June 2018
Auxiliary Services
RETAIL NEWS When is a Purchase Requisition Required?
For purchases exceeding $5,000, the appropriate method of requesting the purchase of goods and services is through the submission of a Purchase Requisition.
Who should process the Purchase Requisition and what is required?
Who processes the Purchase Order once the Purchase Requisition has been turned in?
What about purchases under $5,000?
REMINDER: Purchase Orders cannot be processed until a completed University Corporation Vendor Data Record form has been filled out and turned in by the vendor.
Any Questions??????
No hard ones please……
PURCHASING POWER Example 1
Example 2
CHECK REQUEST
IN DEVELOPING NEWS
SpecIfy Date:
Auxiliary
Organization
Above
Requesting Department:
Dept. Contact Name
Phone or Ext
PAYEE INFORMATION STUDENT
EMPLOYEE
Not an employee of CSUMB, University Corporation or OSU
OTHER
CSUMB, University Corporation or OSU
Supplier, service provider or other (please specify)______________________
Payee Name Address Line 1 Address Line 2 City, State, Zip
Al terna te Ma i l i ng a ddres s or Pi ckup a t Rya n Ra nch?
Please note that checks cannot be mailed to on campus addresses Type of payment: (non-travel reimbursement, supplier payment, registration payment, etc;)
One form for all Auxiliary Units
Combines Check Request, Personal Reimbursement and Registration Request
State the purpose of these expenditures and how they benefit the Auxiliary Organization identified above:
Description of expenditure: (supplier name, invoice number, date)
Contact us if you would like to help test our new forms
Amount
Total:
*** Attach invoices/receipts/packing slips/other documentation as required *** Account
Fund
Dept ID
Cl a s s
Pgm
Project
Amount
[email protected] The Authorized signer must be a person authorized to sign for the fund/project. This authorizing signature certifies that these expenses are for the sole benefit of the Auxiliary Oganization identified above and must comply with any and all restrictions on the intended use of these funds. If the Authorized signer is being reimbursed, the next higher authority must sign as the Authorized signer.
Please print name, sign and date below. Submit completed form to Ucorp Accounts Payable: [email protected] or route to UCorp AP at Ryan Ranch. Cl a i ma nt (i f rei mburs ement)
Prepa rer or Reques ter
Authori zed Si gner
print
print
print
sign
date
sign
date sign
University Corporation Use Only Allowable Available
date
Vendor Group Voucher
Any Questions………???
Anyone still awake………
Scanned or Wet Signature Requirement Form/Document ESFs RATs TECs Procards Vendor Invoices Payment Requests Personal reimbursement Purchase requisition Cost/Expense transfer Chartfield Request Forms
SCANNED Signature
New Procurement Procedure!
Procurement card report and copies/scanned receipts are acceptable via email as of July 1st. Original receipts/signatures will no longer be required.
Procurement card holders are to retain original receipts for 90 days after submission of procurement card reports to Accounts Payable. Original receipts are to be submitted upon Accounting's request.
The Procurement Guidelines and Procedures, as well as the Procurement Card Manual, will be updated with this information and sent to everyone.
"WET" signatures
OK OK OK OK OK OK OK OK OK Required
Please note: The original document sent electronically to the Corporation should be kept in Sender's files.
Any Questions?????????
Wait…….. what did I ask????
TRAVEL WATCH When submitting a RAT When planning foreign travel Alcohol and meals Great news for TEC’s Travel Advance
Return of unused travel advances
Current Defensive Driving/Private Vehicle Statement
Ask the Expert………………..
Developing a new RAT
IN CONTINUING COVERAGE Non-employee vendors are on net 30 days terms Vendor Data Record is required because…….. Personal reimbursements due within 90 days of expense Items paid from the incorrect Business Unit Paying within one Business unit
Departmental or funding requirements may be stricter than Corporation policies
zzzzzzzzzzzzzzzzzzzzzz………………………
Any Questions??????????????
