5. FY 12 Year End Deadlines
Dates will be published mid May.
Preliminary review is that there should be
more time for submission of both FY 12
and 13 than in previous years.
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6. PO Attachments
• Quotes
• Contracts
• Other Purchase related items
• No transmittal/routing slips needed
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7. 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.
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8. Pcard Changes Continued
• 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, hazardous 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.
*Occurrences remain in effect for one year from date of issue.
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9. Buyer Teams/Department Liaisons
• Team Approach to departmental purchases
• Purchasing questions/needs answered through Buyer
Liaison and/or Buyer Team
• Listing by departments will be forthcoming
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11. Payment Processing
Payment processing should be very seamless if all the
components necessary for the payment are in place.
However, that is not always the case.
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12. Payment Processing in a Perfect World
Goods
Receiving
PO sent to received or
PO created document
vendor services created
delivered
Invoice
Payment Invoice mailed by
Processed matches PO vendor to
BSC*
*Invoices handled on a first in, first out basis
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13. Challenges to Payment Processing
Invoices submitted by
the vendor directly to
Invoices that arrive Partial Shipments with
the department rather
without a PO # full invoicing
than per the terms of
the PO
Shipments directly to One invoice split by Not using department
departments more than one PO Pcard when applicable
Special Handling
requests
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16. Making the Process Work
Communication is the key – must flow both ways
Vendor must send invoices directly to BSC
Multiple deptid’s on requisition/PO – this is a future
improvement that we hope to bring
Standardization of business practices
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17. 2080 Transition
Effective May 1, 2012
Annualizing Hourly Rates
Who does this impact?
Employees who work a partial month due to
hire, term or dock
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18. 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
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19. 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)
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20. 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
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21. Example of Current Method
(Base Annual Salary $ 32,000.00)
Current Rate of Pay Prior
to May 2012
April: 168 hours $15.87 per hour
May: 184 Hours $14.49 per hour
2080 Annualized Salary
April: $15.38 per hour
May: $15.38 per hour
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22. Every year, the creation of paper checks
nation-wide uses more than 674 million
gallons of fuel and add 3.6 million tons of CO²
to the environment. Imagine the collective
difference we could all make by using Direct
Deposit.
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