1 APS’ Customer Advisory Group Meeting/Training November 4, 2004

2 Agenda Opening Comments Opening Comments Annual Inventory Annual Inventory –Becky Franklin & Mary Ann Howard, APS Right Sizing Initiative Right Sizing Initiative –Paula Miner, OTIS Keeping Facility Services “in the loop” Keeping Facility Services “in the loop” –Michelle Herold-Oliver, Facility Services Procard Process is Changing – Phase I of II Procard Process is Changing – Phase I of II –Jenny Murphy, Becky Franklin, and Michael Valdez, APS Update on Initiatives and Helpful Suggestions Update on Initiatives and Helpful Suggestions

3 Opening Comments Employee Changes in APS Employee Changes in APS –Rita George, moved into our Administrative Associate position when Orlando Castenada transferred to OFPC. –Michael Valdez, moved into our Senior Accountant position. –Kim Tucker, ORM, will take an Accounting Assistant position with APS on November 17.

4 Chancellor Mark Yudof Vice Chancellor for Administration Tonya Brown Assistant Vice Chancellor for Administration vacant Assistant Director of APS Jenny Murphy Buyer Kyle Hayes Supervisor of Accounts Payable Becky Franklin Administrative Associate Rita George Accounting Assistant Mary Ann Howard Senior Accountant Michael Valdez Accounting Assistant Kim Tucker Accounting Assistant Jennifer Ramos Accounting Assistant Becky Mendez Clerical Assistant (75%) Sally Rankin APS Organizational Chart

5 Annual Inventory Results from 2004 Annual Inventory Results from 2004 Annual Inventory 2005 Annual Inventory 2005 Annual Inventory Materials are included in your folder. Materials are included in your folder. Presenters & Contacts: Becky Franklin, APS Accounts Payable Supervisor (4579) Becky Franklin, APS Accounts Payable Supervisor (4579) Mary Ann Howard, APS Accounting Assistant (4572)

6 Right Sizing Initiative Presenter & Contact: Paula Miner Paula Miner Manager, Information Technology Support Office of Information Resources

7 Keeping Facility Services “in the loop” Presenter & Contact: Michelle Herold-Olivier Senior Interiors Coordinator Facilities Services

8 The Procard Process is Changing – Phase I of II Phase I – Awareness & Training Phase I – Awareness & Training Phase I Implementation: November 2004 Phase I Implementation: November 2004

9 The Procard Process is Changing – Phase II of II Phase II – DEFINE Coding and Approval Phase II – DEFINE Coding and Approval Phase II Implementation Date: Phase II Implementation Date: –This will vary by department. Michael Valdez, APS, will work with appropriate individuals from each department to implement the process. He will begin setting up meetings in November.

10 What you need to know when you leave the training/meeting today: –Processing and approving Procard and Office Depot transactions (aka VP7s) will be the responsibility of System Administration departments. –Phase I of II is in progress.

11 What you need to know when you leave the training/meeting today (cont.): Summary of Phase I: Summary of Phase I: –Phase I begins with the VP7 documents that APS will receive, via DEFINE, from U. T. Austin on November 8 th or 9 th. –APS has training scheduled with Procard holders on November 10 th and at that time, APS will return all documentation that we have received for procard transactions that have not been approved in DEFINE. –A Procard Authorization Form is no longer required or desired on the front of every procard purchase. Procard Authorization Form Procard Authorization Form –A NEW Monthly Procard Transaction Log needs to be maintained by your department. Monthly Procard Transaction Log Monthly Procard Transaction Log

12 What you need to know when you leave the training/meeting today (cont.): Summary of Phase I (cont.): Summary of Phase I (cont.): –Your department needs to enter an object code for each transaction on the procard log before submitting the log and other supporting documentation to APS. The deadline is November 16. –All approvals should be documented when the information is submitted to APS.

13 What you need to know when you leave the training/meeting today (cont.): Summary of Phase I (cont.): Summary of Phase I (cont.): –APS will review your support and object codes. An APS contact will call to discuss any changes to the object codes that are necessary and why. This type of dialogue should continue going forward as your procard holder or designated employee learns object codes. –APS will enter the codes and final approve your procard and office depot transactions in DEFINE, while your department is in Phase I.

14 Object Code Training & Resources Becky Franklin’s Knowledge Becky Franklin’s Knowledge There are a set of “most commonly used” object codes used for Procard and Office Depot transactions. There are a set of “most commonly used” object codes used for Procard and Office Depot transactions. Use DEFINE resources. Use DEFINE resources. If you have questions after checking these resources please call an APS employee for assistance. If you have questions after checking these resources please call an APS employee for assistance.

15 Examples of ?’s to Consider before sending the support for Approval Is there supporting documentation attached to ensure the dollar amount paid is accurate? Is there supporting documentation attached to ensure the dollar amount paid is accurate? Did an authorized departmental approver approve the purchase? Did an authorized departmental approver approve the purchase? Is the purchase for something that also needs approval by someone outside of your department (i.e., OTIS - because it is a printer or something that will be hooked up to the network. Facilities - because it is something that will require electrical work.)? Is the purchase for something that also needs approval by someone outside of your department (i.e., OTIS - because it is a printer or something that will be hooked up to the network. Facilities - because it is something that will require electrical work.)? Are all columns filled out on the procard spreadsheet to insure compliance with rules & regulations? Are all columns filled out on the procard spreadsheet to insure compliance with rules & regulations?

