Transcript [Business Communication] - Nova Southeastern University

USER GROUP MEETING
MAY 3RD , 2011
Agenda
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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
System Updates
• Approval flow:
• Barbara Packer-Muti – President’s Office
• Michelle Chin Loy-Fischler School of Education
System Updates
• Reports will be available for Center Finance
Reports (Cont.)
Reports (Cont.)
Reports (Cont.)
Purchasing
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Fiscal Year End Reminder
Receipts
Level II Training
Demo: Order Tracking
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.
Managing Receipts
Managing Receipts
Managing Receipts
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
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!
Purchasing: Ariba Level II Training
• Demo
– Individual Catalog Tips and Tricks
– Office Depot Order Tracking and Returns
Fiscal Year End
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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
Best Practices
The following “Best Practices” should help your documents
move efficiently through the Approval process.
Best Practices
Check 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)
Best Practices
Check 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
Best Practices
Travel 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)
Best Practices
Travel 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
Best Practices
Travel 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
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
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.
Important Information
• Prepared by:
• Add phone number & email in the contacts area
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
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.
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
What is “mass edit”?
When you edit multiple lines at the
same time
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.
How do you reach the Ariba Help
team?
Email [email protected]
How do you get training?
Click on ‘Register HERE’ on the Ariba
Homepage
What does ‘NSF’ mean?
There are Not Sufficient Funds for your
request
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.
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.
What is the cutoff date for non-office
supply related PRs?
Friday, May 13th
What is the cutoff date for office
supply related PRs?
Wednesday, June 15th
By what date do ALL items have to
be received?
Thursday, June 30th
Before I go on vacation, I have to
______________ in Ariba.
Delegate my authority
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.
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
Where can I view the NSU Travel
Policy?
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When creating a Meal item in a Travel Reimbursement
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)