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Universal Vouchers Update 12/9/2008 Terry Cook, AVP, Admin. Services Ben Lowenthal, AVP, Financial Services - PowerPoint PPT Presentation


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Universal Vouchers Update 12/9/2008 Terry Cook, AVP, Admin. Services Ben Lowenthal, AVP, Financial Services. 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.

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Universal Vouchers Update12/9/2008Terry Cook, AVP, Admin. ServicesBen Lowenthal, AVP, Financial Services


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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.


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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)

    Note: UV form has been updated and is available at:

    http://www.umbc.edu/accounting/PS_Forms/UV_Form_12-5-08.pdf

  • 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


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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_statement.xls


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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)


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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.


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Update on Our commitments to you

  • PeopleSoft training

  • Business Process training

  • Communication

  • E-mail with invoice attached if receipt is not entered


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Questions?

  • Sharon Quinn, Director of Procurement - squinn@umbc.edu; 5-2540

  • Jim Citro, Director, Business Services-

    citro@umbc.edu; 5-3632


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Facilities ManagementO&M Back-charges

12/9/08

Terry Cook

AVP for Administrative Services


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Facilities ManagementO&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.


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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


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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.


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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 notinclude services provided by FM’s Planning & Construction Services such as renovations/alterations to buildings.


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Facilities Management O&M Back-charges

  • Questions?