The March 2013 BSC agenda covered the following topics: - BSC reorganization changes - A new BSC website launch - Annual PCard refresher training requirement - Upcoming implementation of a new corporate travel management system - Discussion and Q&A on various BSC policies and initiatives

1. Agenda
March 2013
• BSC Reorganization
• New BSC Website
• Pcard Refresher
• CTP/ETAP – Travel
• BSC Calendar Feedback
• Q&A/Other Business

2. BSC Reorganization
January 2013
Donna Asher, Associate Vice
Chancellor for Business
Services
Mary Atkins, Executive
Coordinator/Office Manager
Joey Saxon, Executive Debbie Reynolds, Executive Donna Shell, Executive
Director, Operations and Director, Procurement Director, Client and Support
Planning Services Services
Functions (not people)
Call Center / Records Dept Purchasing/ Supplies
General Accounting Strategic Sourcing Management Mgmt
Project Management Dept Timekeeping
Payroll/Time & Labor/ Tax Purchasing
Customer Outreach/ Service
Process Improvements Payments/Travel Level Agreements/ Survey
Management Dept Travel
Benchmarking/ BSC Training / Employee
Organizational Metrics/ Supplier Diversity (HUB) Engagement
Reporting Support Staff Assistance
Computer/Web support Marketing/Communications

3. New BSC Website
 The BSC website at http://bsc.untsystem.edu has been
updated with employee needs in mind, and updated pages
were launched beginning on March 4.
 Updates to the website have been implemented following a
customer service survey, a series of focus group meetings
with representatives from each campus.
 Surveys, focus groups and input sessions will be conducted
on an ongoing basis

4. Annual PCard Refresher Training
Purpose - All Cardholders, Reconcilers, Approvers (or alternate Approvers)
must participate in initial training and in annual refresher training to
ensure knowledge and understanding of policies & procedures of the
PCard program. BSC Purchasing Card Program Guide, Section 1.4
Timing - 2013 PCard Refresher Training open to all PCard program participants
to complete from January 21, 2013 through March 8, 2013, 24/7.
Notices – Reminders were sent weekly to those who had not completed the
requirement.
Non-Compliance – All members of a “PCard Family” were required to pass the
Refresher Quiz to avoid losing PCard privileges by March 8.
Success - Out of approximately 1,300 PCard users, only about 33 PCards were
deactivated for non-compliance.
Cards will be reactivated on April 1st for those who have fulfilled the requirement.

5. PCard Program Changes and Clarifications
• There are three training/certification courses for the PCard:
• PCard Cardholder and Reconciler Training – required before a PCard
is initially issued (only required one time)
• PCard Approver Training – required one time for approvers of PCard
Cardholder transactions
• PCard Refresher Training – required annually
All PCard training is available in Blackboard Learn
• The purchase of flowers is allowed on local funds based on campus policy
• Purchase of institutional memberships is allowed on local funds
• Outgoing freight (DHL, UPS, Fed Ex) is allowed on the PCard when
utilizing eShip Global. Access to their website may be requested with
the eShip Global Request Form available on the BSC website

6. Strategic Sourcing Voice of the Customer Meeting
Wednesday, April 3rd from 2:00 – 4:00
EAD Building, Room 506
All interested parties are welcome to join the discussion.

7. Corporate Travel Planners
Who Corporate Travel Planners (CTP) preferred vendor for
booking airfare, hotel and rental car.
What An online booking tool along with full service (if
additional assistance is needed) for your one-stop
travel shopping needs.
When Go-Live scheduled May 1, 2013
Why Reduce costs, eliminate paperwork and adds controls
and efficiencies.

8. Travel Guidelines and Forms
Revised guidelines reflect use of local funds for travel.
Integrated Approval Request to Travel and Travel Voucher form
Will be posted soon to our website

9. Mail Delivery of Travel Advance Cards and
Employee Reimbursements
• All travel advance cards (TACs) and employee
reimbursement checks (non-payroll) will now be mailed to
the employee's mailing address. At this time, the
distribution process for UNTHSC employees remains
unchanged.
• Employees are encourage to utilize direct deposit (EFT) for
the distribution of all future reimbursements.
• Individuals who travel for university business should use the
Corporate Travel Cards (IBT). The IBT is the preferred
method of payment.

