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PROCESSING EMPLOYEE REIMBURSMENTS AND CONSULTANT PAYMENTS IN PEOPLESOFT FMS

PROCESSING EMPLOYEE REIMBURSMENTS AND CONSULTANT PAYMENTS IN PEOPLESOFT FMS. STEPS TO PREPARE ADMINSTRATIVE STAFF. To obtain complete training to process employee reimbursement and consultant payments requires attending 34 hours of training in Peoplesoft FMS training classes:

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PROCESSING EMPLOYEE REIMBURSMENTS AND CONSULTANT PAYMENTS IN PEOPLESOFT FMS

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  1. PROCESSING EMPLOYEE REIMBURSMENTS AND CONSULTANT PAYMENTS IN PEOPLESOFT FMS

  2. STEPS TO PREPARE ADMINSTRATIVE STAFF • To obtain complete training to process employee reimbursement and consultant payments requires attending 34 hours of training in Peoplesoft FMS training classes: • Financials Overview (3 hours) • E-Procurement (6 hours) • Accounts Payable for End Users (9 hours) • General Ledger (7 hours) • Travel for End Users (6 hours) • UT Grants (3 hours)

  3. STEPS TO PREPARE ADMINSTRATIVE STAFF • For the initial push of training classes, HR & FMS group agreed to eliminate some prerequisites by supplementing the travel class with enough information from E-Procurement and Accounts Payable to enable staff to process travel. • Reduced required training hours to 19 for the initial push • 361 administrators have attended classes • Draw back is lack of troubleshooting techniques

  4. STEPS TO PREPARE ADMINSTRATIVE STAFF • Created the Travel Clinics to augment travel training • Lead by ERT staff • Creates a hands-on clinic where participants can bring live problems and receive hands on assistance from ERT staff • Provides troubleshooting techniques and helpful hints not included in the travel training classes • In excess of 56 participants attended sessions in November • Four additional small clinics are scheduled for February • Two large scale clinics are scheduled for last week in January • Training documents have been revised to include information from Travel Clinics and were posted on January 14th • Re-instatement of prerequisites for required additional training classes to ensure overall understanding of how each module works

  5. COMMON PROBLEMS WITH REQUESTS • Basic policy issues • Missing receipts • Over maximum lodging/meal allowances • Travel Worksheet not signed by the traveler • Car rental justification when staying at the host hotel • Two individuals in the same room • Missing Washington Travel form • Submission of items which can be construed as personal expenses without justification • Missing registration forms

  6. COMMON PROBLEMS WITH REQUESTS • Budget errors • In excess of budgeted of 20% tolerance • No budget exists • Grant funding ended • Comments box not complete with benefit to UT or no screen print included with voucher • PO not matched to the voucher to ensure funds are disencumbered upon payment • Expense accounts are not distributed to match the Travel Worksheet • Cost Travel Page not entered into FMS • Screen prints of vouchers do not include the voucher number

  7. ERT PROCESSING PROCEDURE • Audit is done from paperwork received from department administrator • Reimbursement requests in excess of 60 days are considered priority processing • Registration payments are turned around within two working days of receipt to ensure the payment is received prior to the trip • Problem transactions are addressed via email to administrator and traveler • Problem transactions not addressed after two business days are returned to the department for further processing

  8. ERT PROCESSING GOALS • Turnaround all “non-problem” requests within 10-12 business days -Under TUFIMS turnaround was 5-7 business days -FMS requires additional time for PAF approval prior to reimbursement • Process 70-80 transactions for payment daily -Under TUFIMS processed 85-90 daily -Have increased from 30-40 transactions in Sept and October to 60-70 currently • Problem transactions will be returned to departments within two business days of initial contact if no response • Process registration payments within two days of receipt • Address all email within 24 hours of contact -Encourage administrators to use UT Travel email address instead of individual ERT staff

  9. What Else Are We Doing to Help Reduce Processing Times? • Identify faculty and/or departments with backlog of transactions • Work with DMO and administrators to address issues and ensure faculty receive reimbursements in a timely manner • Hired new .50 position to assist with troubleshooting problem transactions • Added full-time temporary to assist with organizing incoming mail and assist with customer calls • Create a monthly bulletin to communicate hot topics and new information • Re-establish Employee Reimbursement Focus Group meetings • Congratulate administrative staff who are processing documents with 90% accuracy • Emails to recognize our Shining Stars will be processed to individuals with copies to DMOs, Departmental Chairman and Deans

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