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University Affairs - Business Processing Centrilization
ALUMNI AFFAIRS
INSTITUTIONAL ADVANCEMENT
STRATEGIC COMMUNICATIONS/ADVOCACY
EVP’S IMMEDIATE OFFICE
Objective
The purpose of this session is to inform you of changes in administrative processes that will go into effect on January 2, 2006.
When you complete the training, it is important that you understand:
- How to place routine orders for goods and services
- How to make travel/airfare arrangements
- How to request entertainment and travel reimbursements
- What your responsibilities are in terms of providing receipts and backup documentation
- University Affairs expanded reimbursement policies – 21-day limit for receipt submission
- How to request IT support using the new online system
UC Policies
University Affairs Expanded Reimbursement Policies
- Effective January 2, 2006 , travel and entertainment claims must be submitted within 21 days of completion of the trip or meeting; the only exception is monthly submissions for recurring expenses (e.g., mileage, BART or Metro). These receipts may be submitted monthly but must be submitted within 21 days of the end of the month they are incurred. (For example, charges incurred in January must be submitted for reimbursement by February 21st.)
- Original receipts are required for all reimbursements with the exception of BART, Metro, parking meters and vending machines. Exceptions to this policy may only be granted by the Executive Vice President and will not be considered common practice.
- Proof of payment is required for all reimbursements. For cash purchases a receipt must contain the name of the payee, what was purchased, and the payment date. For credit card purchases, the credit card slip must reflect the business name, address and phone number. An original letter from the vendor with the information described above is acceptable in lieu of a receipt.
*** SrVP Darling has agreed to allow for a “grace period” between now and January 31, 2006 for processing of outstanding reimbursements in the current fiscal year – those expenses incurred between July 1, 2005 and January 1, 2006. The 21-day rule described above goes into effect on January 2, 2006. ***
Current Reimbursement Rates (as of September 2006)
Mileage Reimbursement Rates Mileage rate is 48.5 cents per mile effective January 1, 2007
Maximum Rates for Entertainment:
Breakfast - $26.00
Lunch - $38.00
Dinner - $64.00
Light Refreshment - $17.00
Travel:
12-24 hours - $42.00
Over 24 hours - $64.00
DEPARTMENTAL PURCHASING
All purchases for goods and services should be coordinated through the Division Accounting and Purchasing Coordinator, Guillermo Rodriguez, at 7-0972, cubicle #12317A. While Guillermo is the primary contact, Gigi Stollar and Curt Denham will provide backup processing support in order to ensure a 48 hour turnaround on all requests.
The Department Order Form, is located on the UA website at http://www.ucop.edu/uer/biz/oasis/DOFORM.xls. A hard copy of the form is included at the end of this handout. Complete items 1-8 as noted on the attachment. You may submit the form in hard copy to Guillermo or as an attachment to an email.
Your request will be date stamped and placed with the vendor within 48 hours of receipt, provided all required elements are included. (Note that more than 48 hours may be necessary if the order is with a new vendor that is not already included in the UCLA purchasing database.)
Department Codes (required Item #2 on form):
Alumni Affairs 8195
Institutional Advancement 8185
Strategic Communications/Advocacy 8200
EVP Immediate Office 8170
Approvals - To make this process as simple as possible, Gigi Stollar and/or Curt Denham will review and approve all expenses for routine business and make the necessary accounting assignments. You do not need to secure department approval prior to submitting to Guillermo for processing. This means that if you have an order to place, you may give it directly to Guillermo and he will secure the necessary approvals for you.
That said, if you are purchasing an item that is out of the ordinary for you (unique or big-ticket item), it will expedite the process if you submit the request with your Department Head’s initials.
Documentation – For audit purposes, it is crucial that you provide the Division business office with confirmation of receipt of goods and services. Typically orders arrive with a packing slip. Please date and signthe packing slip confirming receipt of the order and return it to Guillermo. If there are problems with the order, or if it is incomplete, Guillermo will assist you in resolving the discrepancy with the vendor. If you do not receive a packing slip, please send an email confirming receipt of the order. Also, please forward any invoices that you might receive directly to Guillermo.
