Cheryl Ast

Project Team Leader,

Administrative Computing Servicescaast@uci.edu

(949) 824-7367

CUMREC 2003

University of California, IrvineTuesday, May 13, 2003

Lorri Ahlert

Special Projects Analyst,

Accounting & Fiscal Serviceslahlert@uci.edu

(949) 824-5124

Copyright University of California, Irvine, 2003. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.

• Reimbursements for non-Purchase Order related items

- 135,000 reimbursements totaling $185 million in calendar year 2002

• Reimbursements for travel and advances- 20,000 reimbursements totaling $11 million

CUMREC 2003

What is PayQuest?

• Paper form filled in • Signatures obtained• Multiple copies made• Sent to Disbursing

CUMREC 2003

Old paper processIn the Department

• Audit for policy compliance• Vendor coding• Data entry• Batching• Micro filming

CUMREC 2003

Old paper processIn Disbursing

• Unprecedented growth

• Decreasing staff and budgets

• Overwhelming workload

CUMREC 2003

Why PayQuest?

• Users demand desktop solutions

• Build versus buy

• Mature mainframe Enterprise Resource Planning

(ERP) system not scheduled for replacement

CUMREC 2003

Why PayQuest?

• Accounting & Fiscal Services sponsored project

with Administrative Computing Services• User group input• Focus on increasing flexibility and streamlining

processes• Build the business rules into forms

CUMREC 2003

How to address the Challenges?

• User control and ownership of their documents

• Introduce document scanning

• Retain the mainframe system

CUMREC 2003

How to address the Challenges?

CUMREC 2003

PayQuest Home Page

Tuesday, February 18, 2003

Last Updated 06/30/02

Welcome to PayQuestPayQuest is UC Irvine's on-line check request system that willreplace the paper "Form 5 Check Request, Form 6 TravelAdvance Form and Travel Expense Voucher".

The PayQuest application presents users with 10 categories ofeasy-to-use web forms which can be processed on-line anddirectly submitted to Accounting.

PayQuest forms eliminate duplicate data entry efforts andincorporate edits to endsure policy compliance.

Original supporting documents are scanned and available fordepartments to view through their desktop directory.

New Forms

A&BS SNAP UC Irvine Home

OptionsFAQ's

Entertainment Foundation Honoraria Membership/Subscription

Refunds Registration Supplies/Materials Other TravelSummary

Report

Existing Forms

Directory

Hello, Jane !

View byPQID

Advances

LogoutUser Guide

Need PayQuest bags or have scanning questions?Click on Scanning Information

Want to know more about training? Check out the Training Schedule

Have questions or need help?Check out Who to Contact

Want to start using PayQuest?Check out Obtaining System Access

Curious about PayQuest progress?Check out theProject Time Line

Interested in PayQuest statistics?Check out Statistics

***ALERT***PayQuest will be brought down on Friday,August 02,2002, at 5:00pm for systemenhancements. The system will be availableagain by Monday, August 05, 2002 at8:00am

***NEWS FLASH***PayQuest has enhanced the Optionsfunctionality. You can now set your Directorydefaults and pre-set the Approval Names &Titles to print automatically on the CoverSheet. You can also change the ApprovalNames & Titles directly on the form.

PayQuest

• User Guide• FAQ’s• Informational bullets

CUMREC 2003

Home Page

New Forms• 10 Primary form categories• 24 form sub-types• Forms phased in

CUMREC 2003

PayQuest Entertainment Form

Payee

Certification by the Host

Type of Event

Use the Notes screen below for more detailed descriptions.

Catering Policies & ProceduresApproved Caterer

Name

Address

City State

Zip Code Country

Catering 2/Chicago Chicago Pizza

10 Southern Wood

Suite 215

Irvine CA

USA92612

0089743 500

330091795 E

Student ID#:

Vendor #

Employee ID#:

Tax ID/Type:

Choose Payee New PayeePreviously Paid Or

0112140001PayQuest Id # (PQID)

Event Information

Name of the Host 50 Characters Maximum

50 Characters Maximum

You must also enter a description & purpose of the event. This information will print on the check stub

Administrative Meeting(Directly concerned with the welfare of theUniversity. The meals are a necessary andintegral part of the business meeting andnot for personal convenience.)

Prospective Appointee(To a position of a professional, technical oradministrative nature. If travel allowance isprovided to the interviewee, the allowance forthis meal will be deducted from this claim.)

Official Guest(Rendering a service to the University or ispresent at the University at the invitation of, or asa guest of, a person authorized to makeexpenditures of fund for Entertainment.)

Faculty-Student Meetings(The cost of light refreshments may bereimbursed.)

Meetings of a Learned Society/Organization(When the University is the host or sponsor.)

Other Events and Expenditures

-----------------------------------

On Campus Reimbursement to Host or AttendeeOn Campus Direct payment to caterer-------------------Off Campus Reimbursement to host or AttendeeOff Campus Direct payment to (e.g. Caterer, Hotel, Restaurant)

Event Location

Event Date

Physical Sciences Deans Office

PayQuest Information

Department

PayQuest Entertainment

Select Caterer

5/15/02

Routing Information Place Cover Sheet with Appropriate Signatures & Supporting Documentation in "PayQuest Scanning Only" Mail Bag to expedite your request.

If no mail bag is available you may send the request in an inter office mail envelope to Distribution Services - 4130

Form Preparer

This form is a replacement of cancelled PQID#

Does Accounting need to review your notes?View/Edit Notes Screen Yes No

Meal Expense Information (Fill in all that apply)

Does anything need to be mailed with the Check?

Does the Check need to be picked up?

Breakfast Lunch Dinner Light Refreshments

Do you want a Check instead of an Electronic Fund Transfer (EFT)?

