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Purchasing and Disbursements and Travel Services Peoplesoft Procurement and Accounts Payable Reminders. FAR Meeting – August 12th, 2014. Accounts Payable Tips and Reminders. Issues that cause payment delays: Vendor location: Select SHARED location only when creating requisitions - PowerPoint PPT Presentation
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Purchasing and Disbursements and Travel Services
Peoplesoft Procurement and Accounts Payable Reminders
Purchasing and Disbursements and Travel Services
Peoplesoft Procurement and Accounts Payable Reminders
FAR Meeting – August 12th, 2014
Accounts Payable Tips and RemindersAccounts 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
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 RemindersAccounts 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
• 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 RemindersTravel 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
• 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)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)
• 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)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
• 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)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
• 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)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
• 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:Resources:
• Travel Advance Guidelinehttp://utsa.edu/financialaffairs/opguidelines/2.9.2.html
• Travel Card Guidelinehttp://utsa.edu/financialaffairs/opguidelines/0111.html
• Travel Reimbursement Guidelinehttp://www.utsa.edu/financialaffairs/opguidelines/0109.html
• Travel Advance Guidelinehttp://utsa.edu/financialaffairs/opguidelines/2.9.2.html
• Travel Card Guidelinehttp://utsa.edu/financialaffairs/opguidelines/0111.html
• Travel Reimbursement Guidelinehttp://www.utsa.edu/financialaffairs/opguidelines/0109.html