"Universal Vouchers Update 1292008 Terry Cook, AVP, Admin"
Universal Vouchers Update 12/9/2008 Terry Cook, AVP, Admin. Services Ben Lowenthal, AVP, Financial Services 9/3/2010 www.umbc.edu Current Update on UVs • The volume of UVs has been reduced substantially (40%) from the previous 20,000 annually. • For the 3 month period through 9/30/08, there were a total of 3,100 UVs. • Any procurement issues are being addressed promptly and needed contracts are being put in place. • Potential audit issues are being addressed. 9/3/2010 www.umbc.edu Universal Vouchers – Appropriate Use • Honorariums/stipends • RSTARS payments • Registrations (where p-card is not accepted) • Association memberships (where p-card is not accepted) • Student cultural events (where p-card is not accepted) • Intellectual property rights payment Note: UV form has been updated and is available at: http://www.umbc.edu/accounting/PS_Forms/UV_Form_12-5- 08.pdf 9/3/2010 www.umbc.edu Travel & Miscellaneous Personnel Reimbursements • The “Travel Expense Reimbursement” form is used for both of the above reimbursements. • The form has been renamed to include miscellaneous reimbursements. • Form is on the web at: http://www.umbc.edu/accounting/PS_Forms/new_copy_of_expense_stat ement.xls 9/3/2010 www.umbc.edu Ordering & Payment Reminders • Adhere to purchasing guidelines. • Procurement will return UV’s not meeting criteria. • All Invoices must be submitted by vendor directly to Accounts Payable (Admin Building – Room 306) 9/3/2010 www.umbc.edu State Payment Process Reminder • Payment is made on same schedule regardless of Universal Voucher or PO. • Approximately 12-15 working days after submittal to Annapolis. 9/3/2010 www.umbc.edu Update on Our commitments to you • PeopleSoft training • Business Process training • Communication • E-mail with invoice attached if receipt is not entered 9/3/2010 www.umbc.edu Questions? • Sharon Quinn, Director of Procurement - email@example.com; 5-2540 • Jim Citro, Director, Business Services- firstname.lastname@example.org; 5-3632 9/3/2010 www.umbc.edu Facilities Management O&M Back-charges 12/9/08 Terry Cook AVP for Administrative Services 9/3/2010 www.umbc.edu Facilities Management O&M Back-charges • Previous approach: FM Operations & Maintenance (O&M) back-charged departments for a wide range of services. • New Approach: OM back-charges are limited to five (5) categories. 9/3/2010 www.umbc.edu Facilities Management O&M Backcharges • Moving Services • Department-owned equipment inclusive of fleet services • Events • Locks/Keys (excluding electronic locks which are currently handled by Telecom) • Special Requests 9/3/2010 www.umbc.edu Facilities Management O&M Back-charges • An on-line request is required. • Requests should be submitted at least 14 days prior to the date of service (with the exception of an item that requires immediate attention). • Applies to Academic & Administrative Departments only; that is, Auxiliary Services are handled differently since they are not State funded. 9/3/2010 www.umbc.edu Facilities Management O&M Back-charges • This change is effective immediately. • The FM website has been updated for this change. • Applicable information is available under “Request for Services” on the FM website. • This change applies to OM back-charges only; that is, this does not include services provided by FM’s Planning & Construction Services such as renovations/alterations to buildings. 9/3/2010 www.umbc.edu Facilities Management O&M Back-charges • Questions? 9/3/2010 www.umbc.edu