1. Purchasing and Disbursements and Travel Services Post-Conversion Vendor, Purchasing, Accounts Payable, and Travel Processes FAR Meeting – June 25 th, 2014

2. PO Encumbrances and Disencumbrance Define encumbrances were not rolled over to UTShare/PeopleSoft Email the Purchasing Office (purchasing@utsa.edu) with request to recreate the PO encumbrance in UTShare/PeopleSoftpurchasing@utsa.edu UTShare/PeopleSoft is set to release PO open encumbrances by an automated closing process after 90 days of inactivity If funds need to be released sooner, email the Purchasing Office (purchasing@utsa.edu) to close a PO and release the encumbrance.purchasing@utsa.edu DEFINE Purchases not recreated in UTShare/PeopleSoft do not need to be closed, funds have already been returned to the department. Define encumbrances were not rolled over to UTShare/PeopleSoft Email the Purchasing Office (purchasing@utsa.edu) with request to recreate the PO encumbrance in UTShare/PeopleSoftpurchasing@utsa.edu UTShare/PeopleSoft is set to release PO open encumbrances by an automated closing process after 90 days of inactivity If funds need to be released sooner, email the Purchasing Office (purchasing@utsa.edu) to close a PO and release the encumbrance.purchasing@utsa.edu DEFINE Purchases not recreated in UTShare/PeopleSoft do not need to be closed, funds have already been returned to the department.

3. Additional Purchasing Information Requisition/PO Delivery Location – –Modifying the delivery location on a requisition identifies where CRW (Central Receiving Warehouse) is to delivery products received – –“How To” on the Purchasing website for instructions on changing a Delivery Location Requisition Budget Errors (Open Status vs. Approved) – –Save the requisition in Open Status (select Save and Preview Approvals) to allow a requisition to be modified and corrected. – –Approving a requisition (selecting Save and Submit) does not allow a requisition to be modified. Use Manage Requisition to check the status of each requisition. Notify Purchasing (purchasing@utsa.edu) if you have a requisition is Approved Status with a Budget Errorpurchasing@utsa.edu Placing vendor orders – –End users are responsible for emailing all small dollar PO’s to the vendor to place orders. – –The system is not set to automatically email a PO to a specific vendor. Requisition/PO Delivery Location – –Modifying the delivery location on a requisition identifies where CRW (Central Receiving Warehouse) is to delivery products received – –“How To” on the Purchasing website for instructions on changing a Delivery Location Requisition Budget Errors (Open Status vs. Approved) – –Save the requisition in Open Status (select Save and Preview Approvals) to allow a requisition to be modified and corrected. – –Approving a requisition (selecting Save and Submit) does not allow a requisition to be modified. Use Manage Requisition to check the status of each requisition. Notify Purchasing (purchasing@utsa.edu) if you have a requisition is Approved Status with a Budget Errorpurchasing@utsa.edu Placing vendor orders – –End users are responsible for emailing all small dollar PO’s to the vendor to place orders. – –The system is not set to automatically email a PO to a specific vendor.

4. Payment Methods Used to Pay for Open POs from Define Procard: Option to pay invoices under $5k in full (notify DTS so that original invoice can be forwarded to department).Procard: Option to pay invoices under $5k in full (notify DTS so that original invoice can be forwarded to department). –Procard payment is not an option for Grant funded accounts Accounts Payable: Recreate PO in UTShare/Peoplesoft (contact Purchasing via email at purchasing@utsa.edu)Accounts Payable: Recreate PO in UTShare/Peoplesoft (contact Purchasing via email at purchasing@utsa.edu) purchasing@utsa.edu Procard: Option to pay invoices under $5k in full (notify DTS so that original invoice can be forwarded to department).Procard: Option to pay invoices under $5k in full (notify DTS so that original invoice can be forwarded to department). –Procard payment is not an option for Grant funded accounts Accounts Payable: Recreate PO in UTShare/Peoplesoft (contact Purchasing via email at purchasing@utsa.edu)Accounts Payable: Recreate PO in UTShare/Peoplesoft (contact Purchasing via email at purchasing@utsa.edu) purchasing@utsa.edu

