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FSU Disbursement Services Townhall - May 17, 2023 Agenda

Welcome to the FSU Disbursement Services Townhall on May 17, 2023. The agenda includes introductions, updates on the new Travel Management Company and team members, details on the transition to Collegiate Travel Planners, reminders for the fiscal year end, and Accounts Payable procedures and deadlines. Important information on booking travel, managing expenses, invoice processing, and upcoming training sessions is also provided.

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FSU Disbursement Services Townhall - May 17, 2023 Agenda

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  1. Disbursement Services Townhall May 17, 2023

  2. Agenda Welcome Introduction of Disbursement Services Team Travel Management Company (TMC) Conversion Travel Updates Fiscal Year Reminders and Due Dates Coming Soon • Supplier Portal • AP Automation Questions • • • • • • •

  3. Travel Updates Daniel Halladay

  4. Travel Team Updates • Please welcome our two new travel Team Members! – Alex Buchholz, Travel Specialist: Joining us from the FSU Department of Student Support & Transitions – Constance Ostrus, Travel Specialist: Joining us from the Florida Department of Education, Bureau of Exceptional Education and Student Services

  5. New Travel Management Company • FSU is moving from World Travel Services to Collegiate Travel Planners on May 25.

  6. What Does this Mean for Me? • Travel Requests and Expense Reports will remain available to enter/submit during this time. • Travel Booking via Concur online will not be available from 5/22/23-5/24/2023. Call World Travel Services to book during this time.

  7. How Won’t This Affect Me? • No need to re-book airfare booked prior to switchover. • Unused ticket credits still reside with airlines, but new TMC will need info in order to apply them.

  8. What Do We Recommend? • Book airfare for trips occurring in late summer after the switch (5/25) if cost and time allow. • Apply unused ticket credits used prior to the switchover, if possible. • Download Concur Mobile and Tripit Pro! Itinerary info still available here. • Check out our FAQs here!

  9. New Vehicle Rental Contracts • Announced in early March • Enterprise/National and Hertz have been added as contract suppliers • Check out the FSU Vehicle Rental Matrix found on travel.fsu.edu

  10. Fiscal Year End Reminders Travel Services Travel Booking is available throughout year-end. 6-9-23: Last day for fully approved cash advances to reach travel processor for issuing this FY 6-16-23: Last day for expense refunds to post this FY 6-22-23: Last day for travel office to approve ERs on current FY 6-23-23: Depts can enter and approve TRs, can enter, but not submit ERs. 7-5-23: Users can submit ERs again. • • • • • •

  11. Accounts Payable Year End Review Michelle M. Pohto

  12. Invoices • Send to Invoices@admin.fsu.edu • Invoices must include valid FSU PO numbers – Invoices without the PO # are rejected from being scanned into OnBase • Create a receipt in OMNI once the item(s) have arrived and been properly inspected.

  13. Document Management Accounts Payable cannot process an invoice on a closed PO. Review POs with receipts without Vouchers. Check Document Management for invoice(s). Request an invoice from the supplier • • • •

  14. Force Receipts • All items under $1K will be forced after 10 days of receiving the invoice in OnBase if the department has not done so already. • Due to the large volume, departments will no longer receive email reminders. • If the department has not received the items or there are issues with the item(s), please contact accountspayable@fsu.edu.

  15. Voucher Exceptions • Budget Exceptions – Insufficient budget or no budget exists • Match Exceptions – Missing Receipt – Amount(s) on the voucher do not match PO – Duplicate Invoice # and payment amount FSU_CTRL_AP_MATCH_EXCEPTION_SQ FSU_CTRL_AP_VCHR_BCM_ERRORS

  16. Payment Request (eprf) Criteria • Departments will be able to enter payment requests (ePRF) in OMNI in the new Fiscal Year, starting July 5ththrough August 31st for invoices referencing closed POs due to year-end.