Reimbursement for out-of-pocket expenses – In general, employees should not place orders or obtain goods and services outside of the regular purchasing process. If, however, you have received approval from Gigi or Curt – IN ADVANCE – reimbursement may be obtained as follows:
- Provide Guillermo with the original receipts, taped to an 8 ½ x11 sheet of paper and include one additional copy. Reimbursements to employees require proof of payment such as a sales receipt, credit card slip or electronic receipt with the name of the payee, what was purchased, and the payment date. For credit card purchases, the credit card slip must reflect the business name, address and phone number.
- If there is sufficient space on the 8 ½ x 11 sheet, include the purpose of the expense and notate the prior approval you received authorizing the out-of-pocket expense. If space is not sufficient, attach an additional sheet with the required information.
General Supply Orders
Each department will continue to maintain their own general office supply stock. Departments should designate one individual to assess general office supply needs and submit a consolidated request once a week to Guillermo. UC’s contract with Office Max provides price incentives if we limit the numbers of small orders. We will place routine orders for office supplies once per week on Wednesday afternoons after 3:00 pm. If orders are urgent, please designate so on the Departmental Order Form and they will be placed outside of the regularly scheduled order process.
Federal Express
Each department will continue to prepare Federal Express shipping bills as they have been. The only change is that you will now provide the copy of the shipping bill to Guillermo. We will make changes in the Federal Express accounting system so that all invoicing will then come to Guillermo and he will prepare the online orders for payment.
Other Purchases/Services
Please consult with Gigi Stollar or Guillermo Rodriguez regarding the following purchase orders/agreements PRIOR to submitting paperwork or making any commitments to a vendor:
- Purchase requests that exceed $5,000 AND computer software and hardware, office equipment, and furniture.
- Internet Service
- Telecommunications Services
- Event Contracts
- Cross-Department Events (i.e. commitments of funds from multiple sources)
Please consult with Debbie Carlson regarding the following service agreements PRIOR to submitting paperwork or making any commitments to a vendor or individual:
- Independent Consultant Agreements
- Professional Service Agreements
- Contract Employees
- Temporary Employees
- Student Interns
TRAVEL ARRANGING
UA Department Heads who currently have proxies who prepare orders for airfare will continue that practice. This includes Geoff O'Neill, Bruce Darling, Michael Reese and James Stofan.
All other UA travelers may secure airline tickets and make travel arrangements via the following process:
- Send a request via email to Guillermo including the following information:
Name of traveler
Dates/times of travel
Origin (i.e. OAK, SFO) and destination
Purpose of trip
List other needs such as rental car, lodging or special requests (dietary restrictions, disabled access etc.)
- Guillermo will transmit the information provided to UCLA Travel with a cc: to the traveler.
- UCLA Travel will respond via email with a proposed itinerary - sent to Guillermo and the traveler.
- The traveler will review and confirm with Guillermo whether or not the itinerary is acceptable.
- Guillermo will provide UCLA Travel with a BruinBuy Order number to purchase the airline tickets and will provide final confirmation/documentation of the trip details to the traveler.
TRAVEL AND ENTERTAINMENT REIMBURSEMENTS
All travel and entertainment reimbursements should be coordinated through the Division Accounting and Purchasing Coordinator, Guillermo Rodriguez at 7-0972, cubicle #12317A. While Guillermo is the primary contact, Gigi Stollar and Curt Denham will provide backup processing support in order to ensure a 48 hour turnaround on all requests.
Employees may be reimbursed for expenditures related to local, domestic, or international travel while conducting UC business. Entertainment expenditures incurred while on UC travel are also reimbursable.
The University Affairs Reimbursement Form, is located on the UA website at http://www.ucop.edu/uer/biz/oasis/UARF.xls. A hard copy of the form is included at the end of this handout. Complete ALL items as they relate to travel and/or entertainment.
Submit the form in hard copy to Guillermo along with all original receipts affixed to an 8 ½ x 11 sheet of paper and include one additional copy of the receipts. Please include receipts for each day on separate sheets (as many as necessary per day) and organize in chronological order.
