Paying Invoices & Payroll Reminders

1. Paying Invoices & Payroll Reminders Presented by Lisa Todd Director of Financial Accounting

2. Paying an Invoice • Does the invoice have a Purchase Order (PO) number or a Contract number? • Is the PO closed with receiving? • Does the following Invoice items match the PO: • Item description • Quantity • Pricing • YES • Processing of the invoice continues • NO • Processing is delayed Internal Departments Weekly Deadline: Tuesday 12:00 noon Accounts Payable Paying an Invoice

3. Are there funds to pay an invoice? • YES – Processing of the invoice continues • The invoice processing is completed • Check is issued • Checks are mailed out weekly to the vendors • Internal Travel and Continued Education should have special instructions noted on the document • Notifications to pick up internal checks are either via email or a phone call from Joyce Zendejas or Cassandra Pardon • AP needs the following information on Internal Travel and Continued Education requests: • Name • Mail Stop Number • Phone Number • Cashier location for pick-up

4. Problem Invoices • Pricing - (Invoice is greater than the PO amount) • AP enters what is listed on the invoice • Lawson creates a buyers message to purchasing department • Department and purchasing notified via email • Reason code (BM) is entered into Lawson • Left off item -(Item is invoiced but not on the PO) • Item could be a substitute • Change to the PO • Department and purchasing notified via email • Reason code (LOI) is entered into Lawson • Over-Shipment - (PO line item is paid and closed) • Vendor is billed for an additional shipment against the same PO number • Department called using the same PO number • Department and purchasing notified via email • Reason code (DUP) (OVER) (AMEND) is entered into Lawson • Department MUST either: • Increase the PO • Open a NEW PO • Return goods – Return copy of invoice to AP with updated information • Provide written authorization to purchasing to amend PO for payment • Original invoice is then matched to system, processed to be paid

5. End of the MonthPeriod End Report • Access to Ascend Software needed to view REPORT SAFE • GL290 Report AP Manual Accruals consist of: • Checks disbursements • Service type PO’s • Contract Invoices • AP275 is a report of the invoice distribution history and invoice released to GL in the closed month • PO135 (RNI) Report PO with no invoice released for payment (\\sharedir\lawsonreports\Department Reconciliation-POMonthlyReview \2011) • Open Payable Report Open invoices for your department. (\\sharedir\lawsonreports\Department Reconciliation-POMonthlyReview\2011\OpenPayablesReports) • Open PO (Purchase Order) Report (\\sharedir\lawsonreports\Department Reconciliation-POMonthlyReview\2011) • PO 251 Buyers message report worked weekly between AP & purchasing. • Receiving-Monthly expenses are posted to the budget in the month the PO is closed with receiving. Lawson rolls amounts into the PO135 at the close of the monthly period. Variance report questions: Complete variance request form and submit to Joyce Zendejas via e-mail or fax to 358-9315 for distribution to Accountants. The assigned Accountant will contact you once received and reviewed. UHS

6. Frequently asked Questions • Where are the invoices mailed? • University Health System Attn: Accounts Payable MS# 85-1 355-2 Spencer Lane San Antonio, Texas 78201 • What if a vendor is not in Lawson? • New Vendors must go through Purchasing at www.uhsvendors.com • W9 required vendor sanction check • What if a vendor requires payment in advance BEFORE goods are delivered or services are performed? • This is a PREPAY • Submit a 446 to Purchasing and attach supporting documentation such as: • Quote • Performa invoice (Both must include a remit to address, calculation of fees, and freight costs) • What if a vendor has provided the services as an emergency or after hours? • This is an AFTER THE FACT • Confirm a valid PO does not exist before a new 446 si submitted to Purchasing with memo authorization per purchasing policy • Attach original invoice • When do I submit a check disbursement? • Use the “Request for Check Disbursement” Form when paying for items that are authorized per the NON-PO Related Purchases List and attach invoice • Director can sign off up to $10,000 over $10,000 the Area VP will be required to sign form • If services provided are under Contract, please write the Contract # on the check request. Note: Contract must be valid for your RC# and the invoices you are submitting are covered for the period you're approving. Example: Lab services, invoicing is based on USAGE how many tests were performed. Required: AP needs to obtain Approval that services have been performed, pricing is correct. Area Director can approve if contract has gone to the Board.

