AgendaMarch 2013

• BSC Reorganization

• New BSC Website

• Pcard Refresher

• CTP/ETAP – Travel

• BSC Calendar Feedback

• Q&A/Other Business

BSC Reorganization January 2013

Donna Asher, Associate Vice Chancellor for Business

Services

Joey Saxon, Executive Director, Operations and

Planning

Payroll/Time & Labor/ Tax

Process Improvements

Benchmarking/ Organizational Metrics/

Reporting

Computer/Web support

General Accounting

Debbie Reynolds, Executive Director, Procurement

Services

Strategic Sourcing

Purchasing

Payments/Travel

Supplier Diversity (HUB)

Donna Shell, Executive Director, Client and Support

Services

Call Center / Records Management

Project Management

Customer Outreach/ Service Level Agreements/ Survey

Management

BSC Training / Employee Engagement

Marketing/Communications

Mary Atkins, Executive Coordinator/Office Manager

Dept Purchasing/ Supplies Mgmt

Dept Timekeeping

Dept Travel

Support Staff Assistance

Func

tions

(not

peo

ple)

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

New BSC Website

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.

Annual PCard Refresher Training

• 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 withthe eShip Global Request Form available on the BSC website

PCard Program Changes and Clarifications

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.

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, 2013Why Reduce costs, eliminate paperwork and adds controls

and efficiencies.

Corporate Travel Planners

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

Travel Guidelines and Forms

• 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.

Mail Delivery of Travel Advance Cards and Employee Reimbursements

• 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.

Vendor (Supplier) Checks

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.

Returning Funds to BSC Payments

BSC AdministrationBSC Client ServicesBSC OperationsBSC PaymentsBSC PayrollBSC ProcurementBSC PurchasingBSC Supplier Diversity (HUB Administration)

BSC ORGANIZATIONAL CHARTS

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.

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 vendorsA: 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.

QUESTIONS AND ANSWERS

QUESTIONS AND ANSWERSQ: 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.

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.

QUESTIONS AND ANSWERSQ: 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.

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. 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. 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. 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). Other business

We are looking at revising the deadline calendar and providing a different format for training information. More to come.Epar (electronic payroll action) trainings are coming to your campus soon – invites have gone out. If you did not get an invite and need to be included, email Donna.Shell@untsystem.edu

QUESTIONS AND ANSWERSQ: 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.

QUESTIONS AND ANSWERSQ: 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.

QUESTIONS AND ANSWERSQ: 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.

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).