presented by lisa todd director of financial accounting
TRANSCRIPT
PRESENTED BY LISA TODD
DIRECTOR OF FINANCIAL ACCOUNTING
Paying Invoices &
Payroll Reminders
Accounts Payable Paying an Invoice
Internal Departments Weekly Deadline:
Tuesday 12:00 noon
Paying an Invoice Does the invoice have a Purchase Order
(PO) number or a Contract number? Is the PO closed with receiving? Does the following Invoice items match
the PO:1. Item description2. Quantity3. Pricing
YES Processing of the invoice continues
NO Processing is delayed
Are there funds to pay an invoice?
YES – Processing of the invoice continues
The invoice processing is completed
Check is issued
Checks are mailed out weekly to the vendors
Internal Travel and Continued Education should have special
instructions noted on the document Notifications to pick up internal checks are either via email or a phone call from
Joyce Zendejas or Cassandra Pardon
AP needs the following information on Internal Travel and Continued Education requests:1. Name2. Mail Stop Number3. Phone Number4. Cashier location for pick-up
Problem Invoices
Pricing - (Invoice is greater than the PO amount) AP enters what is listed on the invoice Lawson creates a buyers message to purchasing department Department and purchasing notified via email Reason code (BM) is entered into Lawson
Left off item -(Item is invoiced but not on the PO) Item could be a substitute Change to the PO Department and purchasing notified via email Reason code (LOI) is entered into Lawson
Over-Shipment - (PO line item is paid and closed) Vendor is billed for an additional shipment against the same PO number Department called using the same PO number Department and purchasing notified via email Reason code (DUP) (OVER) (AMEND) is entered into Lawson
o Department MUST either:• Increase the PO• Open a NEW PO• Return goods – Return copy of invoice to AP with updated information• Provide written authorization to purchasing to amend PO for payment• Original invoice is then matched to system, processed to be paid
End of the MonthPeriod End Report
Access to Ascend Software needed to view REPORT SAFE GL290 Report AP Manual Accruals consist of:
Checks disbursements Service type PO’s Contract Invoices
AP275 is a report of the invoice distribution history and invoice released to GL in the closed month
PO135 (RNI) Report PO with no invoice released for payment(\\sharedir\lawsonreports\Department Reconciliation-POMonthlyReview \2011)
Open Payable Report Open invoices for your department.
(\\sharedir\lawsonreports\Department Reconciliation-POMonthlyReview\2011\OpenPayablesReports)
Open PO (Purchase Order) Report(\\sharedir\lawsonreports\Department Reconciliation-POMonthlyReview\2011)
PO 251 Buyers message report worked weekly between AP & purchasing.
Receiving-Monthly expenses are posted to the budget in the month the PO is closed with receiving. Lawson rolls amounts into the PO135 at the close of the monthly period.
Variance report questions:
Complete variance request form and submit to Joyce Zendejas via e-mail or fax to 358-9315 for distribution to Accountants. The assigned Accountant will contact you once received and reviewed.
UHS
Frequently asked Questions Where are the invoices mailed?
University Health SystemAttn: Accounts Payable MS# 85-1355-2 Spencer LaneSan Antonio, Texas 78201
What if a vendor is not in Lawson? New Vendors must go through Purchasing at www.uhsvendors.com
W9 required vendor sanction check
What if a vendor requires payment in advance BEFORE goods are delivered or services are performed? This is a PREPAY
Submit a 446 to Purchasing and attach supporting documentation such as: Quote Performa invoice
(Both must include a remit to address, calculation of fees, and freight costs)
What if a vendor has provided the services as an emergency or after hours? This is an AFTER THE FACT
a) Confirm a valid PO does not exist before a new 446 si submitted to Purchasing with memo authorization per purchasing policyb) Attach original invoice
When do I submit a check disbursement? Use the “Request for Check Disbursement” Form when paying for items that are authorized per the NON-PO Related Purchases
List and attach invoice Director can sign off up to $10,000 over $10,000 the Area VP will be required to sign form
If services provided are under Contract, please write the Contract # on the check request. Note: Contract must be valid for your RC# and the invoices you are submitting are covered for the period you're approving.
