June, July and August 2004 Edition

Page 1
Vice President News

Facilities Services

 

Page 2
Mail Services

Purchasing Tidbits 

Safety & Risk

Bursar's Office

 

Page 3
PeopleSoft

CBMI

Travel Tips

 

Page 4
Calendar Items

Personnel Changes

PeopleSoft

GENERAL LEDGER (G/L) JOURNALS 
NOTE:   The G/L journals created in PeopleSoft will add entries at the bottom of your lines after the “Edit” process is completed.   See the note on Step 5 of the job aid, "84 Journal GL Entry.doc."   These are system generated and cannot be controlled.   Just make sure your totals are correct before budget checking/Editing.

WHEN UNUSUAL MESSAGE WINDOWs POP UP
These messages are important!   Please make a copy by pressing “ALT-Print Screen," then  paste in a Word document.  Save the message to send by e-mail when requesting assistance.  

QUICK TIP
 How Do I Look up a voucher to see if it has been paid?

  • Navigate to:     
    Accounts Payable / Review/Voucher/Voucher Inquiry

  • Then check the Business Unit (00765)

  • Enter the Voucher ID

  • Click Search

The voucher will show in the Voucher Inquiry Results at the bottom of the screen.  

Look at the Payment Information or Scheduled Payments Columns to see if it has been paid or is scheduled to pay.

-   If you see a symbol under the Payment Information heading, then click on the link in this column to see information on the payment that has been sent.

-   If you see a symbol under the Scheduled Payments heading, then click on the link in this column to see information on the future payment.

College Business Management
 Institute (CBMI) Attendees

Tamye Crockett, Angela Hartmann, and Eric Mims, attended the first year of a three-year program, attended the CBMI Conference sponsored by SACUBO, August 2 – 6, 2004 at the University of Kentucky. The conference curriculum consisted of courses in the Business of Higher Education, Physical Plant, Accounting, Human Resources, Auxiliary Services, and Basic Purchasing Policies. 751 participants attended the conference.  Nineteen represented the campuses in the University of Houston system.

  Travel Tips

JUST A REMINDER: It's time to prepare BLANKET TRAVEL REQUESTS for FY05 (9/1/04 - 8/31/05)

UHV employees who traveling off campus during FY05 on a routine or occasional basis and each trip for the same purpose and benefit should have a blanket travel request on file in the finance office. This travel could be local or out of the area travel as long as it is for the same purpose and benefit. An example of out of the area travel would be attending a regularly scheduled meeting or local (Victoria) travel could be delivering or picking up items to fulfill a specific job duty. Please be as specific as possible when stating the purpose of the travel and how it benefits the university.

Even if there will be no reimbursement requested for the travel, a travel request still needs to be on file for insurance purposes.

NOTE: If the blanket travel is for class instruction, please fill out a travel request for each semester and indicate class schedule (ex: Monday and Wednesday evening) not the entire fiscal year. This makes it much easier when auditing reimbursement vouchers.

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