A team meeting may 2012

Business Service Center A Team Meeting May 14, 2012 1

https://eiswblsqa.admin.unt.edu/psc/lsqa01/EOnboarding MPLOYEE/HRMS/s/WEBLIB_GBGB_UTL.WEBLI B_FUNCTION.FieldFormula.IScript_AutoLogin? KEY=GBHR_EMPONB 2

Purchasing Updates 3

FY 12 Year End DeadlinesDates will be published mid May.Preliminary review is that there should bemore time for submission of both FY 12and 13 than in previous years. 5

PO Attachments• Quotes• Contracts• Other Purchase related items• No transmittal/routing slips needed 6

Pcard Changes• Reviews for all cardholders will be once every 2 years; high risk transaction items will be reviewed annually.• Desk reviews will occur for all transactions.• May use card for purchase of services that do not include terms and conditions and on local funds. No state funded purchases of services allowed.• Memberships may be paid from local funds.• Personal purchases still not allowed. Any and all will result in a 30 days suspension of card and additional training. 7

Pcard Changes Continued• Level One Sanction – report issued for split transactions, missing receipts, ads, entertainment/travel expenses.• Level Two Sanction – 30 days suspension of card and required training issued for purchasing prohibited items (gift cards, gift certificates, hazardous chemicals), loss of card, 2nd occurrence of level one sanction.• Level Three Sanction – permanent closure of card for a repeat of a level two sanction.*Occurrences remain in effect for one year from date of issue. 8

Buyer Teams/Department Liaisons• Team Approach to departmental purchases• Purchasing questions/needs answered through Buyer Liaison and/or Buyer Team• Listing by departments will be forthcoming 9

Payment Processing Updates 10

Payment ProcessingPayment processing should be very seamless if all thecomponents necessary for the payment are in place.However, that is not always the case. 11

Payment Processing in a Perfect World Goods Receiving PO sent to received orPO created document vendor services created delivered Invoice Payment Invoice mailed by Processed matches PO vendor to BSC* *Invoices handled on a first in, first out basis 12

Challenges to Payment Processing Invoices submitted by the vendor directly to Invoices that arrive Partial Shipments with the department rather without a PO # full invoicing than per the terms of the PO Shipments directly to One invoice split by Not using department departments more than one PO Pcard when applicable Special Handling requests 13

Workflow Queue 14

Great Example 15

Making the Process WorkCommunication is the key – must flow both waysVendor must send invoices directly to BSCMultiple deptid’s on requisition/PO – this is a futureimprovement that we hope to bringStandardization of business practices 16

2080 Transition Effective May 1, 2012 Annualizing Hourly Rates Who does this impact?Employees who work a partial month due to hire, term or dock 17

What does it mean?• “2080” is an hourly rate based on 40 hours worked per week for 52 weeks a year• An employee’s hourly rate of pay will be the same each month.• Do not need to know number of work days in a month• Dock rate is always the same• Lump Sum Payments are easier to calculate and understand 18

How many working hours in a year? 12 Month: 100 % = 2080 (52 x 40) 75% = 1560 (52 x 40 x .75) 50% = 1040 (52 x 40 x .5) 9 Month: 100% = 1560 (9/12 x 2080) 19

How is it done? Divide the Base Annual Salary by 2080 = hourly rate of payExample: $32,000.00 / 2080 = $15.38 per hour $32,000.00 / 1560 = $ 20.51 per hour 20

Example of Current Method (Base Annual Salary $ 32,000.00)Current Rate of Pay Priorto May 2012April: 168 hours $15.87 per hourMay: 184 Hours $14.49 per hour2080 Annualized SalaryApril: $15.38 per hourMay: $15.38 per hour 21

Every year, the creation of paper checksnation-wide uses more than 674 milliongallons of fuel and add 3.6 million tons of CO²to the environment. Imagine the collectivedifference we could all make by using DirectDeposit. 22

Questions?Remember that we have answers on our website, BSCSolution…click to get answers. 23

A team meeting may 2012

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