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Welcome to the APS Workshop

Welcome to the APS Workshop. Office of Financial Services. What is an APS form?. APS stands for Authorization for Personal Services. Required for authorization to engage and pay for professional services, contracted services, guest lecturers, and other temporary services.

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Welcome to the APS Workshop

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  1. Welcome to the APS Workshop Office of Financial Services

  2. What is an APS form? • APS stands for Authorization for Personal Services. • Required for authorization to engage and pay for professional services, contracted services, guest lecturers, and other temporary services. • The form can be found in the Forms Mine on the Financial Services website at www.admin.utep.edu/finsvcs.

  3. Who is Paid on an APS Form? • External Consultants – Individual independent contractors hired outside of UTEP. The payment voucher used is a VP2 paid through the Accounts Payable department. • Internal Consultants – Current UTEP employees (or employees that have worked for UTEP within the past year) not appointed in the department processing the APS form. The payment voucher used is an OV7 paid through the Payroll office.

  4. When do you need an APS Form? • Is the payment for services $251 or more? • If not, no APS is needed. Process an OV7 for UTEP employees with notes explaining the services performed. Process a VP2 for non-employees with invoices attached. • If yes, begin the APS form process.

  5. Step One: Complete The Form • Review the Contractor Classification Checklist. • The Rate/Total Fee should be a fixed amount. • Transportation or other expenses can be an estimate. • Estimates cannot exceed $100 of the actual cost. • Obtain the Independent Contractor’s signature on the first page of the APS form BEFORE finalizing an agreement for services. A resume must be attached to the APS form. • If the independent contractor is a non resident alien, send them to the Human Resources department to obtain access to Glacier for determination of tax treaty status.

  6. Example of APS Form Coversheet

  7. Example of APS Form Coversheet (continued)

  8. Contractor Classification Checklist Section I NOTE: Any answer of “YES” means the contractor is treated like a UTEP employee. Payment will be made on an OV7 and the department will be responsible for fringe benefits.

  9. Contractor Classification Checklist Section II NOTE: If the answers to Section I were “No”, please complete Part A, B, or C in Section II.

  10. Step Two: Obtain Approvals • The requested levels of approvals are listed on the front page of the APS form. • Effective September 1, 2006: APS forms no longer route to the President’s Office. All APS forms (including PACE) must route to the Payroll Office. • The APS form no longer requires signature approval from the President’s Office.

  11. Step Three: Approved APS Form Sent To Payroll Office • The original APS form (not a copy) is sent to the Payroll Office by the final approver of the APS form. • The Payroll Office will contact the department when the copy of the APS form is ready. • The original APS form is kept on file in the Payroll Office.

  12. Step Four: Processing The Payment • When the department receives the copy of the APS form from the Payroll Office, the following memo will be attached.

  13. Step Four: Processing The Payment (continued) • The attached memo will indicate whether a VP2 or an OV7 needs to be processed. • If a VP2 needs to be processed, determine if the contractor has a vendor file established. • Helpful screens: GG3 for vendor number look up and GG4 for name look up. • If a vendor file is not established, a Payee Information Form (PIF) should be filled out by the contractor. • Forward PIF form to Purchasing. • Once a Vendor ID is established, process the VP2.

  14. Step Five: Route The Payment Voucher • When the attached memo is sent back to the department, it will indicate what department to route the payment voucher. • Send VP2s to the Accounts Payable department. • Send OV7s to the Payroll Office. • *** Please note: MEMO NEEDS TO BE ATTACHED TO THE PAYMENT VOUCHER.

  15. Helpful Hints • If the processor does not have access to an OV7 document, please contact the HELP desk. • OV7s pay out on the two semi-monthly payrolls. • Emergency checks are not processed for OV7s.

  16. Contact Information • The Payroll Office is in University Towers Suite 100 (1900 N. Oregon). Our number is 747-5171. • The Payroll staff is: • Bertha Garay – Payroll Tech II • Mike Gonzalez – Accountant I • Marcos Armendariz – Accountant I • Cris Lopez– Accountant III • Olaya Hernandez – Payroll/Tax Manager

  17. Questions?

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