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| From the Director
Over the past few months, Disbursements has been providing opportunities for continually improving service and streamlining processes. To that end, the Disbursements’ customer support management system (disbursements@ucsd.edu) was launched in January; the system assists us in expediting communication with our campus customers and vendors with most questions and inquires being responded to within 24 hours.
During the past few months, new programs such as the one for acquiring gift cards for clinical trial participants by means of an Express Card have been made available. Potential ‘time savers’ for departments were delivered including the new protocol for accepting Payment Authorization documentation via email replacing mailing-in paper, and the web-based invoice look-up tool for reviewing the status of an unpaid invoice.
As we ‘spring’ forward into 2013, Disbursements is continuing development of MyPayments to replace the heavily used Payment Authorization application for managing unique and proprietary payments/reimbursements. Anticipated to launch in early 2014, MyPayments will offer just-in-time policy support and a myriad of new features. Customer transitioning options from Payment Authorization to MyPayments will include on-site training, pod cast, and webinars. In addition to time savings, innovative strategic plans for accounts payable optimization are being introduced by Disbursements to include the implementation of international ACH, and expanded use of Payment Plus to further reduce the issuance of paper checks to maximize resources and minimize risk. Please also look for the new comprehensive feature in Blink which will provide clinical trial administrators with policy on paying subjects, tax implications, and payment options including cash, check, ACH, scrip, and gift cards.
As always, we appreciate your thoughts, comments, and support; and we extend to you our best wishes for a joyous spring and look forward to seeing you at our annual open house on May 7.
- Faye McCullough
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| X Marks the Spot - for Payment Plus
 Payment Plus is one of Disbursements' newest electronic payment methods. Invoices are processed as usual and the funds are transferred electronically to participating vendors. If you notice a document that references a payment number that starts with an ‘X’ it was processed using Payment Plus.
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| Payment Authorization Documentation
Providing the option of submitting the supporting documentation via email to PayAuthPDF@ucsd.edu has received very positive participation and results. After just a few months, approximately 80% of Payment Authorization documentation is being received through this new procedure. Below are a few helpful tips to help facilitate the process:
- Write the Payment Authorization Document Number on top right corner of documentation prior to scanning
- Scan and save all documentation as one attachment
- Submit documentation for only one Payment Authorization per email
- In subject line of email, reference Document Number only
- If you send documentation by email, do not send paper copy as well
Please click here to see complete instructions.
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| Take a Break
 In January, Disbursements hosted approximately 30 staff members from various departments at an informal Q&A session. During the session, our customers were able to ask questions about various Disbursements topics while enjoying hot coffee and refreshments with their co-workers.
Coming up on April 24, the Payment Request team will be hosting a "Morning Social" at the Price Center West - Green Table Room from 9:00 AM - 10:00 AM to focus on topics related to Payment Authorizations. We invite you to come meet our team members, and bring your questions about Payment Authorization. More information about the session is available on our Blink page.
Interested in scheduling a session for your department? Contact us at disbursements@ucsd.edu for details.
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| New Human Subject Payment Option
Utilizing the existing Express Card Program, we are now offering an additional payment method for Human Subjects. The Human Subject Express Card is tailored to allow departments to purchase merchant/store gift cards to use to compensate clinical trial participants. This option provides you all the benefits of the Express Card, simplifying buying, paying and tracking of transactions. For more information regarding this payment option or to sign up for a Human Subject Express Card, please contact Tracy Buchanan at disbursements@ucsd.edu.
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| Disbursements and Marketplace
The following message is from Anne Hewett, Strategic Projects Manager for Disbursements...
As one of the newest members of Disbursements, I have had the opportunity to better understand our operations and begin to formulate a strategic plan to continue our efforts toward improvements within Marketplace. We are continuously reviewing workflow to streamline our processes, examining how we can strengthen our payment strategy, and ensure that our process is a best practice. I am excited to be part of this team and its commitment to you and all of our stakeholders.
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| Serving You Better
disbursements@ucsd.edu & Beyond...
