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Corporate Financial ServicesOpen House: December 15, 20109 am – 10.30 amUCLA Faculty Center

Corporate Financial ServicesAgenda Corporate Accounting Gift Card Purchases – Policies & Procedures Accounts Payable New Customer Service Team Procedures for BruinBuy Catalog Price Mismatches (“I” StatusInvoices) Campus Closure - Important Dates Future Vendor Set-Up Request Requirements Reducing Payment Delays Other Issues (Including Reimbursements, Wire-Transfers, VendorInvoice Portal and ACH/EFT Payments) Tax Services Department Sales Sales & Use Tax Issues

Corporate Financial ServicesAgenda Purchasing & Strategic Sourcing Updates Travel Programs Connexxus Pre-Trip Authorizations Payroll Campus Closure Check Distribution (Consumer Protection Act Red Flags Rule &Check 21 Law) Online W-2 Q & A Session

Corporate Financial ServicesCraig SquireDirector, Corporate Accounting

Corporate Financial ServicesEmployee Gift Cards No form is needed if names are known Names and business justification must be inthe BruinBuy order or attached to paperwork Large purchases with no names require theform and the justification http://www.accounting.ucla.edu/ap/forms/Gift Card Request.pdfArticle ID: 1004580

Corporate Financial ServicesGift Card Request Form

Corporate Financial ServicesHuman Subject Gift Cards All human subject gift cards require the “GiftCard Request” form, IRB approval and thehuman consent form The entire package should be submitted to PatRomero in General Accounting http://www.accounting.ucla.edu/ap/forms/Gift Card Request.pdfArticle ID: 1004580

Corporate Financial ServicesBelinda BordenDirector, Travel Programsbborden@finance.ucla.edu310 206-6060

Corporate Financial ServicesCONNEXXUS TRAVEL PROGRAM Now implemented system-wide Includes online booking option **NEW** Pre-Trip Authorization Only mandatory change Classes can be found in LMShttp://lms.ucla.edu/ Travel closed for winter break

Corporate Financial ServicesJack Kwok LiCustomer Service Team-Leader,Accounts Payable

Corporate Financial ServicesCustomer Service Supervisor: Martin Richardson Contact Info Team-Leader: Jack Kwok LiTeam-Members:Kevin Shin, Ryan Delaney & Open Position(310)794-0197ap@finance.ucla.edu (monitored by team)Phone Hours 9 am – 11 am 2 pm – 4 pm

Corporate Financial ServicesCustomer Service Project Team formed to look at issues with goal ofincreasing customer satisfaction Identified Top Customer Issues and Concerns Consistency within AP department Limited customer service hours Ease of contacting Identified Possible Solutions &Recommendations

Corporate Financial ServicesCustomer Service ProjectRecommendationsProsCons1. Extend Customer Service HoursIncreased availability for customersIncreased invoice backlog, reducedscheduling flexibility and higher staffturnover2. Update all Staff (APprocessing/policy review)Will help with uniform processingstandardsFinding time to schedule training3. Create New Hold Reason CodesPossibly will limit CS calls4. Recommend staff to add AP Portallink to email signatureAllows access to campus policies &instructions on issues and questionsMay take time to review andapprove new codesPortal perceived as not userfriendly, some customers prefer tocall or e-mail instead of using onlineresources5. Upload attachments via BruinBuyEasier access to requested materialsDate of availability unknown6. Refresher Open House/Q&Asessions on campus for differentpolicies or policy changesWill clarify information for campusdepartmentsPeople requiring assistance mightnot attendAllows departments to have aphysical location to find theresponsibilities assigned to each CFSdepartmentNeed to research: Takes time tocompile an accurate and detailedlist; Difficult to maintain.7. List/create diagram of CFSdepartmental duties for customers

Corporate Financial ServicesCustomer Service Project Next StepsFinish recruiting for open positions Establish Campus Focus Group. Pleasesend nominations or requests to: Maggie Hui Ju Liao at mliao@finance.ucla.edu Send recommendations for improvement toAP Portal:Juan Franco at jfranco@finance.ucla.edu Send feedback to Jack and Martin

Corporate Financial ServicesIan Da CostaAccounts Payable

Corporate Financial ServicesCampus Closure Important Information No vendor checks will be mailed out during theclosure. Checks with due dates of 12/16/10 will be mailedon 12/17/10. After that checks will be mailed nextyear.Last day to pick-up checks from Murphy Hallis: 12/17/10 (9.00 am – 3.30 pm ) Scheduled EFT/ACH payments will continue togo out during the close except on University orbank holidays.

Corporate Financial ServicesProposed Vendor Set-up Requests Team working on new screens/procedures New reporting requirementsBetter compliance (i.e. income tax, sales & use tax)Manage mergers and acquisitionsMore detailed information obtained upfrontDefault terms codes and tax treatmentArchive inactive recordsRequire EFT payments (similar to the Federal Govt)

Corporate Financial ServicesHow to reduce delays!Wendy YuAccounts Payable

Corporate Financial ServicesEFT/ACH Payments Electronic Funds Transfers are beneficial tothe University and vendors: Allows us to send payments directly to the vendor’s bankinginstitution anywhere in the United States.Vendor receives EFT within three business days from the duedate of the payment along with a remittance adviceSignificantly reduces delays in payment, no more mailing ofphysical checks.Savings for UCLA by reducing postage costs, eliminating lostchecks and reducing misapplied payments.Have vendors sign-up .pdf

