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February 2024 BUG Meeting

 BUG Meeting

when: Thursday, February 22nd  – 2:00pm
where: ZOOM

Agenda

Welcome new BUGs!

  • Stacy Roe – Executive Assistant, University Advancement
  • Candice Slaughter – Capital Outlay Business Manager, Facilities Services
  • Isata Lengor – Accountant Senior, Accounts Payable and Payroll

Pop Quiz! (not really)

Accounts Payable – Laura Temple

  • Student and Guest REIMBURSEMENT
    • COV-W9 not required for REIMBURSEMENT
  • Chrome River Demo
    • pre-approval non-employee field required and choose person not found
    • Questionnaire is required if reimbursement is needed
  • Hertz contract is available

Procurement & TESS

  • New TSRC contract
    • Continue to add contract number in the Supplier Comments field
  • Staples Update
    • Desktop Delivery Addresses – Update your eVA “Ship To” Address HERE (deadline March 1st)
  • eVA Manual updated for :
    • Unregistered Supplier Process
    • OBO (new terminology: Preparer) Change the name on the requisition to the department buyer.   eVA Report 200 will show the requisition Preparer name.
    • Ad Hoc Processes- Keep for Leigh Penn card payments.
  • eVA Comments and Messaging Review
    • Messaging
      • Used for internal communication only. Please do not enter contract numbers, micro quotes, etc.; as procurement regulation belongs on the order. Messages are only visible within eVA and are not connected to Outlook nor shared with the Suppliers.  Will be used as necessary for data notations, such as fixed assets and feed to Banner PO.
    • Supplier Comments
      • Used for communication to the Supplier AND noting contract numbers. By placing he contract number in Supplier Comments, the contract number is visible on the entire PO and not required on each line individual line item.
    • Internal Comments
      • Used for internal communications only. Ie., IT Approval Ticket number, Cabinet Approval, Justification/Mission Statement for Clothing Purchases, Micro Quote information
  • Clothing Table– review prior to clothing/gifts, promotional, marketing item purchases. Most common missing backup: support of mission.
  • End of Year Calendar initial updates coming next month.
  • Start now: Rejected Requisitions
    • Review requisitions in rejected status – remove or edit and resubmit rejected requisitions.