Back in the beginning of January, we launched our new customer support management system at disbursements@ucsd.edu. Since then, use of this tool by both the campus community and our off-campus customers has been growing rapidly. If you have a question for us, or need assistance with a Disbursements related issue, we encourage you to try this new system. Once your email request has been submitted, you will receive a confirmation response, and your request will be assigned to the appropriate staff person(s) in our office for assistance. Also, you will receive regular email updates as your request is being processed.
Please remember that the customer support management system at disbursements@ucsd.edu is designed to support requests for information or assistance only, and does not replace other standard Disbursements processes.
Coming soon, we will be releasing an upgrade to our customer support management system, which will include a user portal option where customers can submit their inquiries and requests by selecting from pre-defined categories. The upgraded system will also feature full interactivity with other Business and Financial Services divisions, to ensure that customers are routed to the right department and receive the assistance they need. Stay tuned for further information!
If you have any questions about the customer support management system, please email Mike Morganson at disbursements@ucsd.edu.
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| Travel Tidbits, from Our Affiliate Department...
Travel Card & MyTravel Updates...
Two recent enhancements to MyTravel have simplified the trip planning and claim process for travelers and travel preparers. Travelers no longer have to wait until the trip is over to request a payment to their Travel Card, and preparers no longer need to deal with those pesky amendment trips. The Travel Card Prepayment option allows travelers to use their Travel Card for all trip-related prepayments, including conference registration fees and hotel deposits, and request one combined payment to their Travel Card. This new option also reduces travel preparers workload by eliminating the need to request multiple trip prepayments and reducing the risk of a lost or misdirected payment. The Travel Card Prepayment option also assists travelers and departments with keeping the Travel Card account current.
Travel Card transactions and account balances are now viewable in MyTravel making the claim process a snap. From the MyTravel Homepage travelers can click on the link to View Travel Card Transactions and preparers have access to view transaction summaries while completing the trip claim in MyTravel. The Travel Card transaction summary shows recent card activity and account balance to assist with trip claims, and helps to ensure that all charges are accounted for and the appropriate payment is sent to the Travel Card.
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| Tax Compliance Update
In November 2012, Susselys Virgil joined the newly formed Disbursements Accountability and Tax Compliance Team as an Accountant III. She joins Heather Vinograd to support the division’s internal control functions and tax compliance requirements. With the addition of Susselys, the team has many activities planned to support the campus’ growing tax needs. Blink pages focused on 1099 reporting for vendor payments, California non-resident withholding, and FAQ sections for these topics, as well as sales and use tax, will be created over the next year. The team will also create and review analytics in order to develop an expanded internal training program. As with other Disbursements inquiries, please send your tax questions to disbursements@ucsd.edu. We look forward to working with you!
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| Express Card - An Alternative to Reimbursements
Using your own funds and submitting a request to receive reimbursement either through Payment Authorization or Petty Cash is not a preferred UCSD method for purchasing or paying for goods and services. Take advantage of the Express Card and eliminate the need for processing reimbursement requests.
Did you know that Express Card is an ideal tool to purchase and pay for items not in Marketplace? See our Blink page for a full list of common purchases and restrictions.
Some examples where Express Card is the preferred tool:
- When buying low cost items where a streamlined process is more cost effective and doesn’t require a purchase order, even if the vendor is in Marketplace
- Versus paying for items using personal funds or credit and requesting a reimbursements through Payment Authorization, or obtaining petty cash for purchases
As there is no limit on the number of Express Cardholders per department, many of our campus departments have issued Express Cards to each of their staff members with purchasing responsibilities. Some of the key control features of the Express Card program include:
- Email notifications that provide each cardholder and their department administrators with visibility of transactions upon receipt
- Transactions may be redistributed to one or more alternate index/ices or account/s within a 10 business day window from the date the transaction is received by UCSD
- A transaction reviewer role that may assist the department administrator with reviewing transactions and the redistribution process (they also get email notifications when the transaction is received)
- Queries that may be used to track purchases by multiple criteria such as cardholder, index, etc.
- Dedicated Express Card Program Team in Disbursements to provide assistance and training (they welcome opportunities to come to you to answer questions, help get people started or provide refresher training)
Take the opportunity today to inquire about getting an Express Card or learn more about the program by emailing the Express Card Team right away!
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