Example: Lab services, invoicing is based on USAGE how many tests were performed. Required: AP needs to obtain Approval that services have been performed, pricing is correct. Area Director can approve if contract has gone to the Board.
Accounts Payable Team- Lisa Todd
Director, Financial Accounting
phone: 210.358.9300email: lisa.todd@uhs-
sa.com
- Linda Cato Manager, Financial Accounting phone: 210.358.9303 email: [email protected]
- Petra Guerrero Supervisor, Accounts Payable phone: 210.358.9330 email: [email protected]
-Joe Munoz Clerk, Accounts Payable phone: 210.358.9309 - Cynthia Borrego Clerk, Accounts Payable phone: 210.358.9310 - Renee Hall Clerk, Accounts Payable phone: 210.358.9308
Accounts Payable Team- Liz Mojica
Clerk, Accounts Payablephone: 210.358.9305
- Cynthia Montez Clerk, Accounts Payable phone: 210.358.9307
- Lisa Davis Clerk, Accounts Payable phone: 210.358.9313 -Yolanda Lopez Clerk, Accounts Payable phone: 210.358.9314
- Manuel Favila Clerk, Accounts Payable phone: 210.358.9306
Detailed vendor assignment listing available on the intranet.
For questions for the accounts payable team please call, fax or email.
Fax: 210-358-9315Email: Accounts.Payable@uhs-
sa.com
Accounts Payable
Team and Contact Information
Using the Payroll Worksheet
Payroll worksheet – Form BCHD # 7-107A The payroll worksheet is used to:
Transfer hours between departments
Sell back PTO hours
Standard Documentation for
Employees to submit to TimeKeepers Payroll worksheets submitted
without an authorized signature will NOT be entered and will be returned for signature. Even if on payroll Monday.
Using the Payroll Worksheet Continued…
Transfers Due Every Friday by 2 pm for Monday – Thursday time
Due Every Monday by 2 pm for Friday - Sunday time
The Director who accepts the charges must sign the payroll worksheet
Payroll will not enter the punches, the timekeeper must enter the
punches into the system
Transfers received after 2 pm and before 5 pm on Monday’s will be
processed via journal entry
These transfers must have approval from the Director of Financial
Accounting
Manual Check Request Memo
Manual Check request memos need to be submitted to payroll NO later than 10 am Monday – Friday for same day pick up after 4 pm at the UH cashier (unless indicated otherwise on memo)
Memos received after the 10 am deadline will be ready next day after 4 pm
NO manual check will be issued for: Less than 8 hours of pay Gross pay of less than $50
All manual check requests must be signed by department VP
Pay Adjustment Request
Form BCHD #7-107-F
Pay Adjustment Requests
Deadline for Pay Adjustment Requests is 2 pm on the
Wednesday before Payroll Monday.
Pay Adjustment Requests must contain the following to be
processed: In/Out time (either use AM/PM or military time) Employee ID number Phone extension Date Correct signatures by both employee and director
If not completed correctly, it will not be processed and returned to be corrected
Pay Adjustment Requests received that are more than 2 months old will require the signature of the COO or CFO.
Payroll Lockout Times Other Reminders
Employee 10:00 am PR Monday
Timekeeper 4:30 pm PR Monday
Approver 8:00 am PR Tuesday
Do not send duplicate copies via fax or email.
Make sure all documents have proper signatures• Employee• Director• VP if needed
Communication with staff is key to meeting deadlines
Payroll Reminders
Group Time Day Things that delay processing
Payroll Team and Contact Information
Payroll Team Members
- Lisa ToddDirector, Financial Accountingphone: 210.358.9300email: [email protected]
- Linda Cato Manager, Financial Accounting phone: 210.358.9303 email: [email protected]
- Sylvia Sananikone Supervisor, Payroll phone: 210.358.9317 email: [email protected] - Rosie Mejia - Specialist, Payroll phone: 210.358.9317 email: [email protected]
- Renee Berban- Specialist, Payroll phone: 210.358.9317 email: [email protected]
- Susan Twardowski Analyst, Time and Labor phone: 210.358.9317 email: [email protected]
For questions for the payroll team please call or email.
Phone: 210.358.9317Email: [email protected]