[purchasing] IMMEDIATE ACTION REQUIRED ON OPEN & PENDING POINT PLUS ORDERS

IMMEDIATE ACTION REQUIRED ON OPEN & PENDING POINT PLUS ORDERS Open, unpaid departmental purchase orders ($5K or under) that were created in the POINT Plus system will NOT automatically be transferred to the UTShare/PeopleSoft system. Payments for small-dollar orders ($5K or under) that have been received but not yet paid ("Pending POINT Plus Orders") will be addressed by one of the following methods: 1. Procard Method: The Purchasing and Disbursements Offices strongly encourage Departments to pay Pending POINT Plus Orders utilizing a departmental procurement card ("Procard"). Procard payments are still subject to the Procard card policies and restrictions. However, the Procard Office is amenable to approving reasonable exemption requests during this transition period. Departments that do not have a Procard MUST contact the Purchasing Office. 2. PO Transfer Method: If a Procard cannot be utilized to pay a department's Pending POINT Plus Order, the department MUST contact the Purchasing Office to transfer the Pending POINT Plus Order to the PeopleSoft System. When the Disbursements & Travel Service Office ("DTS) receives an invoice, DTS will email and direct the applicable department to utilize the process described above. If the department receives an invoice for a Pending POINT Plus Order, the department must determine which of the above payment methods to utilize and proceed accordingly. Upon notification from DTS or upon direct departmental receipt of an invoice, departments must take immediate action on the Pending Point Plus Order to avoid accruing interest due to the Texas Prompt Payment Law. The above processes do NOT apply to purchase orders over $5000. DEADLINE: Processing of payments for Pending Point Orders must be completed by July 15th, 2014. Thank you for your assistance with the transition process. If you need additional assistance please contact the appropriate office below: * PURCHASING o Email: purchasing@utsa.edu<mailto:purchasing@utsa.edu> o PH: 458-4060 * PTCA o Email: procard.travelcard@utsa.edu<mailto:procard.travelcard@utsa.edu> o Fax: 4849 * DTS o Email: disbursements.travel@utsa.edu<mailto:disbursements.travel@utsa.edu> o Fax: 4829 Thank you, Jill Hinrichs Administrative Associate II The University of Texas at San Antonio Purchasing and Distribution Services Department One UTSA Circle San Antonio, TX 78249 p: 210.458.4060 F: 210.458.4061 Important notice: As of May 1, 2014, UTSA will be implementing a new financial ERP system, Peoplesoft 9.1. The System will not accept any variances between the purchase order items and the invoice line items, including variances related to unit price, extended price, freight charges, unit of measurement, or number of line items. To ensure proper payment of invoices, UTSA providers should use all efforts to safeguard against any line item variances between the purchase order and invoice. Any variance will result in significant payment delays.