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Frequently Asked Questions

TRAVEL & EXPENSE

 

Question 1

If a Dean travels and they bring back their receipts from their travel and give to their assistant, will the assistant need to upload all of the images of the receipts? Should the Accountant upload the receipts?

Answer:

The Dean has the ability to assign either (or both) employees with delegate access. This access allows designated users to enter expense items on behalf of another user. The Dean still maintains the ability to add items to WyoCloud using a smartphone, tablet, or by going online. They could even snap photos of the receipts and upload them from the road, where they would sit in a “holding queue” for processing at a later time. If they choose, they could bring all documentation back to campus and pass them along to a delegate to handle that step.

The main budget items will be defaulted in the expense module, based on the employee’s HR department (org/cost center), and the specific expense types are selected via a drop-down. The users will not need to know the account codes for each expense since they will simply choose from a list of items. For example, there is a selection for domestic airfare, lodging, etc., that will automatically select the appropriate natural account code. Once the employee or their delegates have all the individual items in WyoCloud, the delegated accountant would still be able to make changes to funding sources – items like fund class, program, and activity – and then submit the expense report on behalf of the Dean.

Question 2

If I understood correctly, personal meals while traveling will now only be reimbursed by per diem, but if someone is hosting a donor/speaker/interview candidate, I assume actual receipts will be accepted for reimbursement? Please clarify this.

Answer:

This is correct, and in hosting situations, employees will still need to provide both an itemized receipt, as well as a list of attendees.

Question 3

Can the Accountant can modify the amount to be reimbursed if the Assistant creates the expense report first?

Answer:

The individuals delegated with access to the expense module will be allowed to make adjustments to any items created prior to submission for approvals. If they notice a mistake, they can also remove the report from the approval process to make adjustments, and then resubmit. The AP Auditor will also have the ability to make necessary adjustments if there is a policy violation.

Question 4

If something is not allowable, will Accounts Payable notify the traveler, or if changes are made to an expense report prior to releasing payment, will a notification be sent?

Answer:

AP Auditors will have the ability to make necessary adjustments if there is a policy violation. The employee and/or the accounting associate should be notified when these change are made.

Question 5

Will we keep the same expense account coding or will it change? Will people be able to see these only when they do an expense, or will there be a list provided to accountants before Go-Live?

Answer:

There are significant changes to the expense accounts. The Chart of Accounts will be built into a list similar to what is currently provided to campus that will detail all the necessary information for departmental accountants before Go-Live.

Question 6

Once a receipt has been uploaded into the system, is there a need to keep the physical receipt?

Answer:

No, there is no need to keep the physical receipt once it has been uploaded into the system.

PROCUREMENT

 

Question 1

What will the “payment request” process look like?

Answer:

The list of items allowed on a payment request (AP Invoice/Non-PO Invoice) will be much more limited than what the current processes allow since almost all purchasing will be completed through the requisition process. Employees that handle the paperwork in the PeopleSoft system will use similar information they put on the current form, but will have access to enter it directly into the AP Module of the WyoCloud system. Once submitted, this will route for electronic approvals, and ultimately will be paid through AP.

Question 2

What will the P-Card process look like for reconciling?

Answer:

Once the P-card process has been finalized and working properly, we will provide a demonstration of it. The reconciling of P-cards in WyoCloud is done in the expense module, by the cardholder or their assigned delegates. It is handled through the same process as a personal reimbursement, where the user selects the expense type using drop down menus. Card transactions are added to an expense report and submitted through the approval process. The system will be able to recognize card transactions and will ensure that the right payment goes to the bank, or the cardholder, even if they are submitted on the same expense report.

Question 3

Will we still need to hand in a log and actual receipts? 

Answer:

These will be reconciled through the expense module and receipts uploaded to the expense. Based on how WyoCloud handles card transactions, there is no log.

Question 4

Will the receipts need to be uploaded?

