Welcome BOBCATbuyers

& Travel Assistants

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Please Sign-InJune 21, 2017

New Employee Introductions New Enterprise Portal TRAVELTracks Updates and Reminders New T-4 Forms Travel FY 2017 Encumbrances Year-end Encumbrance Reports HUB Program FS-03 Form and e-NPO Process Victory Cleaners Non-employee Awards, Prizes, or Gifts Commonly Used GL Links Z_MIGO and Asset Transfers

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AGENDA

Dan AldenDirector of Procurement and Strategic Sourcing

Lisa BraunDirector of Accounting

Please join Financial Services in congratulating our new directors!

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New Employee Introductions

The new billing number and current account number are built into the reservation when completed through the SAP Portal.

Billing and account numbers are needed for call-in reservations for vehicles not available through SAP Portal, i.e. trucks and vans.

Should unforeseen travel events occur, billing and account numbers are needed to rent a vehicle directly from an Enterprise location.

Use the SAP Portal or direct bill options whenever possible in order to save the department money. These options have built-in discounts, for example, including the insurance rate in the rental price.

‘Personal Use’ rentals have the same rental rates, but will not include insurance. Do not mix business and personal use with direct bill.

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Enterprise PortalNew Look and New Billing Number for Call-in

Reservations (Trucks and Vans)

Business Rental Partnership with Texas State University

Erik M. Jones, Business Rental Sales ExecutiveJune 21st, 2017

Agenda

The Broader Partnership of TX State & Enterprise Holdings

A New Look for the Portal

Two Brands, One Membership: Emerald Club

One-Way Rentals

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The Broader Partnership

13+ Years on the State of Texas Contract.

Largest Hirer of College Students in the US.

Internships – Summer, Fall, and Spring

Donations from the Enterprise Foundation.

NCAA Sponsorship

A New Look for the Portal

A New Look for the Portal

Total Transportation Solution

Premium On‐Airport and Business Center Solutions

• Speed

• Choice

• Recognition

• Travel Policy Compliance

• Innovation

• Emerald Aisle

• Premier Selection

• Priority Service

Recognized at 8,000+ National and Enterprise locations around the world

• “We’ll Pick You Up”

• High‐Touch Personal Service

• Adaptable Solutions

• Travel Policy Compliance

• Mileage Reimbursement Solution

Two Brands to Meet Any NeedOne Loyalty Program Covering Both

Emerald Club Lot Design

This is an example for illustration purposes; not all lots will look the same.

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Emerald Club Benefits at Enterprise

Earn Free Rental Day rewards Earn points towards elevating Emerald Club status Use of Tablets, Express Lanes and Kiosks E-receipts Rental History available in profile

One-Way Rentals

One-Way Rentals in Texas: FREE of Charge **Enterprise in Texas: reserve as ONE-WAY now**

One-Way Rentals outside of Texas: National: $84.00/day for Compact – Full Size;

$0.40/mile for Premium and above. Enterprise: $0.40/mile charge

Q & A

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Must process Expense Report if Company Paid Airfare was purchased.

Identify Travel Requests for trips that did not occur after approval.Review each of your employee’s open trips listing and, if the trip

did not occur, email the Travel Office at travel@txstate.edu to cancel the Travel Request.

This will remove the trip of its “past due” status and release any unused encumbrance money.

The trip will remain on the employee’s trip list, but will be in a “closed” status and unencumbered.

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TRAVELTracks:Review & Close Travel Requests

Please process ASAP any Expense Reports that have been returned for corrections but not resubmitted.

Make sure the corrections required by the Travel Office are made before the Expense Report is resubmitted.

Once the corrections are made and the traveler has resubmitted, email the Travel Office at travel@txstate.edu to re-audit and process the Expense Report.

This will clear the trip of its “past due” status and release any unused encumbrance money.

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TRAVELTracks: Expense Reports

Currently, the Travel Office manually emails past due Expense Report notices when the trip includes a travel advance and/or company paid airfare, car, and lodging.

The Travel Office manually sends the first notices and Assistant Director sends the escalations for further past due trips.

The Travel Office is in the final stages of systemically sending these notices for ALL past due Expense Reports. This will be more timely as notices will be sent on the day the trips age to the next past due level.

