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Purchasing News
Just a little reminder...please get all your fiscal year end purchase requisitions in to Purchasing by August 1^st...the sooner the better. As you are aware, we will be making the transition to PeopleSoft on September 1^st plus entering all the renewals starting July 16 on PeopleSoft. Your cooperation will be very much appreciated. The End-Of-Year purchases are quite heavy and time consuming even without the extra training that PeopleSoft requires. Thank you. Janie Lewis

ProCard News

Effective June 1, 2001 - Changes to the ProCard Procedures

ProCard Vouchers will no longer require department signatures. Vouchers will be stamped in the Finance Office "Refer to the Transaction Log for Signatures". This will save processing time once the voucher arrives in AP when many times the voucher was returned for not having the required signatures.

The transaction log has been changed to now accept up to three signatures http://www.uhv.edu/fin/forms/
procardtranslog.pdf.

Each cardholder must complete a transaction log monthly for each billing period. If there was no activity on the account during the month, please complete the header information with Activity ending date and write across the log "No Activity". Sign and keep the original in your binder. (Note, your supervisor does not have to sign the "No Activity" log sheets). Transaction logs will become part of the documentation for auditing purposes.

Random departmental audits will begin in July. The intent is to spot audit each department at least once annually for compliance with the ProCard procedure.

The ProCard manual is being revised to reflect these changes and is available on the web.

PeopleSoft Update

The communications and meetings for the finance side of PeopleSoft have ceased since the second week in June due to the Houston flood. The meetings have turned into writing scripts for testing the payables and requisition/purchase systems.

Purchase Order

On June 6th and 7^th, Janie and Debbie completed the User Acceptance Testing for the requisitions and purchase orders. They were able to copy simple requisitions to purchase orders with success. The other UH campuses should be completing their testing by week ending June 29.

Janie and Debbie will also be attending training in preparation of the go live date. The go live date for purchasing is still set for July 16. At that time, the renewals for copiers leases, maintenance agreements and other similar service contracts beginning September 1^st will be entered into PeopleSoft.

Accounts Payable

The User Acceptance Testing for payables will take place on June 27^th and 28^th. Testing will only include the simple voucher entry from an invoice into PeopleSoft. Testing for purchase order vouchers and payments will take place at a later date. Melody and Debbie will be representing UHV at the testing.

Mike Glisson (UH) has been working on FAST Start A/P training materials for use by all campuses. Once he is complete with the material, he will forward to the different campuses for their use.