 012319A ❖ Ce Cert rtif ific icatio ion St Statement has been changed to inc inclu lude: ➢ De Destin ination ➢ Expense Categories s – You ou will ill need to put t th the total l am amount of of expense by y category on on th the Certific ication St Statement. • Tran ansportation (b (break ou out by y typ type) • Meals ls • Lo Lodgin ing • Oth ther – regis istrations, etc. ❖ Travel l Ass ssis istant can comple lete th the Ce Cert rtif ific icatio ion St Statement and traveler can “sign” by responding “Agree” to the email il request with ith th the statement detail ils. ❖ Cert rtif ific icatio ion St Statement must be attached to the e-NPO.

Travel Updates ❖ e-NPO Format Changes for Travel Reimbursement RSS 012419A ❖ Use th the foll llowing format for data en entry ry on th the e-NPO: ➢ In Invoice Da Date – Las Last day y of of tr travel l as as MM/DD/YYYY ➢ In Invoice Receiv ived Da Date – day the the e-NP NPO is is cr created MM/DD/YYYY ➢ Go Goods Receiv ived Da Date – day th the e-NP NPO is is cr created MM/DD/YYYY ➢ In Invoice Number – fir first day y of of tr travel as as MM/DD/YYYY ❖ Remember all ll tr travel l must be pre-approved and th the non- emplo loyee exp xpense report (e-NPO) is is due 30 days after th the tr travel l end date.

Travel Updates ❖ T-10 Form rm has been revi vised RSS SS 011119A ❖ Form rm is is requir ired for r Travel l Funds Co Commit itments. ❖ Top of f th the form rm has a li link to ins instructio ions on how to comple lete. ❖ Form rm changed to break out t exp xpected exp xpenses by category ry. ❖ Form rm calcu lcula lates the total l tri rip exp xpenses from the categorie ies and you enter th the amount of f company paid id exp xpenses, , which ich is is th the encumbrance amount. ❖ Fil ill l in inform rmatio ion in in Excel l form rmat and sa save as s a PDF for r leg legib ible le text xt siz size. . PDF wil ill l be attached to Funds Co Commit itment. ❖ Travel l Authoriz izatio ion (Form rm T-10) 10)

Travel Updates ❖ Co Conference Agendas RSS SS 110818A (U (Update) ❖ Must attach the agenda pages that sh show the meals ls and if if meals ls are provi vided or r not. t. Necessary ry for r meal l per r diem iem calcu lcula latio ion. ❖ If If attachin ing th the enti tire agenda, , ple lease notate on th the fir first page where meals ls provi vided are lo located in in th the agenda. ➢ If If not ot, th the expense report will ill be rejected. Some ag agendas ar are more th than 10 100 0 pag ages an and th that data is is not necessary ry – ju just th the pag ages sh showin ing th the meals ls an and th the fir first pag age lis listi ting th the conference nam ame, dates, etc. ➢ This is will ill help lp th the Travel Office with ith th the tim timely processin ing of of th the Expense Report.

Travel Updates ❖ Company Bil ille led Hotels ls RSS SS 011119B ❖ New quic ick li link on th the Travel home page. . (R (Rig ight-Hand Sid Side) ❖ Company Bil ille led Hotels ls ❖ Lis List of f Sa San Marcos hotels ls (w progress) th that wil ill l bil ill l dir irectly ly (work in n pr and th their ir rates. ❖ Meeti ting with ith th these hotels ls on February ry 21 to fin finali lize th the process. Lis List data wil ill l change aft fter th that. Watch for r RSS SS. ❖ Process: ➢ No No PO is is needed for th these. PO is is for conference boo ookin ings. ➢ Provid ide your nam ame, department an and trip trip number. ➢ Provid ide your email il ad address an and have th the foli lio se sent to o you ou aft fter th the tr travele ler ch checks ou out. ➢ Process th the payment as as an an e-NP NPO ag again inst th the trip trip number.

Travel Updates ❖ Embassy Suit ites Reservation RSS 110818A ➢ Can an reserve a a room on onli line. Will ll need th the Cor orporate Account code whic ich is is at t Company Billed Hotels. ➢ Room rate is is $1 $129 29.00, except durin ing Football ll Se Season (Fr (Frid iday an and Sa Saturday) an and loc local l sp special l events. ➢ Ne New con ontact at t Embassy for or proble lems is is De Deborah Lo Lombardo an and email il is is preferred via via deborah.lombardo@atriumhospitality.com .

Travel Updates ❖ Hertz Dir irect Bill ill Vehic icle le Rentals Coming Soon! ➢ RSS SS Feed to be iss issued on th this is process when fin finali lized.

Procurement Updates ❖ St Staff f Updates ❖ Gift ift and Tax Reportin ing ❖ Requis isit itio ion Remin inders ❖ P-Ca Card ❖ Co Contracts ❖ Bookstore PO’s

Staff Updates ❖ Desti tiny Lla lamas – HUB Specialist (Priority Personnel) ❖ Jo John Kir irchner – Promoted to Contract Specialist ❖ Mir iranda Martinez – Administrative Assistant (Intern) ❖ Open Positions: ➢ Administrative Assistant (posted) ➢ Buyer (posted) ➢ Procurement Analysis – Vendor Maintenance (closed)

Procurement Updates ❖ Gif ifts and Tax x Reporting RSS 011019A ➢ Must use se th the Vendor Main intenance Form rm to obtain in in inform rmatio ion fr from th the recip ipie ient. ➢ If If you want to use se an IR IRS S W-9 Form rm, contact Vendor Main intenance in in th the Procurement and St Strategic ic So Sourcin ing Office ice at vendorrequests@txstate.edu or r x5 x5-2521. ➢ Revie view RSS SS 063017A for r addit itio ional l in informatio ion on when IR IRS report rtin ing is is requir ired. (U (Updated for r th the tw two opti tions above.) )

Requisition Reminder ❖ Reminder: GR boxes should be unchecked when creating a requisition for services. Service requisitions should always be Lim imit it Frameworks with no GR.