Dallas & System Partner Meeting

May 23, 2012

Agenda

• Onboarding• Purchasing Update• Payment Processing Update• Annualizing pay rates using the 2080 rule

• Q & A

Onboarding

Year End Deadlines

• Friday, June 29th – deadline for Formal Solicitation requests from FY 12 funds ($25k or more)

• Monday, August 20th – ePro request with no contracts or agreements from FY 12 funds (less than $25k)

• Friday, August 3rd – purchase contracts/agreements valued at $100k or more

• Friday, August 10th – contracts/agreements less than $100k• Friday, June 29th – FY 13 funded items• Pcard transactions based on posting date and not transaction

date.• Pcard cutoff date recommended by BSC is Wednesday, August

22nd

*budget errors should be directed to your institution’s budget office

PO Attachments

• Quotes• Contracts• Other Purchase related items• No transmittal slips needed

Pcard Changes

• Reviews for all cardholders will be once every 2 years; high risk transaction items will be reviewed annually.

• Desk reviews will occur for all transactions.• May use card for purchase of services that do not

include terms and conditions and on local funds. No state funded purchases of services allowed.

• Memberships may be paid from local funds.• Personal purchases still not allowed. Any and all will

result in a 30 days suspension of card and additional training.

Pcard Changes Cont’d

• Level One Sanction – report issued for split transactions, missing receipts, ads, entertainment/travel expenses.

• Level Two Sanction – 30 days suspension of card and required training issued for purchasing prohibited items (gift cards, gift certificates, chemicals), loss of card, 2nd occurrence of level one sanction.

• Level Three Sanction – permanent closure of card for a repeat of a level two sanction.

Buyer Teams/Department Liaisons

• Team Approach to departmental purchases• Purchasing questions/needs answered

through Buyer Liaison• Listing by departments can be found on

What’s New section of BSC website

Payment Processing Updates

Payment processing should be very seamless if all the components necessary for the payment are in place. However, that is not always the case.

12

Challenges to Payment ProcessingInvoices submitted by the

vendor directly to the department rather than per the terms of the PO

Invoices that arrive without

a PO #

Partial Shipments with

full invoicing

Shipments directly to

departments

One invoice split by more than one PO

Not using department Pcard when applicable

Special Handling requests

Payment Queue

Great Example

Making the process work

What does it mean?

• “2080” is an hourly rate based on 40 hours worked per week for 52 weeks a year

• An employee’s hourly rate of pay will be the same each month.

• Do not need to know number of work days in a month

• Dock rate is always the same• Lump Sum Payments are easier to calculate

and understand

How many working hours in a year?

12 Month:• 100 % = 2080 (52 x 40)• 75% = 1560 (52 x 40 x .75)• 50% = 1040 (52 x 40 x .5)9 Month:• 100% = 1560 (9/12 x 2080)

How is it done?

• Divide the Base Annual Salary by 2080 = hourly rate of pay

• Example: $32,000.00 / 2080 = $15.38 per hour $32,000.00 / 1560 = $ 20.51 per hour

Future meetings through video conferencing?

Questions?

Remember that we have answers on our website, BSC Solution…click to get answers.