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Information
Technology
Purchasing
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Purchasing
Continued
Procard
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PeopleSoft
Travel
Finance
News
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Spotlight
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Calendar
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PeopleSoft
Help
Desk
While in the process of filling the vacancy left by Linda
Turley, we have established a PeopleSoft help desk line.
Please call extension 859 with your PeopleSoft
questions and concerns and someone from Finance will get back
with you.
Budget checking vouchers
We are now encouraging the department personnel to "budget
check" their vouchers. Budget checking locks in the cost
center, account and accounting date. It also decreases the budget
for that cost center immediately.
Running the UGL01050 report
If you choose to run this Revenue/Expense Transaction report through
PeopleSoft, you need to be aware of the requirements on the Process
Scheduler Request. From Process Journals, navigate to Report -
Balance Sheet and Rev/Exp. Enter your cost center information and
click on run (stop light icon). You need to choose Printer. Make
sure you have entered a printer name and have selected the UGL01050.
Then click OK. If OK is grayed out, either the printer name is not
entered correctly or you have not selected a report.
Travel
Updates
Brenda Bolle attended a travel
training class at University of Houston Main Campus to assist with
UHV travel regulations and
procedures.
UHV uses similar procedures;
however, UHS has some time-saving techniques which may be
implemented. Look for E-mail updates and perhaps new
procedures.
Hotel Lodging state
rates can be obtained from the Texas State Travel Directory
at www.gsc.state.tx.us/travel/index.html
also mileage should be off of the Texas Mileage Guide at www.window.state.
tx.us/comptrol/texastra.html.
Remember all travel request must
be approved before travel occurs.
If you did not attend one of the
travel training courses please visit Brenda Bolle. If you
ever have any questions please call Brenda.
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Finance
News
The
Finance Office greatly appreciates everyone's efforts on
entering vouchers correctly.
It helps the auditing and approving process to be more
efficient.
Credit
Memos
We would also like to remind you that it is not necessary to hold
invoices while waiting for credit memos.
Please process the voucher as normal then process the
adjustment voucher when you receive the credit memo.
Voucher
Reminders
Here is a list of reminders of common errors found during the
auditing process.
1.
The name and
address on the voucher must match the invoice exactly.
Changes can be made in the Addr field on the Schedule
Payment-Dept Use panel. If
the address is not found in PeopleSoft, the UHS Accounts Payable and
Purchasing Vendor Setup Form
needs to be filled out and forwarded to the Finance Office. Contact Debbie Jozwiak if you have questions.
2.
Remember to type in a short description on the Line
Information and Charges panel.
3.
Membership vouchers must be signed by the President.
Refer to the UHV Administrative Policy and Procedures in the
General section A-11 at http://www.uhv.edu/fin/
policy/index.htm
4.
Reimbursement vouchers to an employee must be signed by a
person of higher authority.
5.
UHV should process vouchers from invoices only.
If you receive a statement that references an invoice number,
contact the vendor to request a faxed copy of the invoice.
6.
Scheduled Due field on the Schedule Payment-Dept Use panel
needs to be changed when an earlier payment date is desired.
This happens when processing vouchers for library materiels,
subscriptions, maintenance agreements,
memberships, registrations, telephone and utility bills.
Refer to the Purchasing Manual for other prepayment
requirements at http://www.uhv.edu/fin/
purchasing/home.htm
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