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TRAVELTracks: Email Notifications on Past Due Expense Reports

Effective immediately, all current Texas State students, employees, and guests of employees must complete one of the T-4 forms for University-sanctioned foreign trips.

The T-4, T-4G, or T-4M Release of Liability and Assumption of Risk for Foreign Travel form(s) must be completed in its entirety by the traveler, guest, guardian, or Travel Assistant.

The traveler or guardian (if the traveler is under 18 years of age) listed on the form must sign the completed form.

The form(s) must be attached to Travel Requests or Travel Funds Commitments for foreign travel.

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Foreign Travel Form T-4 Update

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NEWT-4 Forms Continued

The T-4 must be completed for all current students and employees, with the exception of minors, which requires a separate T-4 form.

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NEWT-4 Forms Continued

The T-4G must be completed for an employee’s dependents, family members, or guests of traveling on the same itinerary, with the exception of minors, which requires a separate T-4 form.

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NEWT-4 Forms Continued

The T-4M must be completed for students, dependents, family members, or guests under 18 years of age.

The total travel open encumbrances for FY 2017 are currently at $2.9 million. 25% of last year’s actuals!!!

Use the ZOPEN_ENCUMBRANCE transaction in SAP GUI to review open travel encumbrances.Note that this report will display all open encumbrances, not just

those related to travel, unless you specify the Travel GL Matrixnumbers in the “Commitment” field, and include the estimated cost GLs: 710096, 710097, 710098.

The document numbers will begin with “73” for Travel Requests and “2014” for Funds Commitments and 31 or 45 for POs.

If you use the Travel GL numbers in the Commitment field you will only get encumbered Travel documents.

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Travel FY 2017 Encumbrances

If you run the report “wide open” without any specified GL numbers, you will get ALL of your open encumbrances, not just Travel.

For TRAVELTracks documents, close out the expense report to clear the encumbrance or email travel@txstate.edu to cancel the trip/encumbrance.

For Funds Commitments you will need to email travel@txstate.edu to close those encumbrances.

Use ZNOPO2 to review open e-NPO travel documents.

See Travel RSS 062817A for more details or this link for procedures Close Travel Encumbrance Instructions .

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Travel FY 2017 Encumbrances

In preparation for fiscal year-end, please be sure to check your Open Encumbrance Report via the ZOPEN_ENCUMBRANCE transaction in SAP and request closures from the Procurement Office as necessary.

Instructions for running this report are posted on the Purchasing Office’s Open Encumbrance Reportwebpage.

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FY 2017 Encumbrance Reports

HUB OUTREACH PROGRAM

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TEXAS STATE OFFICE OF PROCUREMENT

& STRATEGIC SOURCING

What Is HUB?

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The HUB (Historically Underutilized Businesses) program is a State mandated program designed to promote full and equal opportunity for all minority companies seeking to do business with Texas.

Provides awareness of procurement opportunities and is a vehicle for minority vendors to do business with Texas State University.

Levels out playing field for all HUB vendors.

A Historically Underutilized Business is defined as:A profit‐making corporation, sole proprietorship, partnership, or joint venture in which at least 51% of the shares of stock or equitable securities are owned by one or more persons who are members of the following groups: Black Americans, Hispanic Americans, Asian Pacific Americans, Native Americans, American Women, and Service Disabled Veterans.

Texas State University is committed to the highest ethical standards in providing equal opportunities to all minority and women‐owned businesses. The University is committed to increasing HUB participation in the procurement of all goods and services, including construction.

Our mission is achieved through a commitment to outreach activities which includes conducting one on one meetings with HUB vendors to review HUB compliance, advising HUB vendors on how to do business with Texas State, referrals to our Small Business Development Center to assist with business plans, quarterly meetings with appointed HUB coordinators in departments across campus, and strategically partnering our vendors on the Marketplace with HUB vendors 

Texas State University HUB Mission Statement

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The HUB goals for the procurement categories for the State of Texas as defined by Texas Administrative Code, Title 34, Part 1, Chapter 20, Subchapter D, Division 1. Rule 20.284(b 1‐6) are: 11.2% for heavy construction other than building contracts 

(e.g. highways and roadways) 21.1% for all building construction, including general 

contractors  and operative builders contracts (e.g. new building, renovations, etc.)

