FINANCE User Group Meetings June

Purpose Year End Close wvOasis Project 2

3 YEAR END CLOSE

Fiscal Year End Close Memo/Calendar Budget- David Watkins 4

5 wvOASIS

wvOASIS Project Updates Overview of Project Jessika Thomas Credit Card ReceiptsShelley Tharp Anticipated Impacts Rachel Hays Business Changes Impacting EBOs Vendors Brenda Mowen Requisitions Brenda Mowen Payments / PCards Rachel Hays –Forms Rachel Hays –Processing Times Rachel Hays –New Policies Rachel Hays 6

Credit Card Miscellaneous Receipt Change Effective July 01, 2014

Departments that Accept Credit Cards For each Visa/MasterCard/Discover credit card deposit (i.e. settlement), a separate Miscellaneous Receipt (MR) MUST be prepared and keyed DAILY For each American Express credit card deposit (i.e. settlement), a separate Miscellaneous Receipt (MR) MUST be prepared and keyed DAILY. WVU’s current MAP practices for the collection and posting of cash and checks will remain the same.

wvOASIS Project Updates Anticipated Impacts at Cutover –Payment Delays –PCard applications/maintenance requests No new PCard applications until July 8 th –No MAP access from noon on June 30 th to July 2 nd AM **You will be able to complete online receiving until 4:45 on June 30 th. 9

wvOASIS Project Updates Business Process Changes Requisitions Vendors Payments/PCards 10

Business Process Changes - Reqs Requisitions –Vendor “Number” is Not Required –For “vendor directed” purchases, attach documents as you normally would (invoice, quote, etc.) –For “RFB / RFP” attach a document with suggested vendor names or send separately by 11

Business Process Changes - Vendors VENDORS –Registration/Maintenance will be managed centrally by PCPS EBO Responsibilities Non-PO Invoices – Submit to PCPS on Designated Form Vendor Name Vendor or Phone “Address” Information is NOT REQUIRED W9 is NOT REQUIRED 12

Business Process Changes - Vendors EBO Resp. Employee Payments – Submit request to pay to PCPS Using Required “Payment Forms” (Travel, Employee Reimbursement, etc.) Employee Name / Phone / Employee Address (see below) –Employee Must “Hand Write” Address on Forms –PCPS will “Match” address to MAP HR (MyHR Must Be Current – Remind Employee) 13

Business Process Changes – Payments & PCard Improved forms- Effective July 1, 2014 Process timing updates Updated Policies 14

Improved Forms Payment Request Form- NEW! –Employee Reimbursement –Essential Services Direct Payment –Vendor’s Invoice $ 5,000 threshold for Dean/Director/Designee signature 15

Improved Forms Travel Authorization Travel Settlement Departmental Refund Hospitality Event Internal/Cash Transfer –PI signature is now required if grant funded 16

Improved Forms Consolidated PCard forms- same form for WVU and WVURC: –PCard Application –PCard Maintenance PCard DCC Setup- NEW! PCard Exception Form –Updated to include business purpose 17

Improved Forms Forms on PCPS Website for Review and Comment Starting JUNE 26 Send Comments to All Forms effective JULY 15 Exception Requests– Anne Burleigh x

Business Process Changes – Payments & PCard Improved forms Process timing updates Updated Policies 19

Process Timing Updates PCard applications/maintenance requests –1:30 PM cutoff to be processed by the State 20

Business Process Changes – Payments & PCard Improved forms Process timing updates Updated Policies 21

New or Updated Policies- Effective Now Hospitality –Event Form is now required Employee Relocation PCard Policy- NEW! Record Retention –Now applies to both State and WVURC 22

PCPS Hotline NEED HELP? Contact PCPS Hotline: Phone: ext. 8 23