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Special AP/CFS Open House

Special AP/CFS Open House. Feb 14, 2006. Open House: Agenda. Welcome Accounts Payable Perspectives Hot Topics in Travel and Entertainment Streamlining the Travel and Express Process Preparing Equipment Orders in BruinBuy/PAC . Open House: Agenda (cont’d.). General Accounting Updates

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Special AP/CFS Open House

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  1. Special AP/CFS Open House Feb 14, 2006

  2. Open House: Agenda • Welcome • Accounts Payable Perspectives • Hot Topics in Travel and Entertainment • Streamlining the Travel and Express Process • Preparing Equipment Orders in BruinBuy/PAC

  3. Open House: Agenda (cont’d.) • General Accounting Updates • Campus Purchasing Updates • Q & A Session • Closing

  4. Special AP/CFS Open House Accounts Payable Perspectives

  5. Accounts Payable Perspectives • Customer Surveys • Top Issues • Reorganization • New Initiatives • Partnership

  6. Customer Surveys • Phone Coverage and Access to AP Staff • Turnaround Time • “Changes to Procedures” • Consistency • Queue System

  7. Surveys:Phone Coverage & Access • Extended Phone Hours: 9am – 12pm, 1pm – 5pm • New Customer Service Team • Alternative Methods: E-mail: ap@finance.ucla.edu Vendors: http://vendor.accounting.ucla.edu/ Monthly Open Houses and Update Workshops • Special Onsite Workshops or Open Houses

  8. Surveys: Turnaround Time • What is Our Current Turnaround Time? http://www.accounting.ucla.edu/ap/service/

  9. Surveys: “Changes to Procedures” • Responses to Legislative and Policy Changes, or Audit Findings (Example: One-Time Payee Name and Address Format. http://www.accounting.ucla.edu/ap/otp/ ) • No Actual Change (Better Monitoring, Renewed Focus or Recent Training) • New Business Portal • Asking UCOP to Update Policies

  10. Surveys: Consistency • Reorganization • Customer Service Team –All Campus Calls • Regular Vendor Invoices • Reimbursements (non-entertainment) • Special Items • UCOP • UC Merced

  11. Surveys: Queue System • New Initiatives • Using the PAN System for Queue Messages • Electronic Routing of Items for Internal Approvals (GA, EFM, Exceptional Approval) • Imaging of Invoices on “I” Status • Additional Automation • Customer Satisfaction Workgroup

  12. Partnership • Working with Departments • Advisory Group • Need Your Help • H & I Invoices • Adherence to Policies Including Original Documents and Justification (i.e. Who, What, Where and Why?) • Checking Queues

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