Finance & Administration
Quarterly Update
Business Affairs Update
April 27, 2009
Business Affairs Update
Agenda Items
• Purchasing: Non-Compliant Orders
• Accounts Payable: Prompt Payment
• Vendor Query Application
• Banner Program Codes and Budgets
Business Affairs Update - Purchasing
Purchasing
Non-Compliant Orders - HSC OP 72.01
“The ordering of products or services prior to the
purchase order issue is considered an obligation
without authority and will be reported to the end
user, the department administrator or head and the
appropriate dean or vice president.”
Business Affairs Update - Purchasing
Purchasing: Non-Compliant Orders
To initiate a payment for a non-compliant order,
submit a TechBuy requisition using the TechBuy
“Non-Catalog Form”. The requisition must include
the following:
•A completed Non-Compliant Form electronically
attached to the requisition
•The statement “Non-Compliant Invoice” must appear
in the internal notes section of the requisition
Payment must be made with local funds
Business Affairs Update - Purchasing
Non-Compliant Form
•Located in the Purchasing Manual
at:
http://www.fiscal.ttuhsc.edu/purchasing/ma
nual/ Non-Compliance Form
•Leave Requisition number blank
(completed in Purchasing)
•Provide an explanation and plan to
prevent future non-compliance
•Person who originated obligation
with vendor must sign the form
Business Affairs Update - Purchasing
Click on Edit and add
“Non-Compliant
Invoice” in the Internal
Notes Section
Attach NonCompliant Form
Business Affairs Update - Purchasing
Purchasing: Non-Compliant Orders
• Purchasing tracks non-compliant orders
• Notification of frequent occurrences of noncompliance to department administrator and
appropriate dean or vice president according
to HSC OP 72.01
Business Affairs Update - Purchasing
Purchasing TechBuy Reminder
TechBuy (SciQuest) will not support Internet
Explorer 8 (IE8), so please do not install.
TechBuy (SciQuest) will begin supporting Internet
Explorer 8 (IE8) in November 2009 at which
time we will send out a notice via the TechBuy
Users Group email.
Business Affairs Update - Accounts Payable
Accounts Payable: Prompt Payment
Invoice Processing and the Prompt Payment
Law - HSC OP 72.10
“Departments are responsible for submitting
documents timely so that payments may be made
promptly and late interest avoided.”
Business Affairs Update - Accounts Payable
Accounts Payable: Prompt Payment Procedures
(for vendor invoices sent to departments)
• Invoices must be date stamped on the date received
• Provide on face of the original invoice:
• Current Fiscal Year PO number
• Approval to pay statement
• Date the product or service was received or provided
• Signature of employee submitting the vendor invoice
Business Affairs Update - Accounts Payable
Accounts Payable: Prompt Payment Procedures
(for vendor invoices sent to departments)
• Promptly forward invoice to Accounts Payable
• Late interest calculated from the date the invoice was
received by the department, but no later than 10 days from
the date of the invoice
• If there is a dispute or other extenuating factors that should
be considered to avoid late interest, Attachment A –
Justification for Late Invoices should be attached to the
invoice. (Available as a data entry form at the Payment
Services Website / Accounts Payable / Forms)
Business Affairs Update - Accounts Payable
Accounts Payable: Prompt Payment Procedures
(for vendor invoices sent to departments)
• If payment of interest is required, the department is not
complying with Prompt Payment Policies
• A Late Interest Report will be routinely sent to the
appropriate Dean or Vice President
• If a department exhibits a history of failing to comply
with the Prompt Payment Policy, Accounts Payable
will contact the vendor(s) and request the change of
billing address to Accounts Payable
Business Affairs Update - Vendor Payments Query
Vendor Payments Query
• Query by vendor or employee name or R#
• Available to departments now, vendors in the future
• Three sections
• Scheduled Payments
• Payment History
• Encumbrance Information
• Help Document
Business Affairs Update - Vendor Payments Query
Vendor Payments Query
• Access from Webraider http://webraider.ttuhsc.edu
• F & A Work Tools Tab
• Purchasing / Payment Services Channel
• Purchasing
• Accounts Payable
• Travel
Vendor Payments – Query Scheduled Payments, Payment
History and Encumbrance Information by Vendor
Payment Contact – Accounts Payable Contact Information
Update Vendor Info – Method to update Vendor Information
Sign up for Direct Deposit – Direct Deposit Form
Help – Vendor Query Information Document
Business Affairs Update - Vendor Payments Query
Search for vendor or employee by
name or R#. Use % as a wild card.
Read “Search Tips”.
Click on the vendor
R# to display results
Business Affairs Update - Vendor Payments Query
Business Affairs Update - Vendor Payments Query
Business Affairs Update - Vendor Payments Query
Business Affairs Update – Program Codes and Budgets
Program Codes
Currently (FY09) TTUHSC budgets at the Fund / Orgn
(BAVL) or at the Fund / Orgn / Account (Budget Pool
Account) level.
For FY 10 TTUHSC will budget at the Fund / Orgn /
Program (BAVL) or Fund / Orgn / Account / Program
(Budget Pool Account) level and will default program
codes for every Fund.
This is a top institutional priority.
Business Affairs Update – Program Codes and Budgets
Benefits
• Less confusion in properly classifying
expenses
• More consistency and accuracy for reporting
• Facilities and Administration Rate Study (IDC)
• Research Reports
Business Affairs Update – Program Codes and Budgets
How do we accomplish this change?
• Build the structure
• Finance Systems Management / Accounting
Services
• Training
• Finance Systems Management
• Properly Classify Expenses
• TTUHSC Departments
Business Affairs Update – Program Codes and Budgets
Building the Structure
Finance Systems Management has worked with
Accounting Services to default program codes for
all funds and create new funds where necessary
according to the NACUBO functions.
The Program Codes and their definitions can be
found at http://webraider.ttuhsc.edu > F & A Work
Tools tab > Finance Systems Management >
Training Documentation > Banner Program Codes.
Business Affairs Update – Program Codes and Budgets
Training
Finance Systems Management will conduct
Program Code Workshops with definitions and
real life examples as well as provide Program
Code information in the Budget Packets. We
will coordinate this training with Budget
training in the last week of May and first week
of June.
Business Affairs Update – Program Codes and Budgets
Properly Classify Expenses
Departments must know how to properly classify
expenses and apply that knowledge by making sure
the expense is directly related to the program code
that is defaulted to the fund.
If a budget is depleted and will not cover an expense,
the department must either move budget into the FOP
or FOAP to cover the expense or pay for the expense
with another FOP or FOAP with the same program
code.
Business Affairs Update – Program Codes and Budgets
Program Code Expense Classification
Business Affairs and Accounting Services are in
the process of analyzing expenses that are coded
to a program code other than the one defaulted
for a fund and will make adjustments if needed.
Business Affairs Update
Questions?