Table of Contents:
- Training News: A New Course has been added!
- Supplier News: Accuracy with 1099 Reporting
- Travel and Expense News: 90-day Flag Rule and Advanced Purchases
- APSS Office News: Upcoming Customer Service Survey
- Tech Tip: Smarter Searching- Using the Percent Symbol
Training News: A new course has been added!
The Life Cycle of a Purchase: From Policy to Payment
In this class, you will learn the concepts for creating a requisition, when a bid or proposal is required, completing a sole source justification, receipt matching and how payments are made. Many helpful tips and tricks will be provided for both the beginner and those with some PO/requisition experience. Representatives from both APSS and Procurement will be leading the discussion and be available for any questions.
For a full course description and access to the online registration, visit the APSS Training Schedule webpage. We look forward to seeing you!
Supplier News: Accuracy with 1099 Reporting
The University has issued 2019 IRS 1099 Tax Statements and in a perfect world our job would be done. However, things are not so perfect and we* will soon hear calls from suppliers regarding any discrepancies they see with the IRS 1099 Tax Statement. As we start a new tax year you can help our suppliers receive an accurate IRS 1099 Tax Statement in January 2021 using the guidance below.
- PS Accounts: PS Accounts don’t just help your department identify if you paid salary or purchased supplies; which are classifications the University uses to be in compliance with financial reporting guidelines. They are also used to distinguish taxable from non-taxable payments made to suppliers. For example, consider a contact for services with a consultant that must travel to the campus from another state.
- Payment for Service: Utilize PS Account 750000-Professional & Consult Services or 750250-Contracted Services for this invoice line
- Consulting Travel Reimbursement: Utilize PS Account 750110-Prof & Consult Travel-Non-Tax for this invoice line. Non-consulting travel uses PS Account 721000-Business Travel.
- Invoice Lines: Invoice lines allow departments to itemize the payment to the supplier. A different PS Account would warrant a separate Invoice Line on a Payment Request. By including a brief line description with the appropriate PS Account, this will increase the accuracy of 1099 reporting.
- Address Updates: Suppliers are established with the address found on the W-9. However, over time addresses change or there may be multiple addresses to accommodate billing or deliver locations. Let’s say the supplier, an individual, has an address change.
- If the address changes permanently, then the department should select “Edit” within the Addresses section of the Supplier Change Request. This will ensure the invalid address is removed and the 1099 will be mailed appropriately.
- If their address happens to be a temporary, the department should select “Add New Address” within the Addresses section of the Supplier Change Request. The 1099 will be mailed to address sequence 01 (the main address), even though a payment may have been sent to another location.
* If the suppliers do contact you regarding their 1099 Tax Statement, please refer them to APSS to investigate statements and determine if a correction or reprint is necessary.
Travel and Expense News: 90-day Flag Rule and Advanced Purchases
There is a thought that we must wait until the travel has occurred, but why wait? We wouldn’t wait to pay the supplier if it was associated with a contract for services in the future. We wouldn’t wait to pay the supplier for an online order for goods. So why should we wait to reimburse a traveler for expenses incurred before the travel dates? We shouldn’t.
If the traveler has incurred a valid pre-authorized University business expense using personal funds, the University department should reimburse the traveler within 90 days of the expense, even if travel has not yet occurred. This ensures prompt reimbursement to the traveler and timely recording of the expense in the general ledger. The traveler and department must then ensure the travel expense occurs (flight taken, conference attendance, etc); otherwise, the traveler must reimburse the University.
See more information at our previous article 60-day Flag Rule Change.
APSS Office News: Upcoming Customer Service Survey
The APSS team wants to hear from you!
As part of our obligation to deliver timely, cost-effective services, we are working hard to develop a survey to help us gather critical feedback.
Our office has a commitment to excellent customer service and we hope to get your ideas on what we are doing well and how we may improve. Starting in late February, please keep an eye on your mailbox as we send a survey link asking for your response.
Your APSS Team,
Matt Ehlen, Denise Gibson, Tracy Greenup, Michelle Haddock, Melissa Reed and Will Zabriskie
Tech Tip: Smarter Searching- Using the Percent Symbol
Don’t you hate it when you can’t remember the full name of something when searching? Now you can start using the percent symbol (%) to stand in for leading or trailing characters in your search.
This trick works for web-based searches, but it can also be used in PeopleSoft! The below examples show just how useful this can be.
EX: Searching for a supplier with J%son could return results for Jackson, Johnson, Jason, etc. The percent symbol (%) doesn’t care whether it is replacing one letter, or several. It will return all relevant results.
EX: Searching PeopleSoft Query for %ONECARD% will return any query containing ONECARD in the name. Nesting something between percent symbol (%) functionally turns the search bar into a contains statement.
Reviewed 2021-09-22
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