University Corporation Year End Calendar Date Day 1F 8F 11-12 M-T
June 2018 Last day to submit purchase requisitions Last day to submit petty cash reimbursements to Accounting for FY 17-18 Departmental petty cash audits will be conducted.
14 TH
Last day to submit all check requests (TEC's, Personal Reimbursements & payments to suppliers) through May 31, 2018.
15 F
All transfers and/or corrections are due in Accounting for the previous 90 days.
21 TH
Pro-card billing cut-off date (regular cycle). All purchase orders for non-grant and contractfunds will be evaluated for disencumbrance.
28 TH
Last day to submit deposits to the University Cashier (Mountain Hall) for guaranteed deposit in FY 17-18. Last A/P check run for the 17/18 fiscal year.
29 F
End of pay period. Last day for deposits by remote capture. Please hand deliver to Ryan Ranch Office in order to be posted to FY 17-18.
Date Day 2M
July 2018 ASM upload of pro-card transactions for June 22-30 is ready for departmental reconciliation. Last day for timecard approvals in ADP (pay period 06/16/18-06/30/18). For work prior to this pay period, send approved timecards to Payroll (Jessyka Medina).
6F
Deadline for Pro-card chartfield assignments and reconciliation in CFS (June 21, 2018 regular cycle). 1st regular A/P check run for FY 18-19. Send scans of invoices for activity through 06/30/18 to Scott Machado. Requests for invoices or chargebacks to CSUMB can be emailed to Lorena Villalobos.
9M
Last day to submit or notify us of items to be paid for goods or services provided prior to June 30, 2018, including Travel Expense Claims (automated accrual/vouchered in CFS)
11 W
Pro-card chartfield assignments and reconciliation are due in CFS for special cycle (June 22-30, 2018).
13 F
Pro-card reconciliation packets for June 2018 due in A/P (regular cycle ending 6/21/18 and 6/22-30 special cycle). Last day to notify A/P of goods received, services provided or travel completed prior to June 30, 2018 (manual/journal entry accrual)
Any Questions ????
Nope…….Presentation over!!!!!
RETAIL NEWS When is a Purchase Requisition Required?
For purchases exceeding $5,000, the appropriate method of requesting the purchase of goods and services is through the submission of a Purchase Requisition.
Who should process the Purchase Requisition and what is required?
Who processes the Purchase Order once the Purchase Requisition has been turned in?
What about purchases under $5,000?
REMINDER: Purchase Orders cannot be processed until a completed University Corporation Vendor Data Record form has been filled out and turned in by the vendor.
Any Questions??????
No hard ones please……
PURCHASING POWER Example 1
Example 2
CHECK REQUEST
IN DEVELOPING NEWS
SpecIfy Date:
Auxiliary
Organization
Above
Requesting Department:
Dept. Contact Name
Phone or Ext
PAYEE INFORMATION STUDENT
EMPLOYEE
Not an employee of CSUMB, University Corporation or OSU
OTHER
CSUMB, University Corporation or OSU
Supplier, service provider or other (please specify)______________________
Payee Name Address Line 1 Address Line 2 City, State, Zip
Al terna te Ma i l i ng a ddres s or Pi ckup a t Rya n Ra nch?
Please note that checks cannot be mailed to on campus addresses Type of payment: (non-travel reimbursement, supplier payment, registration payment, etc;)
One form for all Auxiliary Units
Combines Check Request, Personal Reimbursement and Registration Request
State the purpose of these expenditures and how they benefit the Auxiliary Organization identified above:
Description of expenditure: (supplier name, invoice number, date)
Contact us if you would like to help test our new forms
Amount
Total:
*** Attach invoices/receipts/packing slips/other documentation as required *** Account
Fund
Dept ID
Cl a s s
Pgm
Project
Amount
[email protected] The Authorized signer must be a person authorized to sign for the fund/project. This authorizing signature certifies that these expenses are for the sole benefit of the Auxiliary Oganization identified above and must comply with any and all restrictions on the intended use of these funds. If the Authorized signer is being reimbursed, the next higher authority must sign as the Authorized signer.
