Transcript Welcome to the APS Workshop - UTEP Accounting & Business

Welcome to the APS
Workshop
Office of Financial Services
What is an APS form?
 APS
stands for Authorization for Personal
Services.
 Required for authorization to engage and
pay for professional services, contracted
services, guest lecturers, and other
temporary services.
 The form can be found in the Forms Mine
on the Financial Services website at
www.admin.utep.edu/finsvcs.
Who is Paid on an APS Form?
External Consultants – Individual independent
contractors hired outside of UTEP. The
payment voucher used is a VP2 paid through the
Accounts Payable department.
 Internal Consultants – Current UTEP employees
(or employees that have worked for UTEP within
the past year) not appointed in the department
processing the APS form. The payment voucher
used is an OV7 paid through the
Payroll office.

When do you need an APS
Form?
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Is the payment for
services $251 or more?
If not, no APS is needed.
Process an OV7 for
UTEP employees with
notes explaining the
services performed.
Process a VP2 for nonemployees with invoices
attached.
If yes, begin the APS
form process.
Step One: Complete The Form

Review the Contractor Classification Checklist.
 The Rate/Total Fee should be a fixed amount.
 Transportation or other expenses can be an estimate.
 Estimates cannot exceed $100 of the actual cost.
 Obtain the Independent Contractor’s signature on the
first page of the APS form BEFORE finalizing an
agreement for services. A resume must be attached to
the APS form.
 If the independent contractor is a non resident alien,
send them to the Human Resources department to
obtain access to Glacier for determination of tax treaty
status.
Example of APS Form Coversheet
Example of APS Form Coversheet
(continued)
Contractor Classification Checklist
Section I
NOTE: Any answer of “YES” means the contractor is treated like
a UTEP employee. Payment will be made on an OV7 and the
department will be responsible for fringe benefits.
Contractor Classification Checklist
Section II
NOTE: If the answers to Section I were “No”, please complete Part A, B,
or C in Section II.
Step Two: Obtain Approvals

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The requested levels of
approvals are listed on the
front page of the APS form.
Effective September 1, 2006:
APS forms no longer route to
the President’s Office. All
APS forms (including PACE)
must route to the Payroll
Office.
The APS form no longer
requires signature approval
from the President’s Office.
Step Three: Approved APS Form
Sent To Payroll Office
 The
original APS form (not a copy) is sent
to the Payroll Office by the final approver
of the APS form.
 The Payroll Office will contact the
department when the copy of the APS
form is ready.
 The original APS form is kept on file in the
Payroll Office.
Step Four: Processing The
Payment

When the department receives the copy of the
APS form from the Payroll Office, the following
memo will be attached.
Step Four: Processing The
Payment (continued)

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The attached memo will indicate whether a VP2
or an OV7 needs to be processed.
If a VP2 needs to be processed, determine if the
contractor has a vendor file established.
Helpful screens: GG3 for vendor number look
up and GG4 for name look up.
If a vendor file is not established, a Payee
Information Form (PIF) should be filled out by
the contractor.
Forward PIF form to Purchasing.
Once a Vendor ID is established, process the
VP2.
Step Five: Route The Payment
Voucher
 When
the attached memo is sent back to
the department, it will indicate what
department to route the payment voucher.
 Send VP2s to the Accounts Payable
department.
 Send OV7s to the Payroll Office.
 *** Please note:
MEMO NEEDS TO BE
ATTACHED TO THE
PAYMENT VOUCHER.
Helpful Hints

If the processor does not have access to an OV7
document, please contact the HELP desk.
 OV7s pay out on the two semi-monthly payrolls.
 Emergency checks are not processed for OV7s.
Contact Information
 The
Payroll Office is in University Towers
Suite 100 (1900 N. Oregon). Our number
is 747-5171.
 The Payroll staff is:
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Bertha Garay – Payroll Tech II
Mike Gonzalez – Accountant I
Marcos Armendariz – Accountant I
Cris Lopez– Accountant III
Olaya Hernandez – Payroll/Tax Manager
Questions?