Your request will be date stamped and processed online within 48 hours of receipt, provided all required elements are included.
Review and approval responsibilities are as follows:
- Guillermo will prepare ALL reimbursement requests online in Express.
- Guillermo will submit the expense report, print out a bar-coded cover sheet and then fax the cover sheet and original receipts to UCLA Travel Accounting. (Originals will remain in A&FS as office of record.)
- An email will be generated to the traveler. The traveler must review the online voucher and receipts and formally submit the expense report. This online submission serves as an electronic signature approving the expenses. It certifies that the expenses claimed by the traveler were incurred on official University business.
- After the traveler submits their online signature, Gigi or Curt will receive an email notification and then approve, reject or request additional information as may be necessary. (Note: If there are issues with missing receipts, required additional documentation or exceptions to policy, it is expected that Guillermo will resolve these with the traveler prior to the online entry process.)
Approvals – Again, to make this process as simple as possible, Gigi Stollar and/or Curt Denham will review and approve all ROUTINE travel expenses and make the necessary accounting assignments. If, however, you are requesting reimbursement for travel that is out of the ordinary for you (i.e. travel when you typically do not travel, or travel abroad when you typically only travel to Regents’ meetings, etc.), you should secure Curt’s, Gigi’s or your Department Head’s approval IN ADVANCE in order to ensure that you are appropriately reimbursed. If there is any question, opt to secure the advance approval.
Documentation – Original receipts are required for all reimbursements with the exception of BART, Metro, parking meters and vending machines. Exceptions to this policy may only be granted by the Senior Vice President and will not be considered common practice.
Deadlines – Effective January 2, 2006, travel and entertainment claims must be submitted within 21 days of completion of the trip or meeting; the only exception is monthly submissions for recurring expenses (e.g., mileage, BART or Metro). These receipts may be submitted monthly but must be submitted within 21 days of the end of the month they are incurred. (For example, charges incurred in January must be submitted for reimbursement by February 21st.)
GENERAL PURCHASING/REIMBURSEMENT NOTES AND REMINDERS
Administrative and Financial Services will process all payments to employees and vendors in a timely manner provided we receive the necessary information and documentation. It is important to note that all of the forms used to process reimbursements or payments are necessary to meet our audit requirements.
Under no circumstances should you incur travel expenses for other travelers; employees, non-employees or students.
Under no circumstances should you enter into an agreement with a vendor or individual that exceeds $5,000 and/or your authority to do so.
UCLA Purchasing is the only entity authorized to sign ANY agreements on behalf of the institution. This includes hotels, catering contracts, etc.
New IT/Desktop Support Workorder System
In an effort to streamline the process for IT support, University Affairs is instituting a trouble ticket and request tracking system, effective January 2, 2006. The new system is very easy to use and it will assist IT support staff in better tracking of workload and providing users with enhanced communications regarding the status of their requests.
The new system will provide users with a more comprehensive support system through a web interface, allowing enhanced communications such as status report emails and online bulletins of current global or office-wide IT problems.
Users will enter work order requests 1 of 2 ways –
Via the web interface as follows:
- Point the browser to http://lion.ucop.edu/
- Log into the system by typing user name (e.g. “Chris Parmelee” without the quotes)
- Enter the password “help” (without quotes)
- Click the Login button.
- The Submit Work Order Screen will appear.
- Complete as much information on the screen as possible as it will help IT support staff diagnose and solve your problem more efficiently. Completed information should look similar to the attached sample.
- Hit the Save button and your request for work will be submitted into the system and IT support staff will be notified of a pending request for support.
Via email as follows:
- Send an e-mail to help@ua.ucop.edu with a descriptive subject line and a detailed message describing the problem as best as you can.
As IT staff work on your request, you will receive the following notifications:
- An automated message from the system letting you know that the request has been received.
- A follow-up e-mail when the job is completed.
- The option of providing satisfaction feedback.
You can also check the status of your service request by logging into the web client and clicking on “history”, then the specific service request.
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