10. Vendor (Supplier) Checks
• Requesting assistance with special handling instruction requests.
• There will be limited exceptions for the practice.
• We are working with many vendors to utilize EFT as a payment
method.

11. Returning Funds to BSC Payments
All funds (check/cash) for return/deposit will now need to be taken
to the appropriate area for processing.
• Student Accounting and University Cashiering Services – UNT
Denton, UNT System
• Cashier Office – UNT Health Science Center
• Student Financial Services – UNT Dallas
Deposit instructions will be provided to the cashier
Areas by BSC Payments.

12. BSC ORGANIZATIONAL CHARTS
BSC Administration
BSC Client Services
BSC Operations
BSC Payments
BSC Payroll
BSC Procurement
BSC Purchasing
BSC Supplier Diversity (HUB Administration)

13. QUESTIONS AND ANSWERS
Q: Is there a way to be copied on any email to the Chair (such as the PCard Refresher)?
A: At this time we don’t have a way to do that but we are looking at a different way to
manage the PCard Refresher training for next year.
Q: I have been using FedEx on my Pcard (I don’t use Eship Global). Is that an issue?
A: No, but we encourage the use of Eship Global (a HUB vendor) – they are part of our
effort to find strategic sources for purchasing and the contracts with Eship Global should
save you money. If you have found where you have a good deal with a shipper, we’d like to
hear about it as we might want to share that opportunity. Also, the state contract is
attached to the Eship Global account.
Announcement: Strategic Sourcing Voice of the Customer Meeting, Wednesday, April 3rd
from 2:00 – 4:00 in EAD, Room 506. All interested parties are welcome to join the
discussion. This discussion is about the RFP that will be going out around 4/15/13 to
identify a sole source for office supplies for all institutions to maximize savings, customer
service, and convenience.

14. QUESTIONS AND ANSWERS
Q: Are you saying you will only choose an office supply vendor based on cost, and customer
service won’t be considered?
A: No, we are seeking the best opportunity for all of our customers (best price and service)
Q: Staples, Office Max and Office Depot aren’t HUB vendors
A: They each have a HUB attached to them and these HUB vendors are recognized by the
State of Texas as HUB vendors. We will require a HUB as part of the deal.
Q: Is there going to be an option where we can run to the store for last minute purchases?
A: We are looking at options where there is a brick and mortar store for our customers to
utilize as well as an online store.
Q: Our RATs have to be approved by the Chairperson so we need to continue using RATs.
A: The process will be electronic with the approver able to approve within the system.

15. QUESTIONS AND ANSWERS
Q: Our RAT is an expense of all expenses, including parking and other – will all that be
included in CTP? Also, we were told that if a trip fell within 10% of the estimate on the
RAT we might not need additional approvals on the voucher.
A: We have listened to your input and have some revised guidelines. Your RAT will be an
internal process not required by us except for advance services. The approval to request
and the voucher are now integrated. There will no longer be a pre-approval for travel
anymore that is required by the BSC.
Q: But for advance services we will need a RAT?
A: You will need approval for advance services. We will be providing training.
Q: Will revisions be easy on this (CTP)?
A: We anticipate that it will be.
Q: I understand the reason for going away from per diem but I’m concerned about the
lack of limits? Can that be managed internally?
A: Yes, your department could always establish an internal guideline to set limits. We
won’t dictate.

16. QUESTIONS AND ANSWERS
Q: We have an administrator who travels to conferences and does not want to waste
money on the expensive conference breakfasts. Can he submit a receipt for the
purchase of granola bars, etc. that he purchases to eat instead?
A: Yes, if the department approves that purchase it is acceptable.
Q: I just got back from a trip that was 6-7 days. So I went to the grocery store when I
was there and bought apples, oranges, granola bars etc. to eat instead because I don’t
like to eat the conference food or spend too much on meals - but I never turn in my
store receipts. Should I?
A: Yes, as long as the department approves that voucher and the receipt makes
sense, you should claim it as reimbursement for your meal in travel.
Q: Faculty who use their travel card to buy their airfare – will they have to use CTP?
A: They don’t have to - but they will have to use CTP to get the contracted
rates/discounts. They will also have the opportunity and can even have several cards on
file, etc.

