PMCS & CPC Construction Reporting

Updating HUB Subcontractor Payments on PARs onto COGNOS

Phase I - Payment Gathering 

1. Review paid invoices for PAR Report 
   1. For PMCS: Go to the "HUB PAR Reviews" → "Completed_Paid" Folder 
2. Enter data into worksheet (See TIPS) by prime payment month
3. Find the data:
   1. CPC:
      1.  From VP2 (Voucher): Project Number, Departmental Transaction (DTN), Purchase Order (PO) Number, Payment Date and Purchase Order Amount (may have multiple) 
      2.  From PAR: HUB Vendor Name, Texas VID, and Total Amount Paid This Reporting Period 
   2. PMCS:
      1. From VP2 (Voucher): Purchase Order Number, Purchase Order Amount, and Payment Date 
      2. From PAR:  HUB Vendor Name and HUB Payment Amount
      3.  See example below:

Voucher Example:

• • Purchase Order Number (PO NUMBER)- 20PSA02703
  • Purchase Order Amount (Amount)- $8586
  • Payment Date (Record Date)- 7/8/20

PAR Form Example:

• • HUB Vendor Name (Subcontractor's Name) - Texas Geo Bore Geotechnical Drilling Services
  • HUB Payment Amount (Total $ Amount Paid This reporting Period to Subcontractor) - $1718.00

Notes:

• working a month behind.  Prime received payment however reporting subcontracting paid out in previous month.  No true correlation between a and b
• for future consideration add report month or other items that will additional identification (how many PARs did prime submit this month?)
• add the EID in the notes and any details that will assist with assigning the payment
  

4. Find the UT EID by searching on PointPlus. 

•  Go to Point Plus.
•  Enter Name into Vendor Search.
•  Use the one with the HUB determination. 

Phase 2 - Payment Entry into HUB Administration

5. Now, go to the HUB Administration site. This site is available via UT Direct. Here is a link: https://utdirect.utexas.edu/hub/ 

6. Click on "Subcontracting" on the left hand side. 

7. Click on "Add a New Transaction".

8. Enter in the highlighted fields. 

• CPC requires Contract Number
• PMCS requires Purchase Order Number 
• The Payment Date is in the format of DD/MM/YYYY and it must be a date that has passed already. For instance, you are entering data on the 1st of the month. The Payment Date is for the 5th. You must wait until the 5th or after to input the data. 

9. Click on "Retrieve Vendors".

10. A list of Purchase Orders will populate. Look under the "Original Amount". Click "Apply" next to the amount that matches the Purchase Order Amount on the VP2 form. 

11. This is the confirmation page you should see. 

Important Notes:

System will take either the Contract Number/DTN or Purchase Order number.  Need to standardize to ensure payments are all gathered together for reporting purposes. PO Number will return all payments associated.  Contract Number DTN will only return that specific payment(s).  

• Consult with IT if they can ensure the opposite number is saved on record.
• Consult with IT if the deduct feature can be upgraded to show if subcontracting already attributed to that payment category

Remember we are working with payments that actually occurred in previous month. 

• Consult with IT to see if we can enter a retroactive payment date to coincide with the Report Month from the PAR

You will have to use the search feature in the HUB Subcontracting Payment Entry portal to find the EID. 

• Consult with IT to see if system can be upgraded to use State Issued VID for input or POINT Plus can accommodate a select feature from the search (if you search by name capability is there but does not point to HUB Subcontracting page)
  

Double Checking Payments - You can also check to see if the payment has entered. 

1. Click on "Subcontracting" on the left hand side and then "List Subcontracting Expenditures". 

2. Input the Payment Date. Click on "Payment Date" that's written in orange. 

Subcontractor payments will populate. If the data was inputted correctly, it will be there. 

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