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Finance

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Finance & Administration Quarterly Update Business Affairs Update April 27, 2009 Business Affairs Update Agenda Items Purchasing: Non-Compliant Orders Accounts ... – PowerPoint PPT presentation

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Title: Finance


1
Finance Administration Quarterly Update
  • Business Affairs Update
  • April 27, 2009

2
Business Affairs Update
  • Agenda Items
  • Purchasing Non-Compliant Orders
  • Accounts Payable Prompt Payment
  • Vendor Query Application
  • Banner Program Codes and Budgets

3
Business Affairs Update - Purchasing
  • Purchasing
  • Non-Compliant Orders - HSC OP 72.01
  • The ordering of products or services prior to
    the purchase order issue is considered an
    obligation without authority and will be reported
    to the end user, the department administrator or
    head and the appropriate dean or vice president.

4
Business Affairs Update - Purchasing
  • Purchasing Non-Compliant Orders
  • To initiate a payment for a non-compliant order,
    submit a TechBuy requisition using the TechBuy
    Non-Catalog Form. The requisition must include
    the following
  • A completed Non-Compliant Form electronically
    attached to the requisition
  • The statement Non-Compliant Invoice must appear
    in the internal notes section of the requisition
  • Payment must be made with local funds

5
Business Affairs Update - Purchasing
  • Non-Compliant Form
  • Located in the Purchasing Manual at
    http//www.fiscal.ttuhsc.edu/purchasing/manual/
    Non-Compliance Form
  • Leave Requisition number blank (completed in
    Purchasing)
  • Provide an explanation and plan to prevent future
    non-compliance
  • Person who originated obligation with vendor must
    sign the form

6
Business Affairs Update - Purchasing
Click on Edit and add Non-Compliant Invoice
in the Internal Notes Section
Attach Non-Compliant Form
7
Business Affairs Update - Purchasing
  • Purchasing Non-Compliant Orders
  • Purchasing tracks non-compliant orders
  • Notification of frequent occurrences of
    non-compliance to department administrator and
    appropriate dean or vice president according to
    HSC OP 72.01

8
Business Affairs Update - Purchasing
  • Purchasing TechBuy Reminder
  • TechBuy (SciQuest) will not support Internet
    Explorer 8 (IE8), so please do not install.
  • TechBuy (SciQuest) will begin supporting Internet
    Explorer 8 (IE8) in November 2009 at which time
    we will send out a notice via the TechBuy Users
    Group email.

9
Business Affairs Update - Accounts Payable
  • Accounts Payable Prompt Payment
  • Invoice Processing and the Prompt Payment Law -
    HSC OP 72.10
  • Departments are responsible for submitting
    documents timely so that payments may be made
    promptly and late interest avoided.

10
Business Affairs Update - Accounts Payable
  • Accounts Payable Prompt Payment Procedures (for
    vendor invoices sent to departments)
  • Invoices must be date stamped on the date
    received
  • Provide on face of the original invoice
  • Current Fiscal Year PO number
  • Approval to pay statement
  • Date the product or service was received or
    provided
  • Signature of employee submitting the vendor
    invoice

11
Business Affairs Update - Accounts Payable
  • Accounts Payable Prompt Payment Procedures (for
    vendor invoices sent to departments)
  • Promptly forward invoice to Accounts Payable
  • Late interest calculated from the date the
    invoice was received by the department, but no
    later than 10 days from the date of the invoice
  • If there is a dispute or other extenuating
    factors that should be considered to avoid late
    interest, Attachment A Justification for Late
    Invoices should be attached to the invoice.
    (Available as a data entry form at the Payment
    Services Website / Accounts Payable / Forms)

12
Business Affairs Update - Accounts Payable
  • Accounts Payable Prompt Payment Procedures (for
    vendor invoices sent to departments)
  • If payment of interest is required, the
    department is not complying with Prompt Payment
    Policies
  • A Late Interest Report will be routinely sent to
    the appropriate Dean or Vice President
  • If a department exhibits a history of failing to
    comply with the Prompt Payment Policy, Accounts
    Payable will contact the vendor(s) and request
    the change of billing address to Accounts Payable

13
Business Affairs Update - Vendor Payments Query
  • Vendor Payments Query
  • Query by vendor or employee name or R
  • Available to departments now, vendors in the
    future
  • Three sections
  • Scheduled Payments
  • Payment History
  • Encumbrance Information
  • Help Document

14
Business Affairs Update - Vendor Payments Query
  • Vendor Payments Query
  • Access from Webraider http//webraider.ttuhsc.ed
    u
  • F A Work Tools Tab
  • Purchasing / Payment Services Channel
  • Purchasing
  • Accounts Payable
  • Travel

15
Vendor Payments Query Scheduled Payments,
Payment History and Encumbrance Information by
Vendor Payment Contact Accounts Payable
Contact Information Update Vendor Info Method
to update Vendor Information Sign up for Direct
Deposit Direct Deposit Form Help Vendor
Query Information Document
16
Business Affairs Update - Vendor Payments Query
17
Search for vendor or employee by name or R. Use
as a wild card. Read Search Tips.
18
Click on the vendor R to display results
19
Business Affairs Update - Vendor Payments Query
20
Business Affairs Update - Vendor Payments Query
21
Business Affairs Update - Vendor Payments Query
22
Business Affairs Update Program Codes and
Budgets
  • Program Codes
  • Currently (FY09) TTUHSC budgets at the Fund /
    Orgn (BAVL) or at the Fund / Orgn / Account
    (Budget Pool Account) level.
  • For FY 10 TTUHSC will budget at the Fund / Orgn /
    Program (BAVL) or Fund / Orgn / Account / Program
    (Budget Pool Account) level and will default
    program codes for every Fund.
  • This is a top institutional priority.

23
Business Affairs Update Program Codes and
Budgets
  • Benefits
  • Less confusion in properly classifying expenses
  • More consistency and accuracy for reporting
  • Facilities and Administration Rate Study (IDC)
  • Research Reports

24
Business Affairs Update Program Codes and
Budgets
  • How do we accomplish this change?
  • Build the structure
  • Finance Systems Management / Accounting Services
  • Training
  • Finance Systems Management
  • Properly Classify Expenses
  • TTUHSC Departments

25
Business Affairs Update Program Codes and
Budgets
  • Building the Structure
  • Finance Systems Management has worked with
    Accounting Services to default program codes for
    all funds and create new funds where necessary
    according to the NACUBO functions.
  • The Program Codes and their definitions can be
    found at http//webraider.ttuhsc.edu gt F A Work
    Tools tab gt Finance Systems Management gt Training
    Documentation gt Banner Program Codes.

26
Business Affairs Update Program Codes and
Budgets
  • Training
  • Finance Systems Management will conduct Program
    Code Workshops with definitions and real life
    examples as well as provide Program Code
    information in the Budget Packets. We will
    coordinate this training with Budget training in
    the last week of May and first week of June.

27
Business Affairs Update Program Codes and
Budgets
  • Properly Classify Expenses
  • Departments must know how to properly classify
    expenses and apply that knowledge by making sure
    the expense is directly related to the program
    code that is defaulted to the fund.
  • If a budget is depleted and will not cover an
    expense, the department must either move budget
    into the FOP or FOAP to cover the expense or pay
    for the expense with another FOP or FOAP with the
    same program code.

28
Business Affairs Update Program Codes and
Budgets
  • Program Code Expense Classification
  • Business Affairs and Accounting Services are in
    the process of analyzing expenses that are coded
    to a program code other than the one defaulted
    for a fund and will make adjustments if needed.

29
Business Affairs Update
  • Questions?

30
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