7. Accounts Payable Accounts Payable Team • Lisa Todd Director, Financial Accounting phone: 210.358.9300 email: lisa.todd@uhs-sa.com • Linda Cato Manager, Financial Accounting phone: 210.358.9303 email: linda.cato@uhs-sa.com - Petra Guerrero Supervisor, Accounts Payable phone: 210.358.9330 • email: • petra.guerrero@uhs-sa.com -Joe Munoz Clerk, Accounts Payable phone: 210.358.9309 - Cynthia Borrego Clerk, Accounts Payable phone: 210.358.9310 - Renee Hall Clerk, Accounts Payable phone: 210.358.9308 Accounts Payable Team - Liz Mojica Clerk, Accounts Payable phone: 210.358.9305 • Cynthia Montez Clerk, Accounts Payable phone: 210.358.9307 - LisaDavis Clerk, Accounts Payable phone: 210.358.9313 -Yolanda Lopez Clerk,Accounts Payable phone: 210.358.9314 - Manuel Favila Clerk, Accounts Payable phone: 210.358.9306 • Detailed vendor assignment listing available on the intranet. Team and Contact Information For questions for the accounts payable team please call, fax or email. Fax: 210-358-9315 Email: Accounts.Payable@uhs-sa.com

8. Using the Payroll Worksheet Payroll worksheet – Form BCHD # 7-107A • The payroll worksheet is used to: • Transfer hours between departments • Sell back PTO hours • Standard Documentation for Employees to submit to TimeKeepers • Payroll worksheets submitted without an authorized signature will NOT be entered and will be returned for signature. Even if on payroll Monday.

9. Using the Payroll Worksheet Continued… • Transfers • Due Every Friday by 2 pm for Monday – Thursday time • Due Every Monday by 2 pm for Friday - Sunday time • The Director who accepts the charges must sign the payroll worksheet • Payroll will not enter the punches, the timekeeper must enter the punches into the system • Transfers received after 2 pm and before 5 pm on Monday’s will be processed via journal entry • These transfers must have approval from the Director of Financial Accounting

10. Manual Check Request Memo • Manual Check request memos need to be submitted to payroll NO later than 10 am Monday – Friday for same day pick up after 4 pm at the UH cashier (unless indicated otherwise on memo) • Memos received after the 10 am deadline will be ready next day after 4 pm • NO manual check will be issued for: • Less than 8 hours of pay • Gross pay of less than $50 • All manual check requests must be signed by department VP

11. Pay Adjustment Request Form BCHD #7-107-F

12. Pay Adjustment Requests • Deadline for Pay Adjustment Requests is 2 pm on the Wednesday before Payroll Monday. • Pay Adjustment Requests must contain the following to be processed: • In/Out time (either use AM/PM or military time) • Employee ID number • Phone extension • Date • Correct signatures by both employee and director • If not completed correctly, it will not be processed and returned to be corrected • Pay Adjustment Requests received that are more than 2 months old will require the signature of the COO or CFO.

13. Payroll Reminders Payroll Lockout Times Other Reminders Group Time Day Things that delay processing Employee 10:00 am PR Monday Timekeeper 4:30 pm PR Monday Approver 8:00 am PR Tuesday • Do not send duplicate copies via fax or email. • Make sure all documents have proper signatures • Employee • Director • VP if needed • Communication with staff is key to meeting deadlines

14. Payroll Team Members Lisa Todd Director, Financial Accounting phone: 210.358.9300 email: lisa.todd@uhs-sa.com Linda Cato Manager, Financial Accounting phone: 210.358.9303 email: linda.cato@uhs-sa.com - Sylvia Sananikone Supervisor, Payroll phone: 210.358.9317 email: payroll@uhs-sa.com - Rosie Mejia Specialist, Payroll phone: 210.358.9317 email: payroll@uhs-sa.com - Renee Berban Specialist, Payroll phone: 210.358.9317 email: payroll@uhs-sa.com - Susan Twardowski Analyst, Time and Labor phone: 210.358.9317 email: payroll@uhs-sa.com For questions for the payroll team please call or email. Phone: 210.358.9317 Email: payroll@uhs-sa.com Payroll Team and Contact Information