Special AP/CFS Open House

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Presentation transcript:

Special AP/CFS Open House Feb 14, 2006

Open House: Agenda Welcome Accounts Payable Perspectives Hot Topics in Travel and Entertainment Streamlining the Travel and Express Process Preparing Equipment Orders in BruinBuy/PAC

Open House: Agenda (cont’d.) General Accounting Updates Campus Purchasing Updates Q & A Session Closing

Special AP/CFS Open House Accounts Payable Perspectives

Accounts Payable Perspectives Customer Surveys Top Issues Reorganization New Initiatives Partnership

Customer Surveys Phone Coverage and Access to AP Staff Turnaround Time “Changes to Procedures” Consistency Queue System

Surveys: Phone Coverage & Access Extended Phone Hours: 9am – 12pm, 1pm – 5pm New Customer Service Team Alternative Methods: E-mail: ap@finance.ucla.edu Vendors: http://vendor.accounting.ucla.edu/ Monthly Open Houses and Update Workshops Special Onsite Workshops or Open Houses

Surveys: Turnaround Time What is Our Current Turnaround Time? http://www.accounting.ucla.edu/ap/service/ Current Mail Processing Times (as of Monday, February 13, 2006 ) Processing Documents Received on: Regular Invoices 2/9/2006 Utilities (including phones, DSL, etc.) 2/10/2006

Surveys: “Changes to Procedures” Responses to Legislative and Policy Changes, or Audit Findings (Example: One-Time Payee Name and Address Format. http://www.accounting.ucla.edu/ap/otp/ ) No Actual Change (Better Monitoring, Renewed Focus or Recent Training) New Business Portal Asking UCOP to Update Policies

Surveys: Consistency Reorganization Customer Service Team –All Campus Calls Regular Vendor Invoices Reimbursements (non-entertainment) Special Items UCOP UC Merced

Surveys: Queue System New Initiatives Using the PAN System for Queue Messages Electronic Routing of Items for Internal Approvals (GA, EFM, Exceptional Approval) Imaging of Invoices on “I” Status Additional Automation Customer Satisfaction Workgroup

Partnership Working with Departments Advisory Group Need Your Help H & I Invoices Adherence to Policies Including Original Documents and Justification (i.e. Who, What, Where and Why?) Checking Queues