Supply and Administrative Services & Budget and Navision

Topics to Cover Supply & Administrative Services: Administrative Services-staff Procurement updates- contract/preferred vendors Pcard -important dates Navision – Purchase Requests Feedback/Requests Budget & Navision: Important Dates Expense Reimbursements NAV Upgrade Finance Support

Supply & Administrative Services - Staff Supply Services Clerk – Norbert HaiserNorbert Haiser – Vendor, Supplies and Service inquiries – On line vendor set up and assistance – Phone & PA system – password resets, service calls Note: Please test all PA, Bells and phones this week Print Shop – Bulk copy jobs fillable pdf job request form Copy Requisition FormCopy Requisition Form Can be sent via to – Laminating Send all laminating to “Print Shop”

Supply & Administrative Services – Staff Cont’d Purchasing Analyst- Lezly JohnsonLezly Johnson – Pcard Management- Card inquiries, transactions, vendor processing issues and Access Online Pcard paper submissions go to Finance – Purchasing - Website, Training, New vendors, supplies and service Information – Reports - spends, forecasts, cost saving opportunities.

Supply & Administrative Services – Staff Cont’d Purchasing Officer – Stephen ButterworthStephen Butterworth – Procurement and tenders relating to all furniture and school, facility services and equipment Manager, Supply & Administrative Services Jeff Admans Jeff Admans – Procurement and tenders for all administrative supplies and services – Manages Supply & Services staff and CEC facility

Supply & Administrative Services - Updates Beatties Basics- contract extended for until Aug 2015 – going out for Tender Spring 2015 E-Way –New online chat feature (Live Help); ability to /print cart (View Cart –Print then see feature to print/ ). Feature reminders: all contract items are noted with a $, templates, export orders from history, copies of invoices, Coupons under the Shopping tab. Help for cart and E-Way technical assistance.

Supply & Administrative Services - Updates Printers Plus- website upgrade – Improved search functionality, pictures, tab for all contract items (City of Kitchener –lead agency) – Password reset – ed to all, default is – Help- Online chat functionality Go Spicers site– mandatory field Customer PO/Reference, please enter budget number. Change is due to new reporting. Contracts & Preferred vendors – updated via as contracts negotiated or changed

Supply & Administrative Services – Important Dates Pcards & On-line Vendors – Purchases made between August 25 th – August 31st will default to the budget for online contract vendors and Pcard transactions. – Pcard July/August statements due August 31 st. – Pcard Sept 6 th statement – review August 6-31st- review on- line by September 12 th. Clearly identify all transactions posted between Aug st as if required. – November 17 th – new site access-insite.usbank.com more info closer to change

Navision -Purchase Request Portal All purchases over $3, (exceptions for contract vendors or benefit to Board) New Requests budget Orders for – contact Laura Isaac Addition of vendors or assistance with entering- Feedback

Supply & Administrative Services – Feedback Feedback/Requests Inquiries can be sent to or the Supply Services staff member Website: Forms and AP Memos

Budget & Navision

Important Dates All employee expense reports and invoices need to be received in Finance by September 12th. Any expense reports received after will not be reimbursed.

Expense reimbursements Mileage rate: 0.40/km Please enter on Expense Reimbursement Form in Excel Provide an itinerary/agenda of meeting or conference attended When submitting 2013/14 and 2014/15 expenses, please put on separate expense reimbursement forms

Cheque Requisition vs. Expense Reimbursement Forms Cheque Requisition We are paying vendors for goods/services Vendor invoices are attached as backup Use the following form: Expense Reimbursement Reimbursing employees Original receipts (including transaction receipts), itineraries, agendas are attached as backup Use the following form:

Navision Upgrade Portals now used for: – Finance reports (Jet reports) Budget statuses – Green – displays when more than 20% of the budgeted amount is available – Yellow – displays when 0-20% of the budgeted amount is available – Red – displayed when less than 0% of the budgeted amount is available Run your reports monthly for monitoring

Navision Upgrade Cont’d Portals now used for: – Reviewing PO’s Purchase Request Statuses – Open – a request created by a portal user but has not been submitted for approval. – Awaiting Approval – a request submitted for approval and a notification has been sent to the assigned approver. – Approved – a request approved by the assigned approver. – In Progress – a request approved but has not been completed. – Completed – a request where the order has been placed, items received, and the invoice is posted in Accounts Payable.

Navision Review Open orders on the portal – call finance if you need assistance Portal Feedback PO`s remain open until all items are received and paid All open PO`s should be reviewed periodically to ensure items are received and invoices are paid.

Finance Support We will respond to your query within 2 business days. If it is urgent or time sensitive, please indicate by using the High Importance ! feature. Website: Financial ServicesFinancial Services Finance Forms and AP MemosForms and AP Memos