1. Purchasing and Disbursements and Travel Services Peoplesoft Procurement and Accounts Payable Reminders FAR Meeting – August 12th, 2014

2. Accounts 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

3. Accounts Payable Tips and Reminders Dispute form required when short paying invoices: http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=119 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 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 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 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

4. Travel Tips and Reminders Create travel authorization (TA) before first day of travel otherwise complete a TAF (Travel Authorization Form)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 ReportReference 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 travelClick 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)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 ReportReference 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 travelClick on LINK to tie Travel Authorization with Expense Report as to properly disencumber and close out travel

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

6. Travel Tips and Reminders (con’t) If requesting a TAC (Travel Advance Card), do not process a cash advance in UTShare/PeoplesoftIf 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 occurIf 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 AdvanceCreate Non-PO voucher when processing a Participant Advance Create Non-PO voucher when processing a CLIBA or TAC paymentCreate 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/PeoplesoftIf 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 occurIf 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 AdvanceCreate Non-PO voucher when processing a Participant Advance Create Non-PO voucher when processing a CLIBA or TAC paymentCreate Non-PO voucher when processing a CLIBA or TAC payment

7. 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)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)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)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 matchRound 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)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)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)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 matchRound mileage calculations to whole numbers on both TRS and Expense Report so amounts match

8. 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)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-notificationFor 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)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-notificationFor ACH payments, allow two business days after receiving E-notification

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