  17. Payment Request (eprf) Criteria Payment Request Must Include: • PO # • Receipt # • Invoice must Match the PO • Sufficient Funds Payment Requests not meeting these criteria will be denied and the department will need to work with Procurement Services to obtain a new PO.

  18. Fiscal Year-End Reminders Accounts Payable 6/16- Last day to submit invoices on PO’s to be vouchered before year-end. (Item(s) must have a matching receipt in OMNI) • 6/16-Last day to request an Employee Cash Advance and/or replenishments • 6/20-Last day to request Foreign Wires to ensure payment by year-end. •

  19. Fiscal Year-End Reminders Accounts Payable 6/21-Lay day to departmentally approve ePRF unencumbered requests by 5:00 PM. Access will be removed after 5:00 PM. • 6/22-Last Day to fix budget errors on vouchers with budget check errors. If not fixed, the vouchers will be deleted and will need to be re-entered in the new year. •

  20. Fiscal Year-End Reminders Accounts Payable 6/23- Last day to create a receipt in OMNI • 6/23- Last day to submit spreadsheet uploads • 6/23- Last day to create vouchers Absolute LAST DAY to have invoices paid. •

  21. Accounts Payable FYE Help Sessions • Tuesday, May 30thfrom 10:00 AM-11:30 AM https://fsu.zoom.us/j/96228332271 • Wednesday, June 7thfrom 10:00 AM-11:30 AM https://fsu.zoom.us/j/91691229318

  22. Intro to Accounts Payable Training • Tuesday, June 6th9:00 AM- 11:00 AM • Tuesday, July 11th9:00 AM- 11:00 AM • Tuesday, August 8th9:00 AM- 11:00 AM

  23. Card Program • 6/12- Last day for P-Card Proxies to approve transactions for the file dated 6/12/2023. • 7/5- All P-card Processes will resume for FY24. – Daily Pcard files from 6/16/23 thru 7/5/23 will be available for processing by proxies. – No email to remind to approve these transactions will be sent. – Unapproved transactions will be forced 7/12/23 at noon.

  24. Coming Soon Carla Daniels

  25. PaymentWorks Supplier Portal • Implementation - Fall 2023 • All new suppliers must use • Existing suppliers are encouraged to register

  26. PaymentWorks What is a Supplier Portal? • Suppliers enter information in a safe, secure system. • FSU receives vetted information in PaymentWorks • Once approved, information flows directly into OMNI.

  27. PaymentWorks How does this affect departments? • Supplier onboarding will be consolidated in a Central Office. • Suppliers will be onboarded by invitation only. • Encourage suppliers to make updates & changes proactively.

  28. PaymentWorks How Does This Affect Suppliers? • New supplier onboarding and existing supplier changes must be entered in PaymentWorks. • Central Offices will no longer be able to make changes or updates in OMNI.

  29. Transcepta –AP Automation • Implementation – Fall 2023 • Scope - PO invoices only (except CXML suppliers)

  30. Transcepta What is AP Automation? • Invoices will be sent directly to Transcepta • Invoices will be vetted to determine if valid • Invalid invoices will be returned to Supplier • Valid invoice details will be sent to OMNI and a voucher will be created. • Goal – AP will only have to work with problem invoices.

  31. Transcepta How does this affect Departments? • Invoice delivery will transition to Transcepta • Invoices will be processed faster • Invoices images will still be available in OnBase • Departments will need to monitor voucher exceptions for all suppliers.

  32. Transcepta How Does This Affect Suppliers? • Suppliers must register with Transcepta • All invoice will be sent to Transcepta • Invoices must contain required information such as PO # or they will be returned

  33. Suppliers should register with both Transcepta and PaymentWorks

  34. Questions?

  35. Contacts • Accounts Payable – AccountsPayable@admin.fsu.edu – AP Staff Directory • Travel – Travel@admin.fsu.edu – Travel Team Directory

  36. Resources • Year-End Calendar • Travel Management Company Transition FAQs

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