32.9% for all special trade construction contracts (e.g. HVAC services, Plumbing services)

23.7% for professional services contracts; (architecture and engineering Svcs)

26.0% for all other services contracts; (e.g. alarm services, landscaping services) and 

21.1% for commodities contracts – (e.g. office supplies, promotional products)

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State of Texas HUB Goals

Any purchase $15,000 or greater, if it is bid out, is required to solicit a minimum of two HUB vendors.

Any purchase $100,000 or greater requires:

Completion of a HUB Determination Form to determine probability of subcontracting opportunities. 

If Subcontracting Opportunities are found to be probable:

Completion of a HSP Plan is required

In accordance with Texas Government Code, Title 34, Part 1, Chapter 20, Subchapter D, Division 1, the State of Texas Building and Procurement Commission Rules, Texas Administrative Code, Title 1, Part 5, Section 111.21, Subchapter B and Texas State University System Rules and Regulations, Chapter III, Section 18 “Historically Underutilized Businesses.”

UniversityandStateHUBRequirements

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University and State HUB Requirements

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HUB Determination Form

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Your department can contribute to achieving the State Mandated Goals for the University HUB Program by:

Procuring Goods and/or Services from HUB vendors on the Marketplace

Researching for HUB vendors on the Comptroller’s website from the CMBL (Central Master Bidders List) for sourcing events (bids) to include informal bid requests (purchase requests under $15,000)

Increasing HUB Participation

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TSUS Marketplace

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Central Master Bidder List

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Attend HUB Forums hosted by other State of Texas Agencies. Notify HUB vendors of upcoming opportunities. Attend construction pre‐submittal conferences. Hold construction HUB mixers. Host annual HUB Construction Conferences. Utilize and communicate with the Texas African American 

Chamber of Commerce (TAAACC) and Texas Mexican American Chamber of Commerce (TAMACC) organizations on upcoming procurement opportunities.

Additional Outreach Activities

STATE HUB PROGRAM http://comptroller.texas.gov/procurement/prog/hub/

Texas State HUB Program http://www.txstate.edu/gao/hubprogram/

CMBL (Centralized Master Bidders List) https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp

NIGP (National Institute of Government Purchasing) http://comptroller.texas.gov/procurement/tools/comm‐book/

HUB UPPS 05.02.04 http://www.txstate.edu/effective/UPPS/UPPS‐05‐02‐04.HTML

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Helpful Links

DAN ALDEN – HUB COORDINATORSHONTE’ GORDON – HUB SPECIALIST

HUB Outreach Program, JCK 527

Phone:  512.245.2521 Fax:      512.245.2393Email: HUB@txstate.eduWebsite: www.txstate.edu/gao/hubprogram/

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HUB Contact

Ensure the vendor’s name and address listed on the FS-03 form matches the vendor’s address in SAP.

Ensure that both the vendor and Account Manager have signed and dated the form.

The FS-03 form must be attached to your e-NPO.

The e-NPO will route through the approval process, which includes Purchasing/Contracts.

Do not send a paper copy of the FS-03 to Purchasing or AP if you have submitted an e-NPO for this payment.

Look for a new FS-03 form to be available September 1st.Will be more streamlined for your payment requests!

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FS-03 Form and e-NPO Process

See AP RSS 060617A for additional details. Department creates PO for services - GL 727700.

Staff member dropping off item(s) should provide vendor with their name, PO number or form, and department name.

Victory Cleaners will include the PO number, employee and department name on each invoice.

Vendor will use a single invoice format and email invoices to AP (payables@txstate.edu) instead of the vendor sending invoices to various campus departments.This will eliminate the unrealistic burden of using various billing

formats and submitting to different email addresses across campus.38

Standardized Payment Processfor Victory Cleaners

If paying by P-card, no further action is needed.Vendor will provide a receipt for the P-card log supporting

documentation. The expense will appear in the department’s GL 727700 when the P-card transactions are processed.

If no PO, payment must be made via P-card OR request an invoice be emailed to payables@txstate.edu with “NPO” as the PO number.The name of the department and employee dropping off or

picking up the item(s) will still be provided to the vendor, which will then be included on the invoice.

