Disbursements Newsletter Cheque This Out · Disbursements Newsletter. Cheque This Out ... hildren...
Transcript of Disbursements Newsletter Cheque This Out · Disbursements Newsletter. Cheque This Out ... hildren...
Disbursements NewsletterCheque This Out
December 2008
Disbursements Open House: Join us for a tour of Disbursements Mark your calendars! Disbursements will be hosting an open house on Thursday, January 22, 2009 from 1‐3. Join our list serve today to receive updates on this event and other important Disbursement’s topics.
Issue: 2
In This Issue
Eliminating the Department Order
Paper Form
Tips from Our Experts
Notable Update
Take a Break!
Get to Know Us
Dear Mr. Owl
Customer Satisfaction is
our focus!
The online Customer Satisfaction Survey is
coming out in January of 2009. The online survey
tool is from the VC Business Affairs to
measure how we are do ing. Please take a few
minutes to give Disbursements your
feedback by completing our section of the
survey.
Eliminating the Department Order Paper Form The time is now! Eliminating the Department Order paper form has become crucial to ensure accountability and prompt payment of invoices. The number of invoices received in Disbursements that reflect a paper Department
Order that have not been recorded in the UCSD financial system has been steadily increasing. Another consideration is that Department Orders will eventually be replaced by the one stop shopping site, Marketplace, which is scheduled to be released in 2009. So with the exciting campus‐wide release of the Marketplace just around the corner and the continued success of the Express Card program; purchases made using a Department Order should be greatly reduced. Representatives from Disbursements and Procurement & Contracts, recently invited campus users of the paper Department Order to take a survey and attend an information sharing session to obtain more information on the current use of the paper form. At the information sharing session, a demo of the existing online Department Order was presented. An excellent discussion and needs assessments, by both campus users and business process owners, followed. The meeting ended on a positive note with most participants stating that an enhanced online Department Order has the potential to meet their needs and ease the transition when the paper Department Order is eliminated. A key requirement of the enhanced process will be to systematically provide the business office the critical authorized buyer information.
So in summary, due to the increase in the volume of invoices that cannot be paid or otherwise tracked back to the ordering department several initiatives have been taken: 1) a survey was sent to campus users to obtain input on the current use of the paper department order; 2) a collaborative information session was held and, 3) a solution is being explored. We are currently in discussion with ACT on the development of a solution. Once a solution has been agreed upon the process owners and volunteers from the information session will collaborate to implement a viable solution. Subscribers to the Disbursements’ list serve will receive announcements on the progress of this much needed change. We appreciate your support and understanding. Questions? Contact Ana at [email protected] or Ellen at [email protected].
Training Opportunities
Disbursements brings
training to you. All of our training sessions are now available online. These are great as refresher
courses too.
Disbursements Policy and Procedure
Express Card Department Administrator
Express Card Cardholder
Payment Authorization
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Tips from Our Experts Searching for your ACH deposit?
ACH depositing funds become available 2‐3 workings days after notification. Looking for the status of a Payment Authorization Document and find the document has not been approved?
Here are some suggestions on what to do next:
• Check the online approval hierarchy to see if the document has been approved at all departmental levels (levels 3 & 2)
If it has not been approved at Level 2 – please follow‐up with your departmental approver
If it has been approved, this means that it may be in Disbursements’ queue pending processing
• Before going to the next step, a quick reminder that Payment Authorization is an
online application that is used for reimbursement requests that is handled by two different divisions, Disbursements and Travel. If the request is for Mileage or Entertainment, documentation and the contact person would be a Travel representative, not Disbursements. Even though we are located in the same suite and currently have the same mail code, these are two separate divisions of Business & Financial Services.
• If the Payment Authorization was for a Disbursements related reimbursement, make sure that any receipts or other type of supporting documentation has been sent to Disbursements (Pay Auth Mail Code 0955)
The typical turnaround time will be 3 working days after all supporting documentation is received in Disbursements.
• Review the bottom section of the Document Text to see if there are any notes about the handling of that particular document
If you have any questions at that time, please contact one of the Payment Request Specialist.
Quotable Quote
"An optimist is someone who goes after Moby Dickin a rowboat and takes the tartar sauce with
him." ‐‐Zig Ziglar
Take a Break with Disbursements Upcoming sessions Coffee Break sessions will be held continuously throughout the year. Get answers to all your questions and join the other numerous others throughout UCSD who have already joined Disbursements for an informal discussion on Payment Authorization, invoice processing, the Express Card, and other hot topics while sipping on coffee and chatting with your co‐workers. Click the Finance tab in Blink for upcoming dates. Interested in scheduling a session just for your department? Contact Ana Vigil or Robin Posner for details.
