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
Tuesday, January 29, 2019
❖ 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
❖ 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.
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
You can revie view the las last four r FS S Updates Presentatio ions for r a good foundatio ion
interface with ith Fin inancia ial l Se Servi vices. .
❖ Be Beth th Ort rtiz iz – Accounts Payable Coordinator
❖ 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.
❖ 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
ical l it items or
ingestib ible it items, etc. ➢ OK if if on
sed by y employees an and th they ad admin inister th themselves. Not all allowed for an any non
➢ 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
the Prompt Pay Com
iance sl slid ides fr from th the August 8, 8, 20 2018 18 FS S Updates Meetin ing August 20 2018 18 for
addit itional l in information.
❖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
❖ 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
ill need to put t th the total l am amount of
expense by y category on
the Certific ication St Statement.
ansportation (b (break ou
y typ type)
ls
Lodgin ing
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.
❖ 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
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
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.
❖ 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)
❖ 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.
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
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
the Expense Report.
❖ 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
(work in n pr progress) th
that wil ill l bil ill l dir irectly ly and th their ir rates. ❖ Meeti ting with ith th these hotels ls on February ry 21 to fin finali lize th the
List data wil ill l change aft fter th
r RSS SS. ❖ Process:
➢ No No PO is is needed for th
is for conference boo
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
fter th the tr travele ler ch checks ou
➢ Process th the payment as as an an e-NP NPO ag again inst th the trip trip number.
❖ Embassy Suit ites Reservation RSS 110818A
➢ Can an reserve a a room on
ll need th the Cor
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
t Embassy for
lems is is De Deborah Lo Lombardo an and email il is is preferred via via deborah.lombardo@atriumhospitality.com.
❖ 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.
❖St Staff f Updates ❖Gift ift and Tax Reportin ing ❖Requis isit itio ion Remin inders ❖P-Ca Card ❖Co Contracts ❖Bookstore PO’s
❖ 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)
❖ 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
(Updated for r th the tw two opti tions above.) )
❖ Reminder: GR boxes should be unchecked when creating a requisition for services. Service requisitions should always be Lim imit it Frameworks with no GR.
❖ AP AP-12 12 form is required for food, if all guests are employees (faculty, staff or student workers). Student Workers are considered emplo loyees if they are included in any staff function. You will need to include a list of all attendees. ❖ The P-Card is for official University business purposes
must have a business purpose and support the mission of the University.
❖ Contracts sent through email will be returned and asked to put through TCM. ❖ Please be sure that you are requesting contracts through the TCM contract request
here
❖ Whenever purchasing items from the Bookstore please use vendor #21745 for your purchases orders
About Summus Industries and Staples
Summus’ Responsibilities
Sale ales
Customer Servic ice Accountin ing
Staples’ Responsibilities
To Texas State System
Joint Responsibilities
FULLY INTGRATED WITH THE MARKETPLACE
Summus Industries proprietary software PartnerLink provides Texas State an increased value by integrating the Marketplace with a HUB partner with multiple sourcing solutions. In addition, to the Office Supply program with Staples we have extended the program to include a separate punch-out connection for furniture projects. We helped Texas State eliminate manual order entry and streamline the
now have the ability to view electronic furniture quotes on the Marketplace without having to create a non-catalog purchase order.
The content of this presentation is confidential information of Summus Industries, Inc. OTHER BENEFITS OF SUPPORTING STAPLES/SUMMUS
We recently sponsored an Environmental Defense fund intern that your staff that worked with him stated will save TXST $100,000 annually in electricity costs We donated several state of the art 3D printers to help TSU’s reputation as a cutting edge technologically advanced University We continue to employ a student intern on campus to assist admins daily in their interaction with us reducing the time needed to order supplies
The content of this presentation is confidential information of Summus Industries, Inc. Categories Available To Texas State System
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keyboards, flash drives and headsets
servers and more from top vendors
with a customized program for your printer fleet
furniture styles from 250 brand manufacturers
and professional design services for any size space
to turning your vision into reality
you know and trust
specialists using the industry’s first and only mobile solution to conduct site assessments
designed for your facility needs and your bottom line
coffee from top brands
Services
convenient cleaning items including eco- conscious options
prints, custom design services and marketing materials
producers who invest in state-of-the-art technology
copies to full offset printing and wide-format needs
the world
coolers, drink ware, corporate gifts and more
with program ideas and product options
Technology Break room Furniture Facilities Print Promotional Products
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January 29, 2019
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for automating the vendor registration process
invitations to vendors to register and have visibility into the onboarding process
information through an assigned self-service account
institutions including Johns Hopkins, Sam Houston, Tufts, Rice, Cornell, etc.
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Purchasing SAP
34
Purchasing SAP
35 Tim ime In Intensiv ive Ina Inaccurate Da Data Uns Unsecure In Info Ex Exchange
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Onboarding Process
SAP TEXAS STATE PAYMENTWORKS SUPPLIER
Initiate Vendor Invite
1
Approve Request
2
Approval Workflow
8
Approve Updates
15
Create or Update Vendor
9
Update Record
16
Notify PaymentWorks
10
Notify University
7
Screen (TIN, Sanction, etc)
6
Push Updates to University
14
Send Notification
11
Send Invitation
3
Complete Registration
5
Update Profile Information
13
View invoices, remittances
12
Create PW Account
4
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❖ Stay in informed on process and form ch changes th that affect th these fu functions. . ❖ In Instructions for setting up an RSS feed can be found at th the following offi fice lin links:
How to Add RSS Feed for AP How to Add RSS Feed for Travel How to Add RSS Feed for Purchasing
Ge General l Accountin ing Office 5-2541 gao@txstate.edu Procurement & Str Strategic ic So Sourcin ing 5-2521 purchasing@txstate.edu Accounts Payable 5-2777 payables@txstate.edu Travel Office 5-2775 travel@txstate.edu Fin Financial l Reportin ing & Analysi sis 5-2541 financialreporting@txstate.edu Materials ls Man anagement & Log Logistic ics 5-2294 materialsmgt@txstate.edu
➢ Procurement & Strategic Sourcing 5-2521 ▪ http://www.txstate.edu/gao/procurement/ ➢ Materials Management/Central Receiving 5-2294 ▪ http://www.materialsmgt.txstate.edu/ ➢ Accounts Payable 5-2777 ▪ http://www.txstate.edu/gao/ap/ ➢ Travel Office 5-2775 ▪ http://www.txstate.edu/gao/ap/travel/
Common questions for these departments are located on each department’s homepage on the website.
Please submit any questions you have on a sheet of paper and drop in the bowl when you leave.
weeks for vendors to complete registration from beginning to end. However, PaymentWorks has seen this average drop down to as little as three days. Since you’ll be able to see the process in real time, you may also call the vendor and ask them to complete the registration process, as departments should be actively engaged in monitoring the status.
connection with the university.
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Questions
penny?
an overall projected summary of expected traveler expenses that can be viewed by the workflow approvers. The Funds Commitment document in SAP should only encumber funds for Direct Billed items such as Ascot airfare or Enterprise/AVIS rentals done on the
not allow for a $0 encumbrance.
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Questions