Mar_Apr_May_2005 Page4

Auditing vouchers requires legible back-up documentation. Speed up the process by always ensuring that copies are readable and not skewed so that a valid copy is attached.

Only three staples are required when forwarding voucher and backup documentation to the Finance Department; one for the original set, one for the backup documentation, and one that staples the original and copy together. More staples than three have to be removed in the Finance Department.

Order office supplies once a week. Each invoice requires a separate voucher so if you combine all requests during the week and order only once you will reduce the number of vouchers required to be prepared, audited, and processed.

Printing Reports? Check the “P” drive for the latest shortcut. P:\AllUHV\PeopleSoft 8.4 Job Aids; Shortcuts to Viewing Reports. Comment Section of Voucher: All of the comment section does not have to print on the voucher. Enter the full text of the comments but don’t worry if all of the comments don’t print on the coversheet. Finance auditors pull up the voucher and look at it on the screen so they see everything and it doesn’t matter what is on the printed copy.

Paperless Society

Budget journal workflow update – UH campus will implement full budget journal workflow in January and February. Document scanning for backup documentation on budget journals will be implemented. Will UHV be very far behind?

Training Statistics

There are 88 PeopleSoft authorized users. Of the 88 users, 14 individuals attended more than 10 classes each averaging at least one class a month during FY04. Unfortunately there were 15 individuals that did not attend one class during the year.
Class attendance was highest in July at 107 attendees followed by the next highest in February at 48 attendees.
There were 426 attendees for PeopleSoft Training classes for FY04.
PeopleSoft Training Classes are presented off campus as well at Sugar Land and the SBDC office. Individual training is available also.

Direct Deposit

In FY05, local Accounts Payable checks will be direct deposited. A website where vendors can obtain direct deposit payment information is planned to be implemented. Note: ACH direct deposits through Accounts Payable – The Treasurer’s Office will request an amendment to the Board of Regents banking resolutions at the February 17 Board meeting to allow local fund ACH direct deposits through Accounts Payable. Enterprise Systems, Accounts Payable, Treasury, and General Accounting (Bank Reconciliation) will be testing in January so that we can begin processing direct deposits as soon as it is approved by the Board. Chase, which is used by UH, UHD, and UHV, will be the first bank we work with on direct deposits. Afterwards, we will work with Bank of America (UHCL) and Frost (UHSA). We will first target vendors that receive the most checks and create a vendor self-service web page for vendors to obtain payment detail on their direct deposit.

Comments? E-mail AF Newsletter
Back to top | UHV Home Page | Vice President for Administration & Finance | Archive Issues