PRESENTED BY
LISA TODD
DIRECTOR OF FINANCIAL ACCOUNTING
Internal Departments
Weekly Deadline:
Tuesday
12:00 noon
 Paying an Invoice
 Does the invoice have a Purchase Order (PO)
number or a Contract number?
 Is the PO closed with receiving?
 Does the following Invoice items match the PO:
1. Item description
2. Quantity
3. Pricing

YES


Processing of the invoice continues
NO

Processing is delayed
 YES – Processing of the invoice continues

The invoice processing is completed

Check is issued

Checks are mailed out weekly to the vendors

Internal Travel and Continued Education should have special
instructions noted on the document

Notifications to pick up internal checks are either via email or a phone call from Joyce
Zendejas or Cassandra Pardon

AP needs the following information on Internal Travel and Continued Education
requests:
1.
2.
3.
4.
Name
Mail Stop Number
Phone Number
Cashier location for pick-up
 Pricing - (Invoice is greater than the PO amount)




AP enters what is listed on the invoice
Lawson creates a buyers message to purchasing department
Department and purchasing notified via email
Reason code (BM) is entered into Lawson
 Left off item -(Item is invoiced but not on the PO)




Item could be a substitute
Change to the PO
Department and purchasing notified via email
Reason code (LOI) is entered into Lawson
 Over-Shipment - (PO line item is paid and closed)




Vendor is billed for an additional shipment against the same PO number
Department called using the same PO number
Department and purchasing notified via email
Reason code (DUP) (OVER) (AMEND) is entered into Lawson
o
Department MUST either:
• Increase the PO
• Open a NEW PO
• Return goods – Return copy of invoice to AP with updated information
• Provide written authorization to purchasing to amend PO for payment
• Original invoice is then matched to system, processed to be paid


Access to Ascend Software needed to view REPORT SAFE
GL290 Report AP Manual Accruals consist of:



Checks disbursements
Service type PO’s
Contract Invoices

AP275 is a report of the invoice distribution history and invoice released to GL in the closed month

PO135 (RNI) Report PO with no invoice released for payment
(\\sharedir\lawsonreports\Department Reconciliation-POMonthlyReview \2011)

Open Payable Report Open invoices for your department.
(\\sharedir\lawsonreports\Department Reconciliation-POMonthlyReview\2011\OpenPayablesReports)

Open PO (Purchase Order) Report
(\\sharedir\lawsonreports\Department Reconciliation-POMonthlyReview\2011)

PO 251 Buyers message report worked weekly between AP & purchasing.

Receiving-Monthly expenses are posted to the budget in the month the PO is closed with receiving. Lawson
rolls amounts into the PO135 at the close of the monthly period.
Variance report questions:
Complete variance request form and submit to Joyce Zendejas via e-mail or fax to 358-9315 for distribution to
Accountants. The assigned Accountant will contact you once received and reviewed.

Where are the invoices mailed?

University Health System
Attn: Accounts Payable MS# 85-1
355-2 Spencer Lane
San Antonio, Texas 78201
 What if a vendor is not in Lawson?
 New Vendors must go through Purchasing at www.uhsvendors.com
 W9 required vendor sanction check
 What if a vendor requires payment in advance BEFORE goods are
delivered or services are performed?

This is a PREPAY
 Submit a 446 to Purchasing and attach supporting documentation such as:


Quote
Performa invoice
(Both must include a remit to address, calculation of fees, and freight costs)
 What if a vendor has provided the services as an emergency or
after hours?

This is an AFTER THE FACT
a)
b)
Confirm a valid PO does not exist before a new 446 si submitted to Purchasing with memo authorization per purchasing policy
Attach original invoice
 When do I submit a check disbursement?
Use the “Request for Check Disbursement” Form when paying for items that are authorized per the NON-PO Related
Purchases List and attach invoice



