The Business Service Center held a partner meeting on May 7, 2012 to discuss various administrative updates. Key discussion points included onboarding new employees, purchasing policies, payment processing challenges, and the transition to annualizing hourly rates effective May 1, 2012. Communication between departments and the BSC was emphasized as key to ensuring payment and purchasing processes run smoothly. A HUB Fair was also announced for June 21 from 10am to 1pm.

1. Business Service Center
HSC Partner Meeting
May 7, 2012
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2. https://eiswblsqa.admin.unt.edu/psc/lsqa01/E
Onboarding MPLOYEE/HRMS/s/WEBLIB_GBGB_UTL.WEBLI
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KEY=GBHR_EMPONB
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3. Offer Letters
• CHC Clearance and start
date
• BSC drafts letter to new
hire candidate and routes
to department for hiring
manager signature
• Dept returns letter to BSC
• BSC mails offer letter
• Once returned, copy of
signed letter forwarded
back to department for
completion of HRM form
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4. Purchasing
Updates
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6. FY 12 Year End Deadlines
Dates will be published mid May.
Preliminary review is that there should be
more time for submission of both FY 12
and 13 than in previous years.
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7. PO Attachments
• Quotes
• Contracts
• Other Purchase related items
• No transmittal slips needed
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8. 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.
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9. 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, 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.
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10. Buyer Teams/Department Liaisons
• Team Approach to departmental purchases
• Purchasing questions/needs answered through Buyer
Liaison
• Listing by departments will be forthcoming
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11. Payment Processing
Payment processing should be very seamless if all the
components necessary for the payment are in place.
However, that is not always the case.
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12. Payment Processing in a Perfect World
Goods
Receiving
PO sent to received or
PO 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
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13. 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
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14. Workflow Queue
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15. Great Example
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16. Making the Process Work
Communication is the key – must flow both ways
Vendor must send invoices directly to BSC
Multiple deptid’s on requisition/PO – this is a future
improvement that we hope to bring
Standardization of business practices
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17. 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
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18. 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
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19. 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)
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20. How is it done?
Divide the Base Annual Salary by 2080 =
hourly rate of pay
Example: $32,000.00 / 2080 = $15.38 per hour
$32,000.00 / 1560 = $ 20.51 per hour
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21. Example of Current Method
(Base Annual Salary $ 32,000.00)
Current Rate of Pay Prior
to May 2012
April: 168 hours $15.87 per hour
May: 184 Hours $14.49 per hour
2080 Annualized Salary
April: $15.38 per hour
May: $15.38 per hour
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22. HUB Fair
Thursday, June 21
10am to 1pm
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23. Every year, the creation of paper checks
nation-wide uses more than 674 million
gallons of fuel and add 3.6 million tons of CO²
to the environment. Imagine the collective
difference we could all make by using Direct
Deposit.
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24. Questions?
Remember that we have answers on our website, BSC
Solution…click to get answers.
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