Dec_Jan_Feb_2006 Page 3

Mail Services is still having a few problems with incorrect cost centers for postage charges. Please let Larry in Mail Services (steenl@uhv.edu) know of any cost center changes to ensure proper reallocation of postage expenditures. This will prevent time consuming budget errors in the monthly journals.
When shipping overnight packages by either UPS or FedEx, make sure the original airbill is attached to the package. The original airbill is required for invoice documentation and voucher preparation.

HUB Expenditures Are Up!

In spite of a very rocky start during the first 6 months of FY05 where UHV reported only 7.39% of HUB expenditures, the 2^nd half of the fiscal year was substantially better, with the state reporting 14.9% for UHV. This increase was due in no small part to all of your efforts. There has been some successful recruiting of HUB vendors by several departments. Murphy Girls, a women owned business specializing in stationary, invitations, and gift items, was recruited by the President’s Office. If you have a need for those type of things (holidays, employee appreciation) check out their website at http://www.murphygirlsinc.com/ Mary Bowen is the owner of the company, located at 4603-D North Navarro (573-7800). The President’s Office also recruited Norma’s Cakes and More, which is a minority owned female enterprise specializing in cakes and cookies, pastries, bagels, doughnuts and things along those lines. Think of them when you’re thinking of meetings with refreshments. This very small business is owned by Norma Martinez. Her email is normascakes@yahoo.com (578-0341). Facilities Services has not been sitting idly around either…Justin Kutzer in Grounds has been working to add Victoria Landscape and Irrigation as a HUB. It is going to take, everybody doing their part, to reach our institutional goal of 20% of HUBS.

ProCard Updates

As of the end of October, there were 107 individuals holding ProCards, about 1/3 of our employee base. Payments processed by departmental journals seem to be running smoothly and the overall majority of users seem to be in compliance with institutional ProCard procedures.

However, a few issues have come to light during recent internal audits of cardholder transaction logs and journals:

As mentioned in the ProCard 8.4 Job Aid, only the preparer needs to sign the journal. However, all cost center signature authorities are required to sign the transaction log. OK, all together now: Only the preparer needs to sign the journal, but all cost center signature authorities are required to sign the T-Log.
If any Grant Cost Centers are being used, the campus Grant Coordinator, Angela Hartman, must sign the transaction log prior to submittal to Accounts Payable. Your departmental transaction log must include all signatures prior to forwarding to Accounts Payable. For audit purposes, your retained copy of the T-log must include all approving signatures.
If you need to attach a Catalog Information Systems Vendor (CISV) "Best Value" Statement form or any other purchasing form, make sure a signed copy is retained with your monthly transaction log files as supporting documentation.
The state comptroller, under legislation passed by SB 583, requires that vendor status verification be routinely checked for purchases over $150. To check the vendor status click on this link http://ecpa.cpa.state.tx.us/vendor/
tpsearch1.html.

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