16 Examples of ?’s to Consider before sending the support for Approval (cont.): Is the purchase for a Disallowed Item? If yes, please contact APS. Is the purchase for a Disallowed Item? If yes, please contact APS.Disallowed ItemDisallowed Item Is the purchase for office supplies to a vendor other than Office Depot? If yes, the purchase documentation must specify why the Office Depot program was not utilized. Is the purchase for office supplies to a vendor other than Office Depot? If yes, the purchase documentation must specify why the Office Depot program was not utilized. For Office Depot purchases did someone other than the person that created the order sign that the merchandise was received? For Office Depot purchases did someone other than the person that created the order sign that the merchandise was received? Was tax charged on any purchases? Was tax charged on any purchases? Did a charge get split in two to circumvent the per transaction limit of $999? If yes, contact APS. Did a charge get split in two to circumvent the per transaction limit of $999? If yes, contact APS.

17 Summary of Changes at the dept’l level What will be different when Phase I and II are implemented? What will be different when Phase I and II are implemented? –The procard holder or a different designated department employee will receive a monthly set of VP7’s through DEFINE (normally on the 8 th /9 th ). –An employee in your department will add object codes for the VP7 documents that are received from U. T. Austin, via DEFINE, once a month. –The procard holder in your department will be responsible for obtaining and maintaining required supporting documentation for charges. The procard holder is responsible for providing this information to the person in your department that will approve all charges in DEFINE by the monthly deadline established by U. T. Austin.

18 Summary of Changes at the dept’l level What will be different when Phase I and II are implemented (cont.)? What will be different when Phase I and II are implemented (cont.)? –A person in your department will be given the authority to approve VP7s in DEFINE. APS will train this person on what they need to review before he/she approves. –APS will continue to offer to scan your department’s procard payment documentation into FileNet if you send it to us “ready to scan”. –Mike Valdez, APS, will monitor the Procard activity by reviewing a sample of departments and transactions monthly. Similar to the process Internal Audit performed at one time.

19 U. T. Austin’s Policy on VP7 Processing The designated departmental personnel must verify the charges and approve the VP7s in a timely manner. Failure to timely review and approve VP7s will result in actions by the Procurement Card Program as follows: The designated departmental personnel must verify the charges and approve the VP7s in a timely manner. Failure to timely review and approve VP7s will result in actions by the Procurement Card Program as follows: –First failure to timely approve VP7s: warning letter –Second failure to timely approve VP7s: 30-day suspension of card privileges –Third failure to timely approve VP7s: loss of card privileges Note: This has always been the policy; APS just wanted to make sure the departments are aware of it during this transition.

20 Update on Initiatives and Helpful Suggestions Printing & Copying – Require three bids regardless of dollar amount Printing & Copying – Require three bids regardless of dollar amount

21 Printing/Copying at UT System Administration No distinction is made between printing and copying (duplicating) of materials (including CDs) at UT System Administration. Both require a minimum of three (3) documented bids, regardless of dollar amount, according to the recent opinion rendered by OGC regarding this old Texas State law. No distinction is made between printing and copying (duplicating) of materials (including CDs) at UT System Administration. Both require a minimum of three (3) documented bids, regardless of dollar amount, according to the recent opinion rendered by OGC regarding this old Texas State law. If the dollar amount exceeds $5,000.00, then two (2) HUB documented bids are also required – one (1) from an ethnic- minority owned vendor and one (1) from a woman-owned vendor. If the dollar amount exceeds $5,000.00, then two (2) HUB documented bids are also required – one (1) from an ethnic- minority owned vendor and one (1) from a woman-owned vendor. **Exception: you are NOT required to obtain competitive bids if printing is done by a University facility such as University Printing or University Duplicating. Document the bids that you received. For more information on University Printing or University Duplicating, please visit

22 Point Plus Update – Kyle Hayes, APS Point Plus Update – Kyle Hayes, APS Contracts are going to FileNet! Contracts are going to FileNet! Reconciliation Training is Coming – Sherill Boline, Controller’s Office Reconciliation Training is Coming – Sherill Boline, Controller’s Office Interagency envelopes are on order for all departments to use! Interagency envelopes are on order for all departments to use! Update on Initiatives and Helpful Suggestions

23 Update on Initiatives and Helpful Suggestions Helpful Suggestions Helpful Suggestions –Please use forms from our website. Several have been updated; the date of update has been added. –Please sent hard copy travel vouchers single sided for scanning purposes. –If you use PSACCT, please remember that a payment will not be made until it is approved in DEFINE.

24 Update on Initiatives and Helpful Suggestions Helpful Suggestions Helpful Suggestions –Be sure to date-stamp all invoices and documentation related to payables at the time they are received by your department. This is a legal requirement and affects the calculation of late payment penalties to vendors. –When you send loose documents to APS, please document what we need to do with it. –Please do not turn in delivery tickets for food into APS until you have an invoice that is requesting payment.

25 Questions? Thank you for attending today’s meeting! We appreciate you.