17. QUESTIONS AND ANSWERS
Q: I was tracking the travel reimbursement checks but with the push towards EFT I am at a
loss how to track those payments.
A: We should be able to allow you that view in accounts payable or to run a query by
emplid. We would like to make that a public query. The BSC will look into that as an
option. In the meantime, ask your travellers to forward their EFT email to you so that you
know they were reimbursed. (A staff member also suggested a rule can be created in their
email account so that anything from that reimbursement verification address would go to
you.)
Q: I have three faculty members who don’t want to send their banking info electronically
and they want to continue to receive paper checks. Is that allowed?
A: Right now we aren’t mandating no paper checks, but that is a possibility for the future.
At this time, electronic payments are the preferred method for reimbursement. We are
working to implement the ability to setup EFT the way it is set for Payroll, where the
employee can log on and enter their own banking information, etc. We are working with IT
on that.

18. QUESTIONS AND ANSWERS
Q: Faculty have expressed concern about being reimbursed before travel for airfare put on
the IBT instead of waiting until after the trip. Is that indeed approved?
A: Yes, that is approved
Q: Where do we find that information? Was it in an update? How do we locate that
information later?
A: The updates are all archived on our website and can be found under the functional areas
on the site as well, but we will also look at other ways to make that information more
accessible to you. Debbie will provide Lee the information that went out about
reimbursements before travel for airfare.
Q: How are people identified to get the updates? There are people who also need to
attend these meetings – how do they get on the list?
A: The updates go out to everyone, and there is a place on our site and in our newsletter
where they can be subscribed. Staff can also send an email to the BSC to make sure they
are included in the invitations to the meetings.

19. QUESTIONS AND ANSWERS
Q: We have some awards for students that are surprises. If we put that in the justification
notes, will you be aware of that?
A: We do strive to be attentive to those notes, though there is always room for human
error. It is a manual process. A staff person noted to include your chairperson’s name as
they are required (for audit) to have two contact people on each award.
Q: If the check goes directly to the vendor, can I see that it was paid?
A: Yes in lifecycle you can always see the payment information.
Q: Have they opened security so we can search by PO#?
A: Yes; a staff member shared how to search on this information – choose “Contains”
instead of “=” to search on the PO# and also remove the date from the search parameters.
Q: I don’t know what website to go to for HR. Is that going to be combined?
A: It will eventually be combined to a System HR site and then campus-specific information
will be available on your campus site. We will continue to host the information on the BSC
site until they are ready. You can also email Donna.Shell@untsystem.edu until the System
HR transition is complete and she will be glad to get you to the right person.

20. QUESTIONS AND ANSWERS
Q: Since I can’t get a copy of the PO anymore, I am having to contact the vendor to get a
copy.
A: What information are you needing (does it have to be a copy)? We will provide a session
for you pertaining to the changes to address your issues (Carolyn Cross/Susan Sims).
Notes:
We are trying to take a lot of restrictions off and we are able to do that since all travel is
on local funds now. We are trying to provide more flexibility to you. There are of course
a few exceptions for those few who travel on state funds – we must go by the state
guidelines for travel funded by state funds.
The new guidelines will be on the website next week and we’ll send you an update
about that. A reminder that these guidelines are the result of the BSC Operating
Committee, which is comprised of leaders from each campus such as the CFO’s, so your
campus leadership has approved these changes for you.

21. NOTES
We will be providing a variety of training opportunities for learning the Corporate
Travel Planner (CTP) portal so that you will have a chance to learn the new system and
what it can do for you.
A staff member mentioned an issue with the payments link being slow or inaccessible
in EIS and isn’t sure who to ask. Donna Asher made a note on to look into this issue.
An issue was noted that there are remittal info issues where the vendor gets a check
without the PO number on it, etc. Some of this is due to our banking vendor’s
limitations. We do have a banking RFP right now and we hoping to have more
flexibility in the future.
We will make the focus of the next Partners Travel/Payments to dive deeper into the
questions on travel and payments. (Timed around the CTP roll out).