Management System Operations Budget Manager Training

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Management System Operations Budget Manager
Training 3
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Management System OperationsAgenda

• Participants will learn
• How to prepare a requisition in the Management
  System
• The flow of how requisitions move through the
  management system
• How to use Requisition Options
• Understand the various types of Requisitions
• How to use various Search Techniques within the
  Management System
• Understand how to view and interpret the Budget
  Report in the Management System

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Requisition ProcessGeneral Overview
Originator
1st Approver
Budget Manager
Cabinet/VP Member
Budget Office
Purchasing
Other Destinations
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Requisition Process Originator
Originator
1st Approver
Budget Manager
Cabinet/VP Member
Budget Office
Purchasing
Other Destinations

• Originator
• Encumbrance Status Funds encumbered when
  requisition is submitted
• Requisition enters the Approval Chain when
  submitted

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Requisition Process Approval Chain
Originator
1st Approver
Budget Manager
Cabinet/VP Member
Budget Office
Purchasing
Other Destinations

• Approval Chain
• Possible Actions of the Holder Comment, Submit,
  Hold, Return, Cancel, Void
• At a minimum, approval chain includes the Budget
  Manager and the Cabinet Member
• Length of the approval chain is determined by the
  department and Cabinet Member
• Budget Manager Tips
• Know your approval chain and how to change it
• Use Requisition Options as a tool to Manage your
  Budget

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Requisition Process Budget Office
Originator
1st Approver
Budget Manager
Cabinet/VP Member
Budget Office
Purchasing
Other Destinations

• Budget Office
• Possible Actions of the Holder Comment, Submit,
  Return
• Budget Office checking for compliance with policy
  and completeness
• If Requisition is returned, it will be returned
  to the Budget Manager with comments
• Budget Office may forward Requisition for
  conditional approvals

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Requisition Process Conditional Approvals
Originator
1st Approver
Budget Manager
Cabinet/VP Member
Budget Office
Purchasing
Other Destinations
Forward to Executive Vice President
Forward to Information Services

• Conditional Approvals
• Forward to Executive Vice President (EVP)
  purchase requests over 5,000, contracts, any
  multi-year agreement, equipment purchases, and
  leases
• Requisition Status Approval In Process, Held by
  Dave Young
• Forward to Information Services any non standard
  computer hardware purchase, any software
  purchase, and most computer accessories.
• Requisition Status Approval in Process, Held by
  Aaron Mathes
• Budget Manager Tip
• Returned requisitions should be returned back to
  the Conditional Approver.

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Requisition Process Purchasing
Originator
1st Approver
Budget Manager
Cabinet/VP Member
Budget Office
Purchasing
Other Destinations

• Purchasing
• All Approved Requisitions routed to Purchasing
  Department
• Purchase completed when requisition is Forwarded
  by Purchasing. PO or CC information recorded in
  the comments. Forward to Accounts Payable
• Requisitions forwarded to Other Destinations once
  Purchase is Completed or Reviewed

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Requisition Process Other Destinations
Originator
1st Approver
Budget Manager
Cabinet/VP Member
Budget Office
Purchasing
Other Destinations

• Other Destinations
• Accounting travel advances and reimbursements
• Accounts Payable all other invoice payments and
  prepayments
• Human Resources invoiced payment for
  professional services by LU employee
• Transportation vehicle rentals (in Lynchburg or
  LU Rental)
• Allocations jobs performed by other LU
  departments
• Others

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Requisition ProcessTypes of Requisitions

• General Classifications of Requisitions
• Purchase Requisitions Purchase of any product or
  service
• Travel Requisition
• Advances
• Reimbursements
• Vehicle Rental Rentals originating from
  Lynchburg (internal and external)
• Project Requisition used for large-scale
  projects such as lab construction

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Requisition ProcessGeneral Information
Allocation Expense Codes 55009 Postage 55010
Building Services 55011 Data Lines 55012
Cabinet Shop 55013 Printing Services 55014 Sign
Shop 55015 Technical Services 55017
Transportation 55019 TV Production 55020
Housing 55022 Fulfillment

• Required Information
• Vendor Name cannot be blank
• Select correct department
• Enter complete Extension
• Example 582-2037 or 592-2037
• Do not leave Date Requested blank
• Use Description for line item specific
  information only
• Select Correct Expense Code
• Operations Expense Codes 50500 54999
• Inter Allocation Expense Codes 55000 -
• Any additional information to be put in Comments
• Other Helpful Information
• Attach supporting documents
• Use Quantity and Unit Price Fields
• Comment on any special circumstances such as a
  credit card requirement or other disbursement
  instructions such as urgency

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Requisition ProcessPurchase Requisitions

• Required Information
• Vendor Name or Best Vendor
• Check Request PO for PO and CC
• Date Requested should be date item is needed by
• Deliver Goods to should have delivery location
• Example DM 20 111
• Invoice and/or Pick Slip to Accounts Payable
• Other Helpful Information
• Quotes, other supporting documentation
• Vendor Phone/Fax Numbers
• If individual, indicate if LU employee

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Requisition ProcessTravel Requisitions

• Required Information
• Traveler Name as Vendor
• Address and SSN information to Accounting
• Date Delivery Requested with the date the check
  is needed by.
• Select Request Check and Will Pick Up Check
• Travel dates and time, and destination/event in
  comments
• Receipts and Expense Report to Accounting
• Other Helpful Information
• Separate expenses by expense type

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Requisition ProcessTravel Requisitions Vehicle
Rentals

• Required Information Internal Rentals
• Vendor as LU Transportation
• Address and SSN information to Accounting
• Date Delivery Requested with the date the
  vehicle to be picked up
• Deliver to with the name of the driver
• Destination, expected return date/time in
  comments
• Use rate sheet for prices/van types. Expense code
  is Transportation (55017)
• Required Information Lynchburg Rentals
• Vendor (Enterprise, Van Go, etc)
• Use Rate sheet for approved prices. Add 8 VA
  tax.
• Expense Code is Automobile Rental (52104)

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Management System OperationsAgenda

• Participants will learn
• How to prepare a requisition in the Management
  System
• The flow of how requisitions move through the
  management system
• How to use Requisition Options
• Understand the various types of Requisitions
• How to use various Search Techniques within the
  Management System
• Understand how to view and interpret the Budget
  Report in the Management System

16
Management System OperationsAgenda

• Participants will learn
• How to prepare a requisition in the Management
  System
• The flow of how requisitions move through the
  management system
• How to use Requisition Options
• Understand the various types of Requisitions
• How to use various Search Techniques within the
  Management System
• Understand how to view and interpret the Budget
  Report in the Management System

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Questions Comments