Corporate Financial ServicesForeign Wire-Transfers If the receiving flag is set to “Yes” on the PO, complete receivingin BruinBuy.The Foreign Wire-Transfer Form should be signed at thedepartment level by the appropriate person or persons authorizedto approve these types of transactions. i.e. the Principal Investigator(PI), Chief Administrative Officer (CAO), Chief Financial Officer (CFO) orManager, etc. An original signature is required on the foreign wire-transfer form.Be sure the PO has sufficient funds to cover the expense take into consideration fluctuating conversion rates on foreign currencypayments.Add 5-10% to the PO dollar amount in BruinBuy for a British Pound or Europayments.Fill out the form to pay the exact foreign currency amount. (not the tolerance)

Corporate Financial ServicesForeign Wire-Transfers Deadline for A/P to submit wires for release is 10 am but we needsufficient time to review, enter and approve.Check BruinBuy for payment status. (Payment type: “WRE”)Foreign Source Income Statement (FSIS) If a FSIS is required, be sure to include it with the wire-transferdocuments. For example an FSIS is required when paying a subaward invoice or independent contractor invoices for servicesperformed in a foreign country.If the invoices states where the services were performed, i.e. the cityor the country, as well as the time period involved then a FSIS is omeStatement.pdf

Corporate Financial ServicesEntertainment Checklist Official host and department nameDate and location of eventItemized receiptDescription and detailed business justificationAttendee list including affiliationSpouses or other guest in attendanceSpecific justification for guests of attendeesSpecific justification for employee spouse, family members orsignificant othersOverage justification (charged to the appropriate fund)Employee only meetings-specific justification for why meetingcouldn’t take place during regular working hours(instead of duringa meal)

Corporate Financial ServicesEntertainment Checklist Mail entertainment-related invoices and back-up to:Attn: Daisy WidjajaEntertainment TransactionsUCLA Accounts PayableWilshire Center, Suite 500143348 This is for mailing purposes only, she is not the main contact for allentertainment transactions For follow-up, contact the AP representative who entered the invoiceusing a QUE message. If the logon is inactive, contact AP customerservice via e-mail: ap@finance.ucla.edu Please include the PO#, invoicenumber (ICK) and vendor number (VCK) in your e-mail

Corporate Financial ServicesEDI & ViP Invoicing: Issues & SolutionsJohn TanAccounts Payable

Corporate Financial ServicesAgenda Electronic Data Interchange (EDI) Overview & VendorsBruinBuy Catalog OrdersNon-Catalog Orders“Dos and Don‘ts”Vendor Invoice Portal (ViP) Method and ProcessCommon PO Issues PO QuantityPersonal purchasesPreventing delays and Resolving H&I Issues

Corporate Financial ServicesEDI Overview1)Department submits order in BruinBuya)b)2)3)4)5)BruinBuy CatalogSpecial request (non-Catalog)Vendor receives, ships, and invoices orderInvoice received AND processed electronically viaEDI formatInvoices that are not paid by EDI are placed on “I”statusA/P Representative reconciles “I” status invoices1)2)Manually paying the invoicePlacing hold reason & contacting dept. for follow up (QUE)

Corporate Financial ServicesEDI Vendors OfficeMaxFisher ScientificVWRWaxieOwens & MinorSigma AldrichKST DataBioRadFedEx (BruinBuy Roundtrip) – PLEASE USE!CDW

Corporate Financial ServicesEDI Vendors BruinBuy Catalog Orders“F”, “I”, and “U” class POs Prices must match between order & invoice Vendor must issue credits to adjust invoicepricing Hold reason code “EC” - no action needed fromthe department end-user If on hold for an extended period of time, contactthe Strategic Sourcing Buyer

Corporate Financial ServicesEDI Vendors Non-Catalog Orders“N” and “A” class POs Prices must match between order & invoice Vendors are not required to issue credits onprice mismatches Contact vendor to dispute pricing Change order

Corporate Financial ServicesEDI Vendors - “Dos and Don’ts” Double check order before “Submit!”Items and quantity Dept. Code Ship to address Do not create changes or close POs unlessnotified by A/P or Purchasing PANs, order confirmations not requiredunless requested Email: EDI@finance.ucla.edu Add vendor name to subject line

Corporate Financial ServicesVendor Invoice PortalHow are ViP invoices processed?1.2.3.Vendor uploads invoices electronically through ViPsystemA/P Representative matches invoices lines to PO linesin ViP system (everything must match in order to pay!)Each night, processed invoices are loaded intoBruinBuy/PAC system If all match, then invoice is paid (“P”“C” Status)If discrepancies exist, invoice will be on “H” or “I” status w/hold reason code

Corporate Financial ServicesVendor Invoice Portal ASUCLAArrowheadSpherionCastle PressStandard RegisterBioExpressOthers pending (check website for details)

Corporate Financial ServicesVendor Invoice PortalCommon PO issues Quantity incorrectly set to 1 PO: PO LineQTYUnit PriceLine Amt#11 20 20PO Total 20Invoice:Inv LineQTYUnit PriceLine Amt#12 5 10#21 10 10Invoice Total 20

Corporate Financial ServicesVendor Invoice Portal 21)options for a correct POInv LineQTYUnit PriceLine Amt#12 5 10#21 10Invoice Total 10 20PO LineQTYUnit PriceLine Amt#1NONENONE20*Not an option if using object code 91xx2)PO LineQTYUnit PriceLine Amt#12 5 10#21 10 10

Corporate Financial ServicesVendor Invoice Portal Personal Purchases on an InvoicePersonal items should be paid for on adifferent transaction, not combined with a POpayment (e.g. ASUCLA) If an item cannot be fully purchased with aPO, the purchaser should not “make up thedifference” with personal funds

Corporate Financial ServicesVendor Invoice Portal Preventing Payment DelaysMake sure vendor has a current and open POon file to upload their invoice Create open line item A-release orders forArrowhead invoices, not one PO per invoice If ordering plastic cups, make sure you have a lineitem devoted solely to the plastic cup charge