AP will send the invoice to the department listed, who will create an e-NPO for the charges using GL 727700. Do NOT create a PO after the fact. 39

Standardized Payment Processfor Victory Cleaners Continued

See AP RSS 051517A for additional details. Items used to issue awards, prizes, or gifts are valued at

their purchase price. Personalized items less than $100 are valued at zero.If issued to non-resident aliens, items valued at $.01 or more are

reportable. Contact the Office of Payroll and Tax Compliance (5-2543) before proceeding.

Gift cards are not an approved form of payment to non-employees. Per the IRS, these payments are treated as cash and must be reported regardless of the amount.

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Non-employee Awards,Prizes, or Gifts

If awards, prizes, or gifts purchased from a vendor are valued at $100 or greater, the issuing department must provide the following information to AP:Valid business purpose, e.g. unpaid guest speaker, contest winnerRecipient’s SAP vendor number (if established) or a W-9 that

includes the recipient’s permanent address and tax ID number, which is typically the Social Security Number. AP will monitor for IRS 1099 reporting if required.

Expense to GL 730900-Promotional Items

Items valued at less than $100 are de minimis and not tax reportable. These do not require a W-9.

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Non-employee Awards, Prizes, or Gifts Continued

Recipients of cash awards, prizes, or gifts via check or direct deposit must be set up as a vendor in SAP.The payment will be expensed to GL 770001-1099 Awards.

The issuing department must provide a valid business purpose, e.g. unpaid guest speaker, contest winner, etc.If there is an on-campus contest to which the award or prize

relates, attach to the payment request a scanned copy of the flyer detailing the what, when, where, and how the winner was selected.

If there is no flyer, a summary of the event must be attached to the payment request. This is required whether or not payment is being made to the recipient or the vendor from which the prize was purchased.

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Non-employee Awards, Prizes, or Gifts Continued

Located on the Accounts Payable webpage:

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Commonly Used GLs

For questions, please contact either Materials Management at 5-2294 or Central Receiving at 5-2558.

Questions may also be e-mailed to our department at http://www.materialsmgt.txstate.edu/.

If you are calling to locate a package, please have your tracking number ready to help determine whether or not it has been received.

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Z_MIGO and Asset Transfers

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Questions?Is roadside assistance included in the price of a car rental?

Yes, it is included for either car malfunctions OR if it is not the traveler’s fault. Note: lost keys are not included.

Do we need to have the billing number for truck rentals? Yes, have the billing number ready for truck rentals.

Is there a truck rental benefit for personal use? Yes, there is a financial benefit because it is a better rate than Uhaul.

Are 15-passenger van rentals ever going to be on the portal? No, 15-passenger vans will not be on the portal.

Can ITAC fix the “no scroll bar” problem? Page down if there is no scroll bar or contact ITAC for assistance.

How does Texas State get billed if a traveler is in the Emerald Club? It is the same process as any other direct-billed car rental.

Do Alamo points roll over to Enterprise? No. Alamo is separate and Emerald Club is only for Enterprise and National.

Are 15-passenger vans an option for one-way rental? If available, yes, they can be rented one-way and free of additional charge.

Are all SUVs, minivans, and 15-passenger vans on the Enterprise portal? SUVs and minivans are on the portal, while 15-passenger vans are not.

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Questions?Is there a place to add notes to the car rental reservation?

No. If you have specific instructions, you must contact the branch. If a trip gets cancelled by mistake, what is the reimbursement process?

Submit an e-NPO and reference the Travel Request number.Can a Travel Assistant make Expense Report corrections?

Yes. Save it as a draft and have the traveler re-submit for approval. Are the deans/chairs aware of automated Expense Report notifications?

Yes, the AVPFS has spoken with them about this process.If a contractor signs the current FS-03, but the new version comes out in September, does the contractor need to sign the new form?

No, the form does not need to be re-signed, however, contractors should not sign the FS-03 until after the work has been completed.

If the funding on an FS-03 is a grant, will it route to OSP for approval? Yes, the e-NPO will route to OSP for approval.

Does a vendor number need to be created for gifts, prizes, and awards? Yes, if the recipient is paid directly. If purchasing an item valued at $100 or

more to then give to the recipient, tax information will need to be collected.Can attachments be added to the GR in the Z_MIGO transaction?

Yes, before it is processed, but the user will not be able to add them once it is complete. If attachments need to be added after it has been completed, email them to materialsmgt@txstate.edu.