Purchasing and Disbursements and Travel Services Peoplesoft Procurement

Purchasing and Disbursements and Travel Services Peoplesoft Procurement and Accounts Payable Reminders FAR Meeting – August 12 th, 2014

Accounts Payable Tips and Reminders Issues that cause payment delays: • Vendor location: Select SHARED location only when creating requisitions • Receiving reports: Users must release receiving reports from users’ desktops if deliveries are made to departments • Service agreements must include invoice for payment processing • Sharepoint Non-PO voucher form must include electronic approvals from administrators

Accounts Payable Tips and Reminders • Dispute form required when short paying invoices: http: //www. utsa. edu/financialaffairs/Forms/details. cfm? form_number=119 • Because official documents are maintained by DTS, please forward original documentation • Submit SIF forms via campus mail (do not email due to transmission of Category I sensitive data) http: //one. utsa. edu/sites/oit/OITConnect/security/Pages/sec_data_classification_std. aspx • For ACH payments, allow two business days once having received an E-notification

Travel Tips and Reminders • Create travel authorization (TA) before first day of travel otherwise complete a TAF (Travel Authorization Form) • Sharepoint Non-PO voucher form must include electronic approvals from administrators • Reference Travel Authorization number under REFERENCE field when creating an Expense Report • Click on LINK to tie Travel Authorization with Expense Report as to properly disencumber and close out travel

Travel Tips and Reminders (cont’d) • An Expense Report is required to settle no cost to UTSA travel (select “TA encumbrance” under expense type and then “Non-Reimburseable” under details) • Create Expense Report to clear cash advance (Click on LINK to tie Expense Report to Cash Advance) • Submit TAF to change or disencumber travel encumbrances (corrections can no longer be done at the dept level)

Travel Tips and Reminders (con’t) • If requesting a TAC (Travel Advance Card), do not process a cash advance in UTShare/Peoplesoft • If requesting a TAR (Travel Advance Request) create cash advance in UTShare/Peoplesoft the same month travel will occur • Create Non-PO voucher when processing a Participant Advance • Create Non-PO voucher when processing a CLIBA or TAC payment

Travel Tips and Reminders (cont’d) • Submit one expense report to settle both travel and hospitality and entertainment expenses if incurred on same trip (TRS and BEF required) • Separate lodging charges from taxes (use two different expense types) • Meal per diems must be recorded by day on TA and Expense Reports (do not group as grand total) • Round mileage calculations to whole numbers on both TRS and Expense Report so amounts match

Travel Tips and Reminders (cont’d) • Method of payment is determined by payment default method selected in ESS module for Payroll (please update if necessary) • For ACH payments, allow two business days after receiving E-notification

Resources: • Travel Advance Guideline http: //utsa. edu/financialaffairs/opguidelines/2. 9. 2. html • Travel Card Guideline http: //utsa. edu/financialaffairs/opguidelines/0111. html • Travel Reimbursement Guideline http: //www. utsa. edu/financialaffairs/opguidelines/0109. html