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APS Customer Advisory Group MeetingTraining

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Phase II DEFINE Coding and Approval. Phase II Implementation Date: ... procard transactions that have not been approved in DEFINE. ... Use DEFINE resources. ... – PowerPoint PPT presentation

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Title: APS Customer Advisory Group MeetingTraining


1
APS Customer Advisory Group Meeting/Training
  • November 4, 2004

2
Agenda
  • Opening Comments
  • Annual Inventory
  • Becky Franklin Mary Ann Howard, APS
  • Right Sizing Initiative
  • Paula Miner, OTIS
  • Keeping Facility Services in the loop
  • Michelle Herold-Oliver, Facility Services
  • Procard Process is Changing Phase I of II
  • Jenny Murphy, Becky Franklin, and Michael Valdez,
    APS
  • Update on Initiatives and Helpful Suggestions

3
Opening Comments
  • Employee Changes in APS
  • Rita George, moved into our Administrative
    Associate position when Orlando Castenada
    transferred to OFPC.
  • Michael Valdez, moved into our Senior Accountant
    position.
  • Kim Tucker, ORM, will take an Accounting
    Assistant position with APS on November 17.

4
APS Organizational Chart
Chancellor Mark Yudof
Vice Chancellor for Administration Tonya Brown
Assistant Vice Chancellor for Administration vacan
t
Assistant Director of APS Jenny Murphy
Administrative Associate Rita George
Buyer Kyle Hayes
Supervisor of Accounts Payable Becky Franklin
Senior Accountant Michael Valdez
Accounting Assistant Mary Ann Howard
Accounting Assistant Kim Tucker
Accounting Assistant Jennifer Ramos
Accounting Assistant Becky Mendez
Clerical Assistant (75) Sally Rankin
5
Annual Inventory
  • Results from 2004 Annual Inventory
  • 2005 Annual Inventory
  • Materials are included in your folder.
  • Presenters Contacts
  • Becky Franklin, APS Accounts Payable Supervisor
    (4579)
  • Mary Ann Howard, APS Accounting Assistant (4572)

6
Right Sizing Initiative
  • Presenter Contact
  • Paula Miner
  • Manager, Information Technology SupportOffice of
    Information Resources512-499-4597pminer_at_utsystem
    .edu

7
Keeping Facility Services in the loop
  • Presenter Contact
  • Michelle Herold-Olivier
  • Senior Interiors Coordinator
  • Facilities Services
  • 322-3703
  • MHEROLD-OLIVIER_at_UTSYSTEM.EDU

8
The Procard Process is Changing Phase I of II
  • Phase I Awareness Training
  • Phase I Implementation November 2004

9
The Procard Process is Changing Phase II of II
  • Phase II DEFINE Coding and Approval
  • Phase II Implementation Date
  • This will vary by department. Michael Valdez,
    APS, will work with appropriate individuals from
    each department to implement the process. He
    will begin setting up meetings in November.

10
What you need to know when you leave the
training/meeting today
  • Processing and approving Procard and Office Depot
    transactions (aka VP7s) will be the
    responsibility of System Administration
    departments.
  • Phase I of II is in progress.

11
What you need to know when you leave the
training/meeting today (cont.)
  • Summary of Phase I
  • Phase I begins with the VP7 documents that APS
    will receive, via DEFINE, from U. T. Austin on
    November 8th or 9th.
  • APS has training scheduled with Procard holders
    on November 10th and at that time, APS will
    return all documentation that we have received
    for procard transactions that have not been
    approved in DEFINE.
  • A Procard Authorization Form is no longer
    required or desired on the front of every procard
    purchase.
  • A NEW Monthly Procard Transaction Log needs to be
    maintained by your department.

12
What you need to know when you leave the
training/meeting today (cont.)
  • Summary of Phase I (cont.)
  • Your department needs to enter an object code for
    each transaction on the procard log before
    submitting the log and other supporting
    documentation to APS. The deadline is November
    16.
  • All approvals should be documented when the
    information is submitted to APS.

13
What you need to know when you leave the
training/meeting today (cont.)
  • Summary of Phase I (cont.)
  • APS will review your support and object codes.
    An APS contact will call to discuss any changes
    to the object codes that are necessary and why.
    This type of dialogue should continue going
    forward as your procard holder or designated
    employee learns object codes.
  • APS will enter the codes and final approve your
    procard and office depot transactions in DEFINE,
    while your department is in Phase I.

14
Object Code Training Resources
  • Becky Franklins Knowledge
  • There are a set of most commonly used object
    codes used for Procard and Office Depot
    transactions.
  • Use DEFINE resources.
  • If you have questions after checking these
    resources please call an APS employee for
    assistance.

