FAR Meeting – August 12th, 2014

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

2. Accounts Payable Tips and Reminders Issues that cause payment delays: • Vendor location: Select SHAREDlocation 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 • 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

4. Travel 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

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) • 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)

6. 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

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) • 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

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

9. Resources: • Travel Advance Guideline http://utsa.edu/financialaffairs/opguidelines/2.9.2.html • Travel Card Guideline http://utsa.edu/financialaffairs/opguidelines/0111.html • Travel Reimbursement Guideline http://www.utsa.edu/financialaffairs/opguidelines/0109.html