PMCS & CPC Construction Reporting

Updating HUB Subcontractor Payments on PARs onto COGNOS

Phase I - Gathering Info from PAR & Voucher

1. Review paid invoices for PAR Report 
   1. For PMCS: Go to the "HUB PAR Reviews" → "Completed_Paid" Folder 
   1.  For CPC: Go to the "CPC HUB PAR" → "Review & Paid" → "Paid" Folder
2. Enter data into worksheet (See Archiving PAR)
3. Find the data:
   1. 1. From VP2 (Voucher): Purchase Order Number, Purchase Order Amount, and Payment Date 
      2. From PAR:  HUB Vendor Name, Texas VID and Total Amount Paid This Reporting Period 
         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
• • Texas VID - 1901077596300
  • HUB Payment Amount (Total $ Amount Paid This reporting Period to Subcontractor) - $1718.00

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. 

• 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. 

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. 

LikeBe the first to like this