Please print name, sign and date below. Submit completed form to Ucorp Accounts Payable: [email protected] or route to UCorp AP at Ryan Ranch. Cl a i ma nt (i f rei mburs ement)
Prepa rer or Reques ter
Authori zed Si gner
sign
date
sign
date sign
University Corporation Use Only Allowable Available
date
Vendor Group Voucher
Any Questions………???
Anyone still awake………
Scanned or Wet Signature Requirement Form/Document ESFs RATs TECs Procards Vendor Invoices Payment Requests Personal reimbursement Purchase requisition Cost/Expense transfer Chartfield Request Forms
SCANNED Signature
New Procurement Procedure!
Procurement card report and copies/scanned receipts are acceptable via email as of July 1st. Original receipts/signatures will no longer be required.
Procurement card holders are to retain original receipts for 90 days after submission of procurement card reports to Accounts Payable. Original receipts are to be submitted upon Accounting's request.
The Procurement Guidelines and Procedures, as well as the Procurement Card Manual, will be updated with this information and sent to everyone.
"WET" signatures
OK OK OK OK OK OK OK OK OK Required
Please note: The original document sent electronically to the Corporation should be kept in Sender's files.
Any Questions?????????
Wait…….. what did I ask????
TRAVEL WATCH When submitting a RAT When planning foreign travel Alcohol and meals Great news for TEC’s Travel Advance
Return of unused travel advances
Current Defensive Driving/Private Vehicle Statement
Ask the Expert………………..
Developing a new RAT
IN CONTINUING COVERAGE Non-employee vendors are on net 30 days terms Vendor Data Record is required because…….. Personal reimbursements due within 90 days of expense Items paid from the incorrect Business Unit Paying within one Business unit
Departmental or funding requirements may be stricter than Corporation policies
zzzzzzzzzzzzzzzzzzzzzz………………………
Any Questions??????????????
University Corporation Year End Calendar Date Day 1F 8F 11-12 M-T
June 2018 Last day to submit purchase requisitions Last day to submit petty cash reimbursements to Accounting for FY 17-18 Departmental petty cash audits will be conducted.
14 TH
Last day to submit all check requests (TEC's, Personal Reimbursements & payments to suppliers) through May 31, 2018.
15 F
All transfers and/or corrections are due in Accounting for the previous 90 days.
21 TH
Pro-card billing cut-off date (regular cycle). All purchase orders for non-grant and contractfunds will be evaluated for disencumbrance.
28 TH
Last day to submit deposits to the University Cashier (Mountain Hall) for guaranteed deposit in FY 17-18. Last A/P check run for the 17/18 fiscal year.
29 F
End of pay period. Last day for deposits by remote capture. Please hand deliver to Ryan Ranch Office in order to be posted to FY 17-18.
Date Day 2M
July 2018 ASM upload of pro-card transactions for June 22-30 is ready for departmental reconciliation. Last day for timecard approvals in ADP (pay period 06/16/18-06/30/18). For work prior to this pay period, send approved timecards to Payroll (Jessyka Medina).
6F
Deadline for Pro-card chartfield assignments and reconciliation in CFS (June 21, 2018 regular cycle). 1st regular A/P check run for FY 18-19. Send scans of invoices for activity through 06/30/18 to Scott Machado. Requests for invoices or chargebacks to CSUMB can be emailed to Lorena Villalobos.
9M
Last day to submit or notify us of items to be paid for goods or services provided prior to June 30, 2018, including Travel Expense Claims (automated accrual/vouchered in CFS)
11 W
Pro-card chartfield assignments and reconciliation are due in CFS for special cycle (June 22-30, 2018).
13 F
Pro-card reconciliation packets for June 2018 due in A/P (regular cycle ending 6/21/18 and 6/22-30 special cycle). Last day to notify A/P of goods received, services provided or travel completed prior to June 30, 2018 (manual/journal entry accrual)
Any Questions ????
Nope…….Presentation over!!!!!
