Transcript WVU Department of Intercollegiate Athletics
FINANCE
User Group Meetings June 2014
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• Year End Close • wvOasis Project
Purpose
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YEAR END CLOSE
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Fiscal Year End Close
• Memo/Calendar • Budget- David Watkins
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wvOASIS
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wvOASIS Project Updates
• Overview of Project • Credit Card Receipts
Jessika Thomas Shelley Tharp
• Anticipated Impacts
Rachel Hays
• Business Changes Impacting EBOs • Vendors • Requisitions • Payments / PCards –Forms –Processing Times –New Policies
Brenda Mowen Brenda Mowen Rachel Hays Rachel Hays Rachel Hays Rachel Hays
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Credit Card Miscellaneous Receipt Change
Effective July 01, 2014
Departments that Accept Credit Cards
• For each Visa/MasterCard/Discover credit
card deposit (i.e. settlement), a separate Miscellaneous Receipt (MR) MUST be prepared and keyed DAILY
• For each American Express credit card
deposit (i.e. settlement), a separate Miscellaneous Receipt (MR) MUST be prepared and keyed DAILY. WVU’s current MAP practices for the collection and posting of cash and checks will remain the same.
wvOASIS Project Updates
• Anticipated Impacts at Cutover – Payment Delays – PCard applications/maintenance requests • No new PCard applications until
July 8 th
– No MAP access from
noon on June 30 th July 2 nd AM to **You will be able to complete online receiving until 4:45 on June 30 th .
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wvOASIS Project Updates
• Business Process Changes • Requisitions • Vendors • Payments/PCards 10
Business Process Changes - Reqs
• Requisitions – Vendor “Number” is
Not Required
– For “vendor directed” purchases, attach
documents as you normally would (invoice, quote, etc.)
– For “RFB / RFP” attach a document with
suggested vendor names or send separately by eMail
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Business Process Changes - Vendors
• VENDORS – Registration/Maintenance will be
managed centrally by PCPS
• EBO Responsibilities Non-PO Invoices – Submit to PCPS on Designated Form • Vendor Name • Vendor Email or Phone • “Address” Information is
NOT REQUIRED
• W9 is
NOT REQUIRED
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Business Process Changes - Vendors
• EBO Resp. Employee Payments – Submit request to pay to PCPS Using
Required “Payment Forms” (Travel, Employee Reimbursement, etc.)
• Employee Name / Phone / Email • Employee Address (see below) – Employee Must
“Hand Write” Forms Address on
– PCPS will “Match” address to MAP HR
(MyHR Must Be Current – Remind Employee)
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Business Process Changes – Payments & PCard
• Improved forms- Effective
July 1, 2014
• Process timing updates • Updated
Policies
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Improved Forms
• Payment Request Form-
NEW!
– Employee Reimbursement – Essential Services Direct Payment – Vendor’s Invoice • $
5,000 threshold for Dean/Director/Designee signature
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Improved Forms
• Travel Authorization • Travel Settlement • Departmental Refund • Hospitality Event • Internal/Cash Transfer – PI signature is now required if
grant funded
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Improved Forms
• Consolidated PCard forms- same form for
WVU and WVURC:
– PCard Application – PCard Maintenance • PCard DCC Setup-
NEW!
• PCard Exception Form – Updated to include business purpose 17
Improved Forms
• Forms on PCPS Website for Review and
Comment Starting JUNE 26
• Send Comments to
• All Forms effective
JULY 15
• Exception Requests–
Anne Burleigh x3-4147
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Business Process Changes – Payments & PCard
• Improved forms • Process timing updates • Updated
Policies
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Process Timing Updates
• PCard applications/maintenance
requests
– 1:30 PM
cutoff to be processed by the State
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Business Process Changes – Payments & PCard
• Improved forms • Process timing updates • Updated Policies 21
New or Updated Policies- Effective Now
• Hospitality – Event Form is now required • Employee Relocation • PCard Policy-
NEW!
• Record Retention – Now applies to both State and WVURC 22
NEED HELP?
Contact PCPS Hotline: Email: [email protected]
Phone: 293-5711 ext. 8 PCPS Hotline
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