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Universal Vouchers Update 12/9/2008 Terry Cook, AVP, Admin. Services Ben Lowenthal, AVP, Financial Services

Universal Vouchers Update 12/9/2008 Terry Cook, AVP, Admin. Services Ben Lowenthal, AVP, Financial Services. Current Update on UVs. The volume of UVs has been reduced substantially (40%) from the previous 20,000 annually. For the 3 month period through 9/30/08, there were a total of 3,100 UVs.

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Universal Vouchers Update 12/9/2008 Terry Cook, AVP, Admin. Services Ben Lowenthal, AVP, Financial Services

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  1. Universal Vouchers Update12/9/2008Terry Cook, AVP, Admin. ServicesBen Lowenthal, AVP, Financial Services

  2. Current Update on UVs • The volume of UVs has been reduced substantially (40%) from the previous 20,000 annually. • For the 3 month period through 9/30/08, there were a total of 3,100 UVs. • Any procurement issues are being addressed promptly and needed contracts are being put in place. • Potential audit issues are being addressed.

  3. Universal Vouchers – Appropriate Use • Honorariums/stipends • RSTARS payments • Registrations (where p-card is not accepted) • Association memberships (where p-card is not accepted) • Student cultural events (where p-card is not accepted) Note: UV form has been updated and is available at: http://www.umbc.edu/accounting/PS_Forms/UV_Form_12-5-08.pdf • Honorariums/stipends • RSTARS payments • Registrations (where p-card is not accepted) • Association memberships (where p-card is not accepted) • Student cultural events (where p-card is not accepted) • Intellectual property rights payment

  4. Travel & Miscellaneous Personnel Reimbursements • The “Travel Expense Reimbursement” form is used for both of the above reimbursements. • The form has been renamed to include miscellaneous reimbursements. • Form is on the web at: http://www.umbc.edu/accounting/PS_Forms/new_copy_of_expense_statement.xls

  5. Ordering & Payment Reminders • Adhere to purchasing guidelines. • Procurement will return UV’s not meeting criteria. • All Invoices must be submitted by vendor directly to Accounts Payable (Admin Building – Room 306)

  6. State Payment Process Reminder • Payment is made on same schedule regardless of Universal Voucher or PO. • Approximately 12-15 working days after submittal to Annapolis.

  7. Update on Our commitments to you • PeopleSoft training • Business Process training • Communication • E-mail with invoice attached if receipt is not entered

  8. Questions? • Sharon Quinn, Director of Procurement - squinn@umbc.edu; 5-2540 • Jim Citro, Director, Business Services- citro@umbc.edu; 5-3632

  9. Facilities ManagementO&M Back-charges 12/9/08 Terry Cook AVP for Administrative Services

  10. Facilities ManagementO&M Back-charges • Previous approach: FM Operations & Maintenance (O&M) back-charged departments for a wide range of services. • New Approach: OM back-charges are limited to five (5) categories.

  11. Facilities Management O&M Backcharges • Moving Services • Department-owned equipment inclusive of fleet services • Events • Locks/Keys (excluding electronic locks which are currently handled by Telecom) • Special Requests

  12. Facilities Management O&M Back-charges • An on-line request is required. • Requests should be submitted at least 14 days prior to the date of service (with the exception of an item that requires immediate attention). • Applies to Academic & Administrative Departments only; that is, Auxiliary Services are handled differently since they are not State funded.

  13. Facilities Management O&M Back-charges • This change is effective immediately. • The FM website has been updated for this change. • Applicable information is available under “Request for Services” on the FM website. • This change applies to OM back-charges only; that is, this does notinclude services provided by FM’s Planning & Construction Services such as renovations/alterations to buildings.

  14. Facilities Management O&M Back-charges • Questions?

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