5. Vendor File DTS creates, approves and updates vendor profilesDTS creates, approves and updates vendor profiles Employee and individual files were not converted to UTShare/PeoplesoftEmployee and individual files were not converted to UTShare/Peoplesoft Complete SIF (Supplier Information Form) for vendor setup. SIF consolidates IRS W9 and direct deposit information.Complete SIF (Supplier Information Form) for vendor setup. SIF consolidates IRS W9 and direct deposit information. Non-Converted Vendors: DTS will setup if W9/direct deposit forms were submitted within the last yearNon-Converted Vendors: DTS will setup if W9/direct deposit forms were submitted within the last year Fax or send via campus mail SIF forms (do not email)Fax or send via campus mail SIF forms (do not email) DTS creates, approves and updates vendor profilesDTS creates, approves and updates vendor profiles Employee and individual files were not converted to UTShare/PeoplesoftEmployee and individual files were not converted to UTShare/Peoplesoft Complete SIF (Supplier Information Form) for vendor setup. SIF consolidates IRS W9 and direct deposit information.Complete SIF (Supplier Information Form) for vendor setup. SIF consolidates IRS W9 and direct deposit information. Non-Converted Vendors: DTS will setup if W9/direct deposit forms were submitted within the last yearNon-Converted Vendors: DTS will setup if W9/direct deposit forms were submitted within the last year Fax or send via campus mail SIF forms (do not email)Fax or send via campus mail SIF forms (do not email)

6. Wire Transfers Applies to foreign vendors Require W8-BEN to setup vendors in UTShare/Peoplesoft Complete new Wire Transfer Request http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=151 Send originals via campus mail to DTS Interim Process: Voucher created by DTS Applies to foreign vendors Require W8-BEN to setup vendors in UTShare/Peoplesoft Complete new Wire Transfer Request http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=151 Send originals via campus mail to DTS Interim Process: Voucher created by DTS

7. Travel Reminders TAF (Travel Authorization Form) used for corrections, for unauthorized travel, and for interim processTAF (Travel Authorization Form) used for corrections, for unauthorized travel, and for interim process Group Travel and Participant Advances are handled as NON-PO vouchers (created by departments)Group Travel and Participant Advances are handled as NON-PO vouchers (created by departments) No Cost to UTSA travel: encumber 1 cent to create Travel Authorization in T&E module; upon return of trip, close out Expense Report and mark box under detail link as “non-reimbursable.”No Cost to UTSA travel: encumber 1 cent to create Travel Authorization in T&E module; upon return of trip, close out Expense Report and mark box under detail link as “non-reimbursable.” TAF (Travel Authorization Form) used for corrections, for unauthorized travel, and for interim processTAF (Travel Authorization Form) used for corrections, for unauthorized travel, and for interim process Group Travel and Participant Advances are handled as NON-PO vouchers (created by departments)Group Travel and Participant Advances are handled as NON-PO vouchers (created by departments) No Cost to UTSA travel: encumber 1 cent to create Travel Authorization in T&E module; upon return of trip, close out Expense Report and mark box under detail link as “non-reimbursable.”No Cost to UTSA travel: encumber 1 cent to create Travel Authorization in T&E module; upon return of trip, close out Expense Report and mark box under detail link as “non-reimbursable.”

8. Travel Reminders (cont’d) Blanket Travel: create travel authorization for 30 days. Travelers have 30 days upon return of trip to settle travel. Because partial payments are not available in T&E module, travel periods should be processed for no more than 30 days to expedite reimbursements to travelers. Do not process a CASH ADVANCE when requesting a TAC card. CLIBA/TAC card payments are processed via a NON-PO voucher. Blanket Travel: create travel authorization for 30 days. Travelers have 30 days upon return of trip to settle travel. Because partial payments are not available in T&E module, travel periods should be processed for no more than 30 days to expedite reimbursements to travelers. Do not process a CASH ADVANCE when requesting a TAC card. CLIBA/TAC card payments are processed via a NON-PO voucher.

9. Resources:Resources: Travel Advance GuidelineTravel Advance Guideline http://utsa.edu/financialaffairs/opguidelines/2.9.2.html Travel Card GuidelineTravel Card Guideline http://utsa.edu/financialaffairs/opguidelines/0111.html Travel Reimbursement GuidelineTravel Reimbursement Guideline http://www.utsa.edu/financialaffairs/opguidelines/0109.html Travel Advance GuidelineTravel Advance Guideline http://utsa.edu/financialaffairs/opguidelines/2.9.2.html Travel Card GuidelineTravel Card Guideline http://utsa.edu/financialaffairs/opguidelines/0111.html Travel Reimbursement GuidelineTravel Reimbursement Guideline http://www.utsa.edu/financialaffairs/opguidelines/0109.html