Accounting & Travel Services Update

Partners in Progress – December 2016

Contracts & Purchasing

• Online courses in Traintraq

– #2112370 Purchasing Basics

– #2111872 Payment Card Training – FMO

• Software/hardware purchases route through PITO before going to AABS or Procurement Services

• http://contracts.tamu.edu/rules/

• Other resources available:

– Approved templates and addendums (hotel, ISP, purchasing MOA, speakers)

– Contract listing

– Delegation of Authority

Laserfiche DCS

Pay Vendor Invoice & IDT Review

• Approval timing:

– Regular (non-rush) items: 4 days

– RUSH items: 24 hours

• Re-assigned to all department approvers after

period noted above.

• Email reminders with detailed instructions are

sent at each step in the process.

DCS returned for correction

• If changes need to be made to the form, the DCS will be returned to the submitter for changes –please correct this DCS and re-submit, do not create a new form.

• Comments are sent via email and attached to the returned form to indicate the changes that need to be made. Click on the link in the email message or access the returned form from the tasks menu here: https://it-lf-ecmf.tamu.edu/Forms

Laserfiche, con’t.

• Continue to use DCS in Moses for IT items ordered through PITO.

• Updates to department liaisons, department approvers or to request licenses for new users, email ats@tamu.edu

• Tab (instead of mouse clicks) between fields for better response time and accuracy of the drop down selections.

• Approval is available on a mobile device – watch for instructions via AABS Laserfiche listserv.

Payment Card Receipts

• Receipts to be submitted via DCS asap following purchase.

• Weekly will be sent for missing receipts older than 7 days.

• After statement close (around 3rd of the month), reminders will be escalated in order to complete the statement and secure necessary signatures.

Payment card administrators

• Cardholders/administrators are required to take online training every 2 years. Other card users are encouraged to take the training as well –Course #2111872 Payment Card Training – FMO in Traintraq.

• Let us know if there are any changes to cardholder administrators in the departments so training and receipt reminders are going to the correct individual within the department.

Travel Receipts

• Required receipts -http://fmo.tamu.edu/media/368107/receiptreq_ssummary.pdf

New ATS travel reviewers

• Add these individuals as expense delegates in Concur to assist with creation/correction of expense reports:

– Chris Brooks (cbrooks@tamu.edu)

– Kyle Mohan (kylemohan21@tamu.edu)

– Joseph Lammers (jlammers@tamu.edu)

• Continue to email ats@tamu.edu for card limit increase/decrease.

Return to Aggiebuy!

• Aggiebuy will replace BAM – end of Jan/early February.

• Existing orders in BAM will be processed and paid, all new orders will be placed in Aggiebuy once available.

• Classroom & online shopper training available.

• Routing issues are resolved in Aggiebuy – documents will route directly to ATS – not additional notification to ATS is required for us to process your orders.

• IT orders will still route through PITO using the old DCS until further notice.

• Resume use of all punch-out vendors available in Aggiebuy – office supplies should be ordered through Staples contract.

• Discontinue use of payment card for items that can be ordered through Aggiebuy punch-out catalogs.

Future Dates

(08:30 – 10:30)

• 26 JAN 17

• 17 FEB 17

• 14 MAR 17

• 21 APR 17

• 19 MAY 17

The next “Partners in Progress” monthly Customer Forum is 26 JAN!

The subject of January’s forum is

“Traditions of Excellence” (Tips on Award Packet Submission)

Guest Speaker:

William McGlothlinProgram Coordinator

Division of Academic Affairs, Business Services | Texas A&M University

Thursday, January 26th, 2017

08:30-09:00 (Meet the AABS Team/Social Hour)

09:00-10:30 (Guest Speaker)

GSC Room 101 A

Refreshments will be provided!

Door Prize!!!!!!