15
Examples of ?s to Consider before sending the
support for Approval
  • Is there supporting documentation attached to
    ensure the dollar amount paid is accurate?
  • Did an authorized departmental approver approve
    the purchase?
  • Is the purchase for something that also needs
    approval by someone outside of your department
    (i.e., OTIS -because it is a printer or something
    that will be hooked up to the network.
    Facilities - because it is something that will
    require electrical work.)?
  • Are all columns filled out on the procard
    spreadsheet to insure compliance with rules
    regulations?

16
Examples of ?s to Consider before sending the
support for Approval (cont.)
  • Is the purchase for a Disallowed Item? If yes,
    please contact APS.
  • Is the purchase for office supplies to a vendor
    other than Office Depot? If yes, the purchase
    documentation must specify why the Office Depot
    program was not utilized.
  • For Office Depot purchases did someone other than
    the person that created the order sign that the
    merchandise was received?
  • Was tax charged on any purchases?
  • Did a charge get split in two to circumvent the
    per transaction limit of 999? If yes, contact
    APS.

17
Summary of Changes at the deptl level
  • What will be different when Phase I and II are
    implemented?
  • The procard holder or a different designated
    department employee will receive a monthly set of
    VP7s through DEFINE (normally on the 8th/9th).
  • An employee in your department will add object
    codes for the VP7 documents that are received
    from U. T. Austin, via DEFINE, once a month.
  • The procard holder in your department will be
    responsible for obtaining and maintaining
    required supporting documentation for charges.
    The procard holder is responsible for providing
    this information to the person in your department
    that will approve all charges in DEFINE by the
    monthly deadline established by U. T. Austin.

18
Summary of Changes at the deptl level
  • What will be different when Phase I and II are
    implemented (cont.)?
  • A person in your department will be given the
    authority to approve VP7s in DEFINE. APS will
    train this person on what they need to review
    before he/she approves.
  • APS will continue to offer to scan your
    departments procard payment documentation into
    FileNet if you send it to us ready to scan.
  • Mike Valdez, APS, will monitor the Procard
    activity by reviewing a sample of departments and
    transactions monthly. Similar to the process
    Internal Audit performed at one time.

19
U. T. Austins Policy on VP7 Processing
  • The designated departmental personnel must verify
    the charges and approve the VP7s in a timely
    manner. Failure to timely review and approve VP7s
    will result in actions by the Procurement Card
    Program as follows
  • First failure to timely approve VP7s warning
    letter
  • Second failure to timely approve VP7s 30-day
    suspension of card privileges
  • Third failure to timely approve VP7s loss of
    card privileges
  • Note This has always been the policy APS just
    wanted to make sure the departments are aware of
    it during this transition.

20
Update on Initiatives and Helpful Suggestions
  • Printing Copying Require three bids
    regardless of dollar amount

21
Printing/Copying at UT System Administration
  • No distinction is made between printing and
    copying (duplicating) of materials (including
    CDs) at UT System Administration. Both require a
    minimum of three (3) documented bids, regardless
    of dollar amount, according to the recent opinion
    rendered by OGC regarding this old Texas State
    law.
  • If the dollar amount exceeds 5,000.00, then
    two (2) HUB documented bids are also required
    one (1) from an ethnic-minority owned vendor and
    one (1) from a woman-owned vendor.
  • Exception you are NOT required to obtain
    competitive bids if printing is done by a
    University facility such as University Printing
    or University Duplicating. Document the bids that
    you received. For more information on University
    Printing or University Duplicating, please visit
    http//www.utexas.edu/services/printing/index.html

22

Update on Initiatives and Helpful Suggestions
  • Point Plus Update Kyle Hayes, APS
  • Contracts are going to FileNet!
  • Reconciliation Training is Coming Sherill
    Boline, Controllers Office
  • Interagency envelopes are on order for all
    departments to use!

23
Update on Initiatives and Helpful Suggestions
  • Helpful Suggestions
  • Please use forms from our website. Several have
    been updated the date of update has been added.
  • Please sent hard copy travel vouchers single
    sided for scanning purposes.
  • If you use PSACCT, please remember that a payment
    will not be made until it is approved in DEFINE.

24
Update on Initiatives and Helpful Suggestions
  • Helpful Suggestions
  • Be sure to date-stamp all invoices and
    documentation related to payables at the time
    they are received by your department. This is a
    legal requirement and affects the calculation of
    late payment penalties to vendors.
  • When you send loose documents to APS, please
    document what we need to do with it.
  • Please do not turn in delivery tickets for food
    into APS until you have an invoice that is
    requesting payment.

25
Questions?
  • Thank you for attending todays meeting!
  • We appreciate you.
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