Director can sign off up to $10,000 over $10,000 the Area VP will be required to sign form
If services provided are under Contract, please write the Contract # on the check request. Note: Contract must be valid for
your RC# and the invoices you are submitting are covered for the period you're approving.
Example: Lab services, invoicing is based on USAGE how many tests were performed. Required: AP needs to obtain Approval
that services have been performed, pricing is correct. Area Director can approve if contract has gone to the Board.
Accounts Payable
Team
Accounts Payable Team
- Lisa Todd
Director, Financial Accounting
- Liz Mojica
phone: 210.358.9300
Clerk, Accounts Payable
email: lisa.todd@uhs-sa.com
- Linda Cato
Manager, Financial Accounting
phone: 210.358.9303
email: linda.cato@uhs-sa.com
- Petra Guerrero
Supervisor, Accounts Payable
phone: 210.358.9330
email:
petra.guerrero@uhs-sa.com
-Joe Munoz
Clerk, Accounts Payable
phone: 210.358.9309
- Cynthia Borrego
Clerk, Accounts Payable
phone: 210.358.9305
For questions for the accounts payable
team please call, fax or email.
Fax: 210-358-9315
Email: Accounts.Payable@uhs-sa.com
- Cynthia Montez
Clerk, Accounts Payable
phone: 210.358.9307
- Lisa Davis
Clerk, Accounts Payable
phone: 210.358.9313
-Yolanda Lopez
Clerk, Accounts Payable
phone: 210.358.9314
- Manuel Favila
Clerk, Accounts Payable
phone: 210.358.9306
phone: 210.358.9310
- Renee Hall
Clerk, Accounts Payable
phone: 210.358.9308
Detailed vendor assignment listing
available on the intranet.
Payroll worksheet – Form BCHD # 7-107A
 The payroll worksheet is used to:

Transfer hours between departments

Sell back PTO hours

Standard Documentation for
Employees to submit to
TimeKeepers
 Payroll worksheets submitted
without an authorized signature
will NOT be entered and will be
returned for signature. Even if on
payroll Monday.
 Transfers

Due Every Friday by 2 pm for Monday – Thursday time

Due Every Monday by 2 pm for Friday - Sunday time

The Director who accepts the charges must sign the payroll worksheet

Payroll will not enter the punches, the timekeeper must enter the punches
into the system

Transfers received after 2 pm and before 5 pm on Monday’s will be
processed via journal entry

These transfers must have approval from the Director of Financial
Accounting
 Manual Check request memos need to be submitted to payroll
NO later than 10 am Monday – Friday for same day pick up after
4 pm at the UH cashier (unless indicated otherwise on memo)
 Memos received after the 10 am deadline will be ready next day
after 4 pm
 NO manual check will be issued for:
 Less than 8 hours of pay
 Gross pay of less than $50
 All manual check requests must be signed by department VP
Form BCHD #7-107-F
 Deadline for Pay Adjustment Requests is 2 pm on the
Wednesday before Payroll Monday.
 Pay Adjustment Requests must contain the following to be
processed:





In/Out time (either use AM/PM or military time)
Employee ID number
Phone extension
Date
Correct signatures by both employee and director

If not completed correctly, it will not be processed and returned to be corrected
 Pay Adjustment Requests received that are more than 2 months
old will require the signature of the COO or CFO.
Payroll Lockout Times
Group
Employee
Timekeeper
Approver
Time
10:00 am
4:30 pm
8:00 am
Day
PR Monday
PR Monday
PR Tuesday
Other Reminders
Things that delay processing
 Do not send duplicate copies via fax or
email.
 Make sure all documents have proper
signatures
•
•
•
Employee
Director
VP if needed
 Communication with staff is key to
meeting deadlines
Payroll Team Members
- Lisa Todd
Director, Financial Accounting
phone: 210.358.9300
email: lisa.todd@uhs-sa.com
- Linda Cato
Manager, Financial Accounting
phone: 210.358.9303
email: linda.cato@uhs-sa.com
- Sylvia Sananikone
Supervisor, Payroll
phone: 210.358.9317
email: payroll@uhs-sa.com
- Rosie Mejia
-
Specialist, Payroll
phone: 210.358.9317
email: payroll@uhs-sa.com
- Renee Berban
-
Specialist, Payroll
phone: 210.358.9317
email: payroll@uhs-sa.com
- Susan Twardowski
Analyst, Time and Labor
phone: 210.358.9317
email: payroll@uhs-sa.com
For questions for the payroll team please call
or email.
Phone: 210.358.9317
Email: payroll@uhs-sa.com