$

Attendee List(Names of Attendee's and

Titles or description ofGroup.)

Or Attendee list will be forwardedwith the cover sheet.

To pay part or all of this reimbursement to a UCIrvine Corporate Visa Card complete the following information.

Payment Distribution Pay Visa $100.00 Pay Employee $ 0.00 $100.00 Total Amount

Was Alcohol served? Alcohol not allowed on 19XXX or Federal Funds!

Were there any Exceptional Approval Activities?

Number ofAttendee's

Cost(Food, beverages, taxes,

tip & service only!)

DisplayField

DisplayField

DisplayField

DisplayField

DisplayField

0.00 0.00 0.00

Per PersonExpenditure

AM Mid-day PM

0.00 0.00 0.00

DisplayField

Is this reimbursement to replenish your Entertainment Fund? Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Account Information

More Account Lines

DBInvoice # Reference #

Disbursing Information

Smith, Jane Physical Sciences Deans Office (949) 824-1234 jsmith@uci.edu

Preview Cover SheetSave to PayQuest

DB

*LOC *Account *Fund *Sub Object *AmountProject

0.0003 5100

Source*

9

$ Display FieldTotal Amount

• Common look & feel for all form types• Reusable section blocks• Link to Policies & Procedures• Help on each section title bar• Required fields indicated

CUMREC 2003

Entertainment Form

• Payee selection improved• Caterer’s Table• Selection of Payee by Employee #, Tax ID or Name• No delay for Vendor coding• Previously paid list• Sensitive to privacy issues

CUMREC 2003

Entertainment Form

• Audits and Edits• Calculations based on limits• Cross platform validation• Access to Accounts based on security hierarchy• Object codes unique to form type

CUMREC 2003

Entertainment Form

• Visa payments to UC Irvine Corporate Card

• Notes feature

CUMREC 2003

Entertainment Form

•Allocation of unique PayQuest Identification

Number (PQID)

• PQID follows transaction to mainframe, GL and

scanning

CUMREC 2003

Entertainment Form

CUMREC 2003

PayQuest Cover SheetBright, Kathy

Alice WhiteBusiness Services Manager

2/18/03

Preparer's Initials

PayQuest ID# (PQID)

PayQuest Cover Sheet

Petty Cash CustodianAccounting - 1050

0208120001Reference PQID #:Invoice #:Reference #: P00213

020925084401

All reimbursements include signed Petty Cash Slips.Missing original receipts - Justification included?

Loc Account Fund Project Sub Object Source Amount Alerts

9 662010 19900 03 8015 $30.00

Total Amount: $30.00

PurchaseDate

07/08/2002

Form Preparer:

Return to Form Print Preview Cover Sheet Submit Form

Approval for Payment (Signature)

Date

I understand this is subject to audit.

Notes: These lab supplies were needed because of an emeregency.

Entertainment

Receipts between $100.01 and $500.00 (including tax) per vendor per day- Justification included?

Receipts over $500.00 (including tax) per vendor per day- Justification included?

Receipts over $500.00 - Request forwarded to Purchasing?

Exceptional Approval (Signature)

Date

Approval by Purchasing (Signature)

Date

Jim BrownAssistant Vice Chancellor

Name (Printed):Title (Printed):

Prepared Date:Description: Lab test tubes

09/25/2002

Smith, Jane Physical Sciences Deans Office - 1234 (949) 824-1234 jsmith@uci.edu

• Summary of form• Bar coded for scanning• Cross department account/fund edits• Attention lines• Signature lines• Attach documentation to the Cover Sheet• Transaction submitted to ERP system

CUMREC 2003

Cover Sheet

CUMREC 2003

PayQuest Directory

Desktop Directory - Please select from the following criteria

Department

2/18/03

Form Category

Form Type

Form Status

Department User

PQID ActionAcct FundPayeeScan ?DateStatus Category

In Progress Advance Joneskimbe0112141111 447651 6975812/14/01 No

Forwarded Foundation TripleAlli0112141112 447651 6975812/14/01 No

Pending Honoraria AngeloMay0112141113 447651 6975812/14/01 No

Completed Entertainment Cornerston0112141116 447651 6975812/15/01 Yes

Cancelled Registration WhiteBetty0112131444 447651 6975812/14/01 Yes

Modified Supplies/Materials SmithMark0112131234 447651 6975812/14/01 Yes

In Progress BrownJane0112125666 447651 6975812/12/01 No

New Forms

A&BS SNAP UC Irvine Home

Entertainment Foundation HonorariaMembership/Subscription

Refunds Registration Supplies/Materials Other TravelSummaryReport

Existing Forms

Directory

Hello, Jane !PayQuest

View byPQID

Advances

Exit PayQuestUser Guide FAQ's Options

From

To

(mm/dd/yyyy)

(mm/dd/yyyy)

• Online filing cabinet• View multiple forms• Searchable and changeable• Default view• Signature lines• Edit, Copy, View and Delete icons• Scanned Images

CUMREC 2003

Directory

• View Cover Sheet• View Images

CUMREC 2003

View by PQID

Summary Reports• Awaiting Scanning• Awaiting Vendor Coding• Check Status Summary• Transaction Detail Summary

• HTML GUI• Apache web server• Tomcat Java application server• Expresso framework• Java/J2EE backend• Sybase Database Management System (DBMS)

CUMREC 2003

Where is this going to happen?

• Elevon Inc. (Walker Interactive Systems)• Manageable ERP systems enhancements

• Scanning with Ascent Capture from Kofax• Imaging by Mobius Management Systems• ViewOne by Daeja Imaging Systems for image

retrieval

CUMREC 2003

Where is this going to happen?

Thank you for your time and interest in PayQuest!

CUMREC 2003

Conclusion

Cheryl and Lorri

Questions?