Finance Email Updates

From: Dell Med Finance <dellmedfinance@austin.utexas.edu>
Sent: Friday, July 6, 2018 2:25 PM
To: dms_finance_updates@utlists.utexas.edu; DMS Senior Admin <dms-senioradmin@austin.utexas.edu>
Subject: Fiscal Year End Close 2017-18 Deadlines
Importance: High

Hello Team,

UT’s fiscal year is winding down and will end August 31, 2018. In order to accommodate to the University’s Office of Accounting (OA) end of year processing, Dell Medical School will adhere to the schedule below to allow for ample time to meet OA’s processing deadlines. All requests must be received by Dell Med Finance by close of business per the date listed.

Please contact dellmedfinance@austin.utexas.edu for questions related to payment or procurement deadlines.

Purchasing Deadlines:

Payment Deadlines:

NOTE: Requests received after the specified deadlines above will be processed in FY 2018-19.

Sincerely,

Dell Med Finance

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: Phan, Chan T
Sent: Wednesday, February 7, 2018 5:20 PM
To: dms_finance_updates@utlists.utexas.edu
Cc: Taylor, Sandra J <sandy.taylor@austin.utexas.edu>; Dell Med Finance <dellmedfinance@austin.utexas.edu>
Subject: Process Update: OOEFs

Hi team,

As you know, OOEFs are required prior to events and should be sent to DellMedFinance@austin.utexas.edu. We will need the appropriate administrative delegate from each domain to sign off on all events. We will return the signed OOEF to you via email to indicate approval, and this signed one should be the one you submit to the Request Forms System (RFS).

Sometimes, things change between the time of prior approval and the actual event. If you submit an OOEF that has an estimated cost, estimated average cost per person, and the number of participants greater than 10, and any of this changes during the event (for example, cost of the event or number of participants falls below 11), a revised OOEF needs to be resubmitted to our office.

• For Flik/Nourish catering, if the number of participants is 10 or below, the participants’ names, titles and affiliations must be on the revised signed OOEF and resent to our email alias.
• For all other entertainment payments, the revised signed OOEF is the one you should submit to the Request Forms System. You should also indicate the final cost and cost per person after you receive the final invoice.
• For Blanket OOEFs, a copy of the approved OOEF must be submitted for each event with the current date, cost of event, average cost per person and participant information.

These are not new policies; Accounts Payable is beginning to enforce procedures that have been in place a long time. If a OOEF is required, it makes sense that it should have all of the required information.

Please let us know if you have any questions.

Chan 

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

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Good Afternoon:

As Dell Med grows, there are opportunities to refresh our procedural understanding for requests made through the Request Form System.  Here are a few reminders:

Purchase Requests (applicable screen shots below)

• Break-out the line items within the Purchase Request
  • The Request Form System feeds directly to our PO system, so we require line items on your Purchase Requests to be broken-out by unique items on your request to ensure the accuracy of your Purchase Request.
  • At the bottom of each request under Vendor Information is a question for suggesting vendors.  If you have identified a Vendor, select “Yes” and the page will change, allowing you to enter the vendor information to complete the PO. 

All Requests

• As you are submitting all requests, please be sure you are assigning to the appropriate person for approval based on the “Delegation of Signature Approval”  This page denotes each designate’s approval authority for all requests (Entertainment Payment, Payment, Purchase, Travel Authorization, and Travel Reimbursement Request).
  • https://wikis.utexas.edu/display/dellmedfinance/Delegation+of+Signature+Approval
  • Please reference the Dell Med Finance Wiki to be sure you are providing the required documentation applicable to your request