Purchasing and Disbursements and Travel Services

Peoplesoft Procurement and Accounts Payable Reminders

Purchasing and Disbursements and Travel Services

Peoplesoft Procurement and Accounts Payable Reminders

FAR Meeting – August 12th, 2014

Accounts Payable Tips and RemindersAccounts Payable Tips and Reminders

Issues that cause payment delays:• Vendor location: Select SHARED location only

when creating requisitions• Receiving reports: Users must release receiving

reports from users’ desktops if deliveries are made to departments

• Service agreements must include invoice for payment processing

• Sharepoint Non-PO voucher form must include electronic approvals from administrators

Issues that cause payment delays:• Vendor location: Select SHARED location only

when creating requisitions• Receiving reports: Users must release receiving

reports from users’ desktops if deliveries are made to departments

• Service agreements must include invoice for payment processing

• Sharepoint Non-PO voucher form must include electronic approvals from administrators

Accounts Payable Tips and RemindersAccounts Payable Tips and Reminders

• Dispute form required when short paying invoices: http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=119

• Because official documents are maintained by DTS, please forward original documentation

• Submit SIF forms via campus mail (do not email due to transmission of Category I sensitive data) http://one.utsa.edu/sites/oit/OITConnect/security/Pages/sec_data_classification_std.aspx

• For ACH payments, allow two business days once having received an E-notification

• Dispute form required when short paying invoices: http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=119

• Because official documents are maintained by DTS, please forward original documentation

• Submit SIF forms via campus mail (do not email due to transmission of Category I sensitive data) http://one.utsa.edu/sites/oit/OITConnect/security/Pages/sec_data_classification_std.aspx

• For ACH payments, allow two business days once having received an E-notification

Travel Tips and RemindersTravel Tips and Reminders• Create travel authorization (TA) before first day of

travel otherwise complete a TAF (Travel Authorization Form)

• Sharepoint Non-PO voucher form must include electronic approvals from administrators

• Reference Travel Authorization number under REFERENCE field when creating an Expense Report

• Click on LINK to tie Travel Authorization with Expense Report as to properly disencumber and close out travel

• Create travel authorization (TA) before first day of travel otherwise complete a TAF (Travel Authorization Form)

• Sharepoint Non-PO voucher form must include electronic approvals from administrators

• Reference Travel Authorization number under REFERENCE field when creating an Expense Report

• Click on LINK to tie Travel Authorization with Expense Report as to properly disencumber and close out travel

Travel Tips and Reminders (cont’d)Travel Tips and Reminders (cont’d)

• An Expense Report is required to settle no cost to UTSA travel (select “TA encumbrance” under expense type and then “Non-Reimburseable” under details)

• Create Expense Report to clear cash advance (Click on LINK to tie Expense Report to Cash Advance)

• Submit TAF to change or disencumber travel encumbrances (corrections can no longer be done at the dept level)

• An Expense Report is required to settle no cost to UTSA travel (select “TA encumbrance” under expense type and then “Non-Reimburseable” under details)

• Create Expense Report to clear cash advance (Click on LINK to tie Expense Report to Cash Advance)

• Submit TAF to change or disencumber travel encumbrances (corrections can no longer be done at the dept level)

Travel Tips and Reminders (con’t)Travel Tips and Reminders (con’t)

• If requesting a TAC (Travel Advance Card), do not process a cash advance in UTShare/Peoplesoft

• If requesting a TAR (Travel Advance Request) create cash advance in UTShare/Peoplesoft the same month travel will occur

• Create Non-PO voucher when processing a Participant Advance

• Create Non-PO voucher when processing a CLIBA or TAC payment

• If requesting a TAC (Travel Advance Card), do not process a cash advance in UTShare/Peoplesoft

• If requesting a TAR (Travel Advance Request) create cash advance in UTShare/Peoplesoft the same month travel will occur

• Create Non-PO voucher when processing a Participant Advance

• Create Non-PO voucher when processing a CLIBA or TAC payment

Travel Tips and Reminders (cont’d)Travel Tips and Reminders (cont’d)

• Submit one expense report to settle both travel and hospitality and entertainment expenses if incurred on same trip (TRS and BEF required)

• Separate lodging charges from taxes (use two different expense types)

• Meal per diems must be recorded by day on TA and Expense Reports (do not group as grand total)

• Round mileage calculations to whole numbers on both TRS and Expense Report so amounts match

• Submit one expense report to settle both travel and hospitality and entertainment expenses if incurred on same trip (TRS and BEF required)

• Separate lodging charges from taxes (use two different expense types)

• Meal per diems must be recorded by day on TA and Expense Reports (do not group as grand total)

• Round mileage calculations to whole numbers on both TRS and Expense Report so amounts match

Travel Tips and Reminders (cont’d)Travel Tips and Reminders (cont’d)

• Method of payment is determined by payment default method selected in ESS module for Payroll (please update if necessary)

• For ACH payments, allow two business days after receiving E-notification

• Method of payment is determined by payment default method selected in ESS module for Payroll (please update if necessary)

• For ACH payments, allow two business days after receiving E-notification

Resources:Resources:

• Travel Advance Guidelinehttp://utsa.edu/financialaffairs/opguidelines/2.9.2.html

• Travel Card Guidelinehttp://utsa.edu/financialaffairs/opguidelines/0111.html

• Travel Reimbursement Guidelinehttp://www.utsa.edu/financialaffairs/opguidelines/0109.html

• Travel Advance Guidelinehttp://utsa.edu/financialaffairs/opguidelines/2.9.2.html

• Travel Card Guidelinehttp://utsa.edu/financialaffairs/opguidelines/0111.html

• Travel Reimbursement Guidelinehttp://www.utsa.edu/financialaffairs/opguidelines/0109.html