 WELCOME TO:  Phoenix basic navigation tips and how to find information  Account Funds Available  Authorized Account Approver  Procurement Services Website navigation Texas Woman’s University

Phoenix Navigation Tips Requisitions: Request to purchase. This does not mean you may buy goods/services. Purchase Orders: Once PO is created and approved by Purchasing, Purchasing Dept. will forward PO directly to vendor electronically authorizing purchase of goods/services. Requisition(s)/Purchase Order(s) submitted by you  Requisitions To receive your purchase order(s)  Receiving 2

Phoenix Navigation Tips Search for previously submitted Requisitions/Purchase Orders (yours and other TWU members)  iProcurement  Requisitions  Search  Clear  Search (may search using different criteria)  Supplier  Previous creator/requestor (enter last name of individual who created/requested requisition/purchase order)  Requisition number  Purchase Order number 3

Phoenix Navigation Tips View Requisition/Purchase details:  Requisition number versus purchase order number  Not an authorized purchase until a PO has been assigned and approved. PO number will be in blue font once it has been approved by purchasing department.  Requisition lines  Select “Requisition” number  Account number & object code  Select “Requisition” number  Select “Details” for appropriate line(s)  Select “Show Additional Information” 4

Phoenix Navigation Tips View Requisition/Purchase details (continued)  Who received PO lines in Phoenix  Select “Requisition” number  Select “Details” for appropriate line(s)  Select “Show Additional Information”  Purchase Order buyer  This is the person you should contact should you have any questions for Purchasing department about your requisition/PO  Supplier information   Address  Phone 5

Phoenix Navigation Tips View Requisition/Purchase details (continued)  Attachments on Requisition/PO  Select “Purchase Order” number  Hover over “attachments” Pop-up will appear with attachments 6

Phoenix Navigation Tips View Purchase Order Status  Received amount (what has been received in Phoenix)  Select “Purchase Order” number  Select “Received Amount” to view actual line(s) received and when received  Invoiced amount (what the vendor has billed for & when each line was paid)  Select “Invoiced Amount”  Payment Status … REMEMBER, payment will not be processed until PO has been received in Phoenix & Payables has been invoiced  Select “Purchase Order” number  Select “Paid” to view Form of payment (check or direct deposit) Payment date 7

Update Employee Information Update your Employee.  Personal information  Preferred name / last name  Marital Status   Address Updating your address is especially important if you receive any reimbursements via Procurement Services office; this is not referring to your paycheck.  Emergency Contact  W-2 Distribution Method  Update how you wish to receive annual W-2; electronically or mail. 8

Check Funds Available Log-in to Phoenix  TWU Financial Systems Inquiry  Inquiry  Funds  Period  Select appropriate month/year  Account  Enter as demonstrated  “A” for Low Object  “Z” for High Object  Be sure to include grant # if available 9

Authorized Account Approvers Log-in to Pioneer Portal  My Tools  Phoenix Account Lookup  Account  Enter as demonstrated.  Be sure to include grant # if available 10

Procurement Services Website Navigation Accounts Payable ( payable.asp) payable.asp  Texas Transparency  Accounts Payable Contacts  Payable Process  Check Request Policy  Employee Reimbursement Policy  Cash Receipts Policy  Petty Cash Policy  Year End Information 11

Procurement Services Website Navigation Accounts Payable (continued)  Accounts Payable Forms  Commonly Used Object Codes  Accounts Payable FAQs 12

Procurement Services Website Navigation Travel (  Travel Process  Official Business  Travel Contacts  Travel Request  Reimbursement for Travel  Reimbursement for Lodging & Meals  Transportation  Prospective Employee & Registration Fees  Student & Group Travel  Travel FAQs  Common Delays in Processing Travel Vouchers 13

Procurement Services Website Navigation Purchasing (  Purchasing guidelines: Spending limitations/requirements.  Collaborative Buying: Buying using a state contract.  Special Procurements: Purchases that require special permissions or have restrictions.  Best Value Procurement Procedures: Scope for buying on a basis of “Best Value” to the University.  HUB Program: Historically Underutilized Business  State appropriated Purchases: Purchasing on a state contract or making a purchase on State funds  Purchasing FAQs 14

Procurement Services Website Navigation Purchasing (continued)  Common Delays in Converting a Requisition  For Vendors:  BS 353  Terms & Conditions  Bid Opportunities  Helpful Tips  HUB Search  CMBL / HUB Search  Ethics Policy  Summus Contact: 15

Procurement Services Website Navigation Account Guidelines (  Elements of Accounts: PowerPoint  Differential Tuition: PowerPoint  Program Fees: University Policy Manual 4.04  Designated Operating Accounts: To provide a greater flexibility in achieving the educational mission of TWU.  Discretionary Gift Accounts: Funded with private donations awarded to benefit the mission of TWU, specifically the departments identified. 16

Procurement Services Website Navigation Procurement Card / Pcard Program (  PCard Process  Ethics Policy  Points of Contact  Terms & Conditions  Obtaining a PCard  PCard Guidelines  Returns, Credits, & Disputed Charges  Record Keeping & Transaction Reconciliation  Non-compliance Penalties  Restricted Items 17

Procurement Services Website Navigation PCard Program (continued)  PCard Object Codes  Global Card Management System (GCMS) Instructions  PCard Forms  Amazon Tax Exempt Program information  Helpful Tips  Chip & Pin Card FAQ  Commonly Used  PCard FAQs  Summus Contact: 18

Procurement Services Website Navigation Training (  End of Year  End of Year Training Q & As  Education Forum Materials  Sole Source & Emergency Purchases  Guest Lecturer, Check Requests, & Confirming POs  Travel Forms  UPK Training  Navigation of Phoenix  iProcurement  TWU Self Service HR Users 19

Procurement Services Website Navigation Procurement Forms & Instructions: ( DO NOT SAVE FORMS. Instead save the web link where forms are located as forms are updated without notice.  Vendor  Accounts Payable  Travel  Departmental Air Card  Purchasing  PCard 20

Procurement Services Website Navigation Staff Directory (  Director  Vanna Parr  Assistant Director  Nancy Cinnater  Sr. Financial Systems Analyst  Thuy Phan  Application Analyst & Training Administrator  Andrea Massey  Accounts Payable  Janel Sprayberry, Manager of Payment Operations  Lisa Gebard, Procurement Assistant 21

Procurement Services Website Navigation Staff Directory (continued)  Travel  Bianca Washington, Travel Program Coordinator  Purchasing  Teri Hasten, Manager of Strategic Sourcing  Diane Creed, Buyer 1  Kari Vander Wege, Contract Analyst  PCard  Lori Cantrell, Procurement Card Coordinator  Vendor Maintenance  Irma Castillo, Procurement Relations Assistant 22