FAS Fiscal Affairs Follow-up: General Administration Meeting

Post date: Apr 14, 2015 7:47:04 PM

Dear Directors of Administration and Department Administrators,

Thank you for attending the General Administration Meeting two weeks ago. To follow up on the meeting, please see the summary below of current Purchasing and A/P policies that have changed or are essential to processing transactions. For your reference, the PowerPoint presentation from the meeting is also attached. Please forward to your colleagues as necessary.

1. To resolve issues, we may email purchasing.info@nyu.edu (Procurement) or CDV.APCS@nyu.edu (Accounts Payable). If issues are still not resolved or responses not provided, then we may escalate via email to either Edie Peckl (edie.peckl@nyu.edu) or Bob Dayre (robert.dayre@nyu.edu) in Procurement or Jeanette Bastable (jb5386@nyu.edu) in Accounts Payable.
2. Invoices against POs, Business Payment forms and Payments-to-Individuals forms may be emailed to CDV.APCS@nyu.edu instead of being sent via hardcopy. Please always take care to include a w-9 (see attached) if the payee is new to NYU and has not been previously paid by NYU. Please do not submit duplicate requests.
3. “Hold Check for Pick-up” is no longer an option and ACH enrollment is the preferred method. Instructions are part of the new payment forms available from the Controller's website. http://www.nyu.edu/employees/resources-and-services/financelink/news-and-resources/forms.html.
4. International payments should always be made via wire (there is now no minimum amount) and should never be paper check. Wire fees are not charged to Departments and instead are currently paid centrally by the University.
5. Departments may utilize the ‘Negative Confirmation Report’ to identify payments that are scheduled to be made but are being temporarily held by A/P for negative confirmation. The "Negative Confirmation Report" was renamed in the UDW+ dashboards. It exists under the "S05. Accounts Payable and Purchase Order Reports DAILY " query, and it's the tab labeled "Unpaid AP Items.”
6. Procurement is working on a process with Risk Management to streamline “off-campus” event space bookings and insurance requirements.
7. Accounts Payable is working on a process to improve AMEX payments. Currently, payments for all NYU AMEX cards are paid in bulk with no reference to individual accounts. This means that payments for individual cards are delayed as AMEX has to reallocate the bulk dollars to the individual accounts based on an Excel spreadsheet. Accounts Payable is working on a process with AMEX such that the individual account numbers will be automatically tied to the bulk payment so to remove the delay. There is an open question about the validity of late fees being assessed by AMEX due to delays in their manual process. Accounts Payable will keep the NYU community up-to-date as this process is finalized.
8. All on-campus catered events that are over $1,000 must use a purchase order and use the key vendors posted under the policy here: http://www.nyu.edu/purchasing.services/eletter/159.html. Events under $1,000 and/or serving ethnic food are exempt from these policies. Please note that 2 pizza vendors are in the Purchasing system: Pizza Mercato and Otto.
9. P-cards are reviewed on a case-by-case basis. To request a P-card please send an email to Randall Say and Joe Wright that includes a month-by-month detail of expenses that the Department would have wanted to charge to a P-card. Please indicate who would be the Departmental user of the card and who would be the approver. Also, please explain why the current AP Workflow reimbursement process does not work for the Department.

If you have any additional questions or concerns, please reach out to your Fiscal Analyst or myself. Please note that this announcement has been posted here: https://sites.google.com/a/nyu.edu/fas-fiscal-affairs/.

Thank you,

Joe