Finance Email Updates

From: Dell Med Finance

Sent: Tuesday, July 3, 2018 9:57 AM
To: dms_finance_updates@utlists.utexas.edu
Subject: [dms_finance_updates] DMS Finance Procedural Reminder

Hello Team,

We wanted to remind everyone that Dell Med Finance is to act as the liaison between Dell Medical School and UT Central Campus. If you have any requests regarding contracts, purchasing, procards, accounts payables, payroll, etc., please contact Dell Med Finance and we will determine the best route to help you move forward. Dell Med Finance is here to coordinate department requests to ensure we are following school and University policies and procedures as part of our control environment and to ensure we are good stewards of our financial resources.  Please note that we have Dell Medical School policies and procedures that are more specific than UT-wide policies and, as such, we ensure we follow both Dell Med and UT policies and procedures.  As always, please utilize our Wiki (https://wikis.utexas.edu/display/dellmedfinance/Dell+Medical+School+-+Office+of+Finance) and DellMedFinance@austin.utexas.edu to contact the Finance team.

If you have any questions, please don’t hesitate to ask. 

Thanks,

Dell Med Finance

From: Phan, Chan T 
Sent: Friday, June 15, 2018 2:35 PM
To: dms_finance_updates@utlists.utexas.edu
Subject: DOA for IDT (Interdepartmental Transfer)

Hi team,

Please make sure that the appropriate Domain DOA is signing off on all interdepartmental transfers (IDT). Since IDTs do not go through Dell Med Finance and your department can be charged by giving another UT department your account number, we need to make sure that your Domain Head or Administrative Delegate is copied and have given approval for the expense before proceeding.

As always, please let us know if you have any questions.

Have a great weekend!

Chan

From: Dell Med Finance
Sent: Tuesday, June 12, 2018 1:51 PM
To: dms_finance_updates@utlists.utexas.edu
Cc: Dell Med HR <DellMedHR@austin.utexas.edu>
Subject: [dms_finance_updates] Policy Update: Contracting with UT Employees

Hi everyone,

There are policy changes on how to procure services from current UT employees. These rules apply to all levels of employment: full-time, part-time and students. Services provided by employees can no longer be purchased utilizing a contract or an AIS (Authorization of Individual Services). These services will have to go through HR to be processed as Additional Duties Pay, and will require both the approvals from Dell Medical School DOA and from the employee’s home department.

The policy and process can be found here on our Wiki Page: https://wikis.utexas.edu/display/dellmedfinance/Contracted+Services+with+Current+UT+Employees

If you have any questions, please reach out to Finance or HR. 

Thanks,

Dell Med Finance & HR

From: Dell Med Finance <dellmedfinance@austin.utexas.edu>
Sent: Wednesday, May 30, 2018 1:08 PM
To: dms_finance_updates@utlists.utexas.edu; DMS Senior Admin <dms-senioradmin@austin.utexas.edu>
Subject: OOEF Update

Hello all,

See attached updated OOEF and Guideline as of 05/2018. Both have been updated on the DMS Wiki for easy access.  

Items updated on the OOEF:

-          Event Location options

-          Facilities approval signature

Please forward to all appropriate personnel within your team. Let us know if you have any questions.

Thanks,

Dell Med Finance

From: Dell Med Finance
Sent: Wednesday, May 2, 2018 11:34 AM
To: dms_finance_updates@utlists.utexas.edu; DMS Senior Admin <dms-senioradmin@austin.utexas.edu>
Subject: OOEFs, Packing Slips, and Procards, oh my!

Hello all,

OOEFs –

Please use this updated OOEF for all requests as of today (attached). Requests will be returned if the new form (4/2018) is not used.

Packing Slips –

What to do with them?

UT Market – Central Receiving will upload the receipt you signed and create the receiving reports.

ProCard – upload packing slips with receipt at time of VP7 reconciliation

PO’s – upload packing slip with invoice when REQ payment request is created

Procards –

Friendly reminder of disallowed purchases: https://purchasing.utexas.edu/procard/policies-and-guidelines/prohibited-purchases#nopurch

Donations, Co-Sponsorships, and Sponsorships are NOT allowed on the procard. Please follow this policy for these items: https://wikis.utexas.edu/display/dellmedfinance/Co-Sponsorship+Payments

Services are NOT allowed on the procard. Services should be on a purchase order or contract. Please email DellMedFinance if you have questions about procuring services.

DMS reconciliation emails will be sent out next week (5/8) so get your receipts ready.  

Please forward this to all appropriate personnel within your team.

Thank you,

Dell Med Finance

From: Dell Med Finance <dellmedfinance@austin.utexas.edu>
Sent: Wednesday, April 4, 2018 11:49 AM
To: dms_finance_updates@utlists.utexas.edu
Subject: [dms_finance_updates] Process Update: Procard

Hello Team! 

As of 4/4/18, we are implementing the following procedures to improve efficiency and streamline submissions regarding Procard Reconciliation.

Please submit 2 PDF files to the email that DMS will send out once a month requesting receipts:

1. All your receipts in ONE PDF file
   1. *All receipts must have the amount match up with the transaction on your statement.
   2. *DO NOT submit a confirmation page for a charge, this is not sufficient. Every transaction will generate a receipt therefore it is available as supporting documentation. 
   3. *If there is an entertainment expense charged to your procard, you must submit the approved OOEF with the receipt(s)
   4. A PDF file of your procard log that shows the vendor, amount, description of service, and account number for the billing cycle only.
      1. *All other additional information is for departmental use
      2. *For description of service, please do not put the vendor name. We need to code these transactions properly for reporting therefore we depend on the description you provide to ensure accurate information.
      3. *If you need to split an expense between multiple accounts, note it in your procard log and we will take care of it on our end.

Here is a deadline schedule so procard holders can plan accordingly:

If you have any questions, please let us know!

Thanks,

Dell Med Finance

From: "Phan, Chan T" <chan.phan@austin.utexas.edu>
Reply-To: "dms_finance_updates@utlists.utexas.edu" <dms_finance_updates@utlists.utexas.edu>
Date: Thursday, February 22, 2018 at 10:43 AM
To: "dms_finance_updates@utlists.utexas.edu" <dms_finance_updates@utlists.utexas.edu>
Cc: "Taylor, Sandra J" <sandy.taylor@austin.utexas.edu>, "Griffey, Allison" <allison.griffey@austin.utexas.edu>
Subject: [dms_finance_updates] FW: VPE Documents-OOEF Document

 Hi team,

Please see below for a policy from AP regarding our OOEF. When you are submitting the approved OOEF into the Request Forms System for payment, please update your “estimated amount” to the actual amount of the event and cost per person.

Thanks so much,
Chan

From: Steele, Colon L
Sent: Thursday, February 22, 2018 10:08 AM
To: Griffey, Allison <allison.griffey@austin.utexas.edu>; Phan, Chan T <chan.phan@austin.utexas.edu>
Cc: DeBois, Page <paged@austin.utexas.edu>
Subject: VPE Documents-OOEF Document

Allison,

An item that would be helpful to correct from your side is the OOEF. When creating the OOEF record the estimate of expense if needed before the event, but then change it to the actual cost before final submitting.  A line can be drawn through the original estimate, and the exact amount written in.  As part of UT Policy the estimate is required on the OOEF, but it should be close if not exact to the actual cost.

If you have any questions, please let me know.

Thanks,

Colon

Colon Steele, Manager

Accounts Payable Services &

UT Market Accounting