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Getting to Know Members of Our Team Stephanie Wallace Stephanie Wallace is a native San Diegan with an Italian heritage. Both her and her son, Samuel, have resided in San Diego all their lives. Stephanie who came to the Disbursement division on a temporary assignment in April 2006 sharing her time between the Check Write and the Payment Requests areas until she secured a permanent position within the Payment Request area in January 2007. When asked, “”What have you learned most about your time in Disbursements?” her response was, “That there is an amazing amount of background work that goes into handling transactions to achieve the final result.”
Stephanie is responsible for processing payment authorizations as well as petty cash reimbursements in an area that at times receives up to 1000 requests per week. Many of these require additional communication via email and/or phone calls. Stephanie loves the ocean, being in the outdoors walking and hiking, photography, flowers, and has a great love for classical music, books, and the classic movies. Currently, she is reading, “Just Jane” by Nancy Moser and the last movie she viewed was Rebecca. In interviewing Stephanie for the newsletter, she loves discussing and reminiscing about
Notable Update: As of 1/1/08 to comply with an IRS regulation, Disbursements requires the submission of IRS W‐9 form in order to set up certain payees. This form is required if the payment that will be made will be considered compensation. Examples of this are honoraria, human subject payments and those for entertainment services. Click here for more information
earlier times. She remembers when downtown San Diego was the main place for shopping and the beautiful architecture of their buildings including the US Grant, El Cortez, and the Hotel Del in Coronado. San Diego was a much smaller city and life moved at a slower pace; Mission Valley still had cow pastures and dairies and no shopping malls. Alex Gutierrez‐Burgos
Alejandra (Alex) Gutierrez Burgos came to UCSD on a temporary assignment to Disbursements in February 1993 that started with separating invoices where she quickly moved on to become the division’s receptionist. She has worked in various positions in Disbursements working her way up to her current position as a member of the Payment Assistance Resolution Team. A h lex truly loves her job and the rapport that she has built wither customers both inside and outside of UCSD that comes f working in Disbursements. She says rom her many years ofher to succeed comes from hearing the reward and drive e xcitement and gratitude in her customer’s voices when she
is able to educate and deliver the results for her customers. Through continued staff education and various training efforts, Alex hopes to continue to exceed the expectations of her customers and her peers. Her attitude is very infectious am around the office as is her willingness to participate in tefunctions, celebrations and holidays. She can always be counted on to participate in celebrations as her favorite holiday is Christmas, followed closely by her son’s favorite holiday of Halloween. Alex moved to San Diego from San Jose and was very fortunate to meet her husband at UCSD after moving to the position of receptionist. They have three children ages 7‐13 and she spends her free time with family and friends, playing Pictionary, family sports and is an avid gym rat.
Click the mailbox to submit feedback on this
newsletter.
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Who we are & what we do
Dear Mr. Owl
Dear Mr. Owl: Why hasn’t my invoice been paid? It was sent to Purchasing where I also submitted the backup for my PO request. Disappearing invoice: Paperwork, including invoices, sent to Purchasing is considered backup documentation and is not forwarded to Disbursements. To ensure invoices are paid in a timely fashion, please make sure the vendor submits a copy directly to the Disbursements Office. Dear Mr. Owl: Why do I run into a problem when I use the PAY Approval Template when processing a mileage reimbursement? Template Tizzy: You need to use the MLG (Mileage) Approval Template so that your document will be routed to Travel for approval.
Have a question for Mr. Owl? Send it to [email protected], subject: Dear Mr. Owl
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Affiliate Division Updates:
Be in the know – get on the list! Subscribe to the Travel and Entertainment email list serve to receive
occasional updates and special announcements.
Travel and Entertainment will be hosting their open house in conjunction with the Disbursements department on January 22, 2009
The Travel and Entertainment Team is located in the same suite as Disbursements at TPCS, Suite 415.
olla | CA | 92093 UCSD | 9500 Gilman Dr. | Mail Code 0955 | La J
Editors: Michelle Connolly, Wanda Procopio, & Tracy
Buchanan Editor-in-chief: Ana Vigil
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