[Plantsci] Another Wonderful Wednesday!

[Bonilla, Leslie Anne - (lesliebonilla)]

Good Afternoon to Everyone!

In the short time I've been in the office I have truly enjoyed meeting quite a few of you in person and over email and zoom.

I have set the following goals for the business office to consistently achieve:
PCard Transactions- Reconciled Daily
Expense Reimbursements- Processed and Submitted to FSO within 3 days of receiving.  (If FSO meets their processing goal, reimbursements should be paid out within 7 to 10 business days of submitting documentation)
Financial Reports- Sent to PIs within the first 5 business days

Here are the stats in summary:
160 School of Plant Sciences Staff (not including office staff) submitting receipts and requests for payments- and more on the way!
35 PIs are provided financial reports for approximately 250 accounts
3.5 SPLS Business Office Staff (currently 2 Staff)

In order to meet our goals I am making the 2 changes below.

1- A PCard Authorization Form will be required for each PCard transaction/Charge.  This form is a part of the documentation PCard users are required to submit as a Responsible or Individual Card User.  The business office should not be creating these and reconciling the transactions as it is against the separation of duties policy.  I have attached a template to use.  Receipts that are not submitted with this form will be returned and a form requested.

2- An Expense Reimbursement form.  This form includes all the information that is needed to process expense reimbursements.  It will greatly improve processing time as this should reduce the back and forth emails requesting information that is required to process the reimbursements.  The business office is not able to make assumptions on details for reimbursements, especially for the UA Business Purpose or what account number to use.  I have attached the template for this as well.

As I mentioned in last week's email, Lizzy and I are diligently working on getting the expense reimbursements completely caught up.  It will be done before Monday.  It is taking longer than anticipated because we are missing required information and are needing to reach out to obtain.

Again, I appreciate your patience while we get things in order with establishing and learning efficient processes and catching up on what we had gotten behind on.

If you have any questions or concerns, please reach out to me.

Sincerely,


[The University of Arizona block 'A' logo.]
Leslie Bonilla
Manager, Finance and Administration
School of Plant Sciences
THE UNIVERSITY OF ARIZONA

Forbes, 303
1140 E S Campus Dr | TUCSON, AZ 85721
Office: 520-621-8689 |
lesliebonilla at .arizona.edu<mailto:lesliebonilla at .arizona.edu>
cals.arizona.edu/spls<https://cals.arizona.edu/spls>

[Integrity, Compassion, Exploration, Adaptation, Inclusion, Determination]<https://brand.arizona.edu/signature>


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