USER GROUP MEETING

1. Ariba USER GROUP MEETING MAY 3RD , 2011

2. Agenda • 2:00 pm-2:15 pm – System Updates • 2:15 pm-2:30 pm – Purchasing • 2:30 pm-2:45 pm – Universal Travel • 2:45 pm-3:00 pm – Accounts Payable • 3:00 pm-4:00 pm – Q&A

3. System Updates • Approval flow: • Barbara Packer-Muti – President’s Office • Michelle Chin Loy-Fischler School of Education

4. System Updates • Reports will be available for Center Finance

5. Reports (Cont.)

6. Reports (Cont.)

7. Reports (Cont.)

8. Purchasing • Fiscal Year End Reminder • Receipts • Level II Training • Demo: Order Tracking

9. Fiscal Year End Reminder • All Purchase Requisitions for FY11 must be received by the Purchasing Department on or before May 13th • All orders must be received by June 30th • Items must be in your possession and the receipt must be entered in Ariba • Requests that cannot be received by June 30th cannot be recorded in FY11 • Exceptions: • Grants and Plant funds (no cutoff) • Office supplies cutoff date is Wednesday, June 15th • Includes Office Depot, American Business Solutions, Paramount, and Printing Connection Too.

10. Managing Receipts

11. Managing Receipts

12. Managing Receipts

13. Managing Receipts • Items must be received in order for invoices to get paid! • Utilize the “Items Ordered Not Yet Received Report” to follow up with requesters

14. Purchasing: Ariba Level II Training • In depth focus on individual catalogs • Punchout functionality differs per supplier • Tips and tricks • Hands on setting • Training Materials • Beginning soon!

15. Purchasing: Ariba Level II Training • Demo • Individual Catalog Tips and Tricks • Office Depot Order Tracking and Returns

16. Accounts payable

17. Fiscal Year End • June 30, 2011 : Last Day to receive goods in Ariba (All DO’s must be received in order to process payment) • July 11, 2011 at 5:00 pm : Cut-off-date for submitting travel expenses for fiscal year 2011 to Accounts Payable • July 11, 2011 at 5:00 pm : Cut-off-date for submission of final bills and invoices to Accounts Payable • Accounts Payable will do it’s best to get everything processed for FY11 with time permitting • After July 11, 2011 deadline, transactions will be booked in FY12, except for single payments to vendors that exceed $100,000

18. Best Practices The following “Best Practices” should help your documents move efficiently through the Approval process.

19. Best PracticesCheck Request Verify your approval routing (Make sure it is correct) Title should include Vendor Name to ensure quicker processing Supply NSU ID # W9s Employees can not be Independent Contractors Use one vendor invoice per check request (This helps NSU cut down on duplicate payments)

20. Best PracticesCheck Request (Continued) • Credit Memos should be entered on a separate Check Request • Complete the Special Handling Instructions section • Understand that Needed Date is dependent on the Approval Flow timing • Comments Section • Do not pay from Statements • Rush Check Request: Put “Rush” in Title • Check document History for processing status prior to calling Accounts Payable

21. Best PracticesTravel and Expense Reimbursement Please have the TITLE section filled out (Do Not Leave Blank) On TRs, the On Behalf individual is the person Getting Paid TRs are for employees travel reimbursements ONLY Cash Advances Keep your Attachments in a consistent format (PDF is the preferred format)

22. Best PracticesTravel and Expense Reimbursement • Make sure your attachments are legible and scanned in one file • Place your Attachments on the Summary Page and not at the Line Item Level • Make sure ALL backup is included in your Expense Report (Detailed/Itemized Receipts) • Missing Receipts • Misc Tips: $15 maximum per trip with explanation

23. Best PracticesTravel and Expense Reimbursement • Personal Items are not reimbursable • Alcohol is not reimbursable when dining alone or with NSU employees or NSU students • Gratuity maximum allowance is 20% • Family member meals and travel related expenses are not reimbursable. • Expense reports should be submitted within 60 days of travel

24. Ariba DO Invoicing • Invoices should be mailed directly to the Accounts Payable Office • Important to receive the Items in Ariba. This is the “OK to Pay” • Not received, can not process invoice

25. Travel Office

26. Important Information • Approval Flow: • Add a comment when approving-to reply within Ariba • Name of Traveler: • TSA requirement: Name on ticket MUST match Drivers License or Passport presented at Check-in and Security Check-Points • Date of Birth required on all reservations • TSA requirement – The Date of Birth has to be in the reservation. • At this time either NSU can put the Date of Birth on the TA or the Travel Office will call the traveler and request that information.

27. Important Information • Prepared by: • Add phone number & email in the contacts area

28. Important Information • International Travel: • A scan copy of the traveler’s passport/visa is required by the Travel Office • Email and additional copy of travel itinerary to

29. Important Information • Passenger cell phone: • Domestic Travel the cell phone number is requested • International Travel the cell phone number is required. This phone must have international access. If the traveler does not have international access NSU has started an international loaner program. • This program is provided by NSU telecommunications.

31. What do CR, PR, DO, RC, TA, and TR stand for? • CR= Check Request • PR= Purchase Requisition • DO= Direct Order • RC= Receipt • TA= Travel Authorization • TR= Travel Reimbursement

32. What is “mass edit”? • When you edit multiple lines at the same time

33. TRUE or FALSE: “A PR is the same as a Purchase Order” • FALSE! A PR is a REQUEST not an order. It does not become an order until the request has been fully approved and converted to a DO.

34. How do you reach the Ariba Help team? • Email aribahelp@nova.edu

35. How do you get training? • Click on ‘Register HERE’ on the Ariba Homepage

36. What does ‘NSF’ mean? • There are Not Sufficient Funds for your request

37. What is the difference between a ‘Requestor’ and a ‘Preparer’? • A requestor is the individual ultimately utilizing/receiving whatever is being requested (On Behalf Of person). • A preparer is the individual creating and submitting the request in the system.

38. What is the difference between a ‘Watcher’ and an ‘Approver’? • A Watcher is included in the approval flow but DOES NOT have to take action on the request in order for it to move. • An Approver is included in the approval flow and IS REQUIRED to take action on the request in order for it to move.

39. What is the cutoff date for non-office supply related PRs? • Friday, May 13th

40. What is the cutoff date for office supply related PRs? • Wednesday, June 15th

41. By what date do ALL items have to be received? • Thursday, June 30th

42. Before I go on vacation, I have to ______________ in Ariba. • Delegate my authority

43. True or False- “I am not an approver. I do not have to delegate my authority.” • FALSE! Requestors need to delegate authority too! Especially during extended absences to avoid delaying receipt and payment.

44. What triggers a Check Request Violation? • Violations are based on the account code charged. Visit http://www.nova.edu/cwis/bsv/purchasing/matrix.html for guidelines. NOTE: This matrix is currently under review and is subject to change

45. Where can I view the NSU Travel Policy? • When creating a Meal item in a Travel Reimbursement

46. Why do I see other users’ names when I login? • You are the immediate supervisor of a terminated/transferred employee • Their account is delegated to you to complete the process for any pending documents (i.e., Receipts)