Answer:

Yes, they can be uploaded to an expense and receipts will be required, just as they currently are.

Question 5

Will we have more space for details/description while reconciling?

Answer:

The expense module provides description space limited to 240 characters including spaces. That equals almost two and a half lines of 12-point font when typed, and the user has this option for each individual expense item.

 

Question 6

How are p-cards being handled?  Should we be limiting cards to certain individuals who travel?  What will be the process for reconciling? 

Answer:

Cards do not need to be limited to only individuals who travel.  Cards can still be used for day-to-day purchases but in the future could be limited from use for those items that UW will have negotiated substantial savings discounts. These items will be purchased through catalog/punch-out within the Requisition process. 

Cardholders can reconcile their own P-card transactions or can delegate this responsibility to another person, i.e. accountant.

Question 7

Will invoices in certain expense codes (items currently in the 900000 group) still require a PO if over a certain amount ($1,500 or $2,500) and if the invoice has already been received?

Answer:

Individuals will no longer create purchase orders in the WyoCloud system.  Requests for goods or services will be initiated through a requisition process within the Purchasing module.  A series of approvals will take place, and ultimately a purchase order will be created from the requisition.

All university expenditures, except for those identified as allowed under the Payment Request, require a requisition prior to goods being ordered or services being performed. The list of items currently to be paid using a payment request will be limited.  Services at all dollar levels will no longer be paid using a payment request but will be paid through a requisition.

Question 8

Will there be changes to the bidding process?

Answer:

No, the bidding process will remain the same.  The University Bid Threshold Policy can be found within the General Counsel website under Current University Policies.

Question 9

What will be the process be for adding suppliers to the system?

Answer:

There will be two ways to add suppliers to the WyoCloud system.  First, as currently handled, there are two individuals, one from Accounts Payable and one from Procurement Services, who will create suppliers within the system as requested from supplier forms.  The current form may be slightly modified, but departments will be notified of the new form when changes have been made. 

Secondly, suppliers will be able to self-register via a supplier portal within WyoCloud.  Procurement Services will evaluate supplier requests and once approved will send a web link to the requesting supplier to self-register. Once the supplier has registered, one of the two individuals from AP or Procurement will review for required information and finalize (approve) the supplier in the system.  Not all suppliers who register will automatically be approved.  As occurs in current processes, we receive more supplier applications than are suppliers created in the system.  We will only create new suppliers when there are actual payments or orders being placed with the supplier. If departments want a supplier to be sent the link to self-register, they should contact Procurement Services to do so and not send the link to the suppliers. The request will be evaluated and processed.

Note: The web-link will not be published as we don’t want departments to send these to suppliers. There are a couple of reasons for this: 1) Suppliers think that filling out a supplier form or now registering will mean they are on a supplier bid list (they have to contact the Procurement Buyer to be one the list) and this can lead to too many supplier registrations that will go nowhere, and 2) if Procurement sends them, we are reasonably sure there is a need to approve a supplier, which leads to faster, full registration of a supplier into the system.

BUDGETING

 

Question 1

Will Section I funds roll over, given that we are in a roll-over year? I think I remember hearing that any funds remaining in our accounts 6/30/17 would be rolled into a departmental pool, but does that include state funds?

Answer:

Any unspent Section I funds (as well as most of Section II self-generated funds) at the end of the FY2017 fiscal year (6/30/2017) will roll to an unrestricted operating reserve, and if there is a plan to use those funds in FY2018, the unit’s FY2018 budget should include a transfer into the budget from the unrestricted operating reserve.

Question 2

When will budget preps be returned for corrections?

Answer:

The Budget Office is manually compiling the submitted budgets, and the if unit turned their FY2018 budget in on time (3/31/2017), then the plan is to have those compiled budgets returned to the units by Friday, April 21, 2017 for their review and any changes/edits need to be submitted back to the Budget Office by Close of Business on Monday, April 24, 2017.


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