ACCOUNTS PAYABLE SHARED SERVICES
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1 ACCOUNTS PAYABLE SHARED SERVICES 1
2 ORGANIZATIONAL CHART Information Bullet one o Bullet two Bullet three 2
3 APSSC UNITS Customer Service Daily Payment Run Answering phones Answering s sent to Special Handling Checks Tax Payments Benefit Payment Posting Annual 1099 s Travel Card Program Positive Pay Check voids/reissues Misc. Mail Room Printing, sorting, metering and mailing of daily checks Stamping and batching incoming PO Related paper invoices Pickup check disbursement Scanning 3
4 APSSC UNITS Online Check Requisition-Service Level Agreement 5 Business Days from receipt Audit and post incoming check requisitions processed by departments Ensure transaction is on the PO Exception list Ensure SAP Duplicate Payment Validation is in tact: o Vendor Number o Reference Number o Invoice Date o Dollar amount Recurring Rents Petty Cash and Remote Imprest Replenishment Travel & Expense Unit-Service Level Agreement 10 Business Days from receipt Audit and post incoming expense reports processed by departments Ensure compliance with University Travel Guide Review and Process all Non-Employee Travel and Expense reports 4
5 APSSC UNITS Purchase Order-Service Level Agreement 30 days from receipt (Standard terms) Process all PO related invoices received from the Department or Vendors again SAP Purchase Orders Work with Vendors on their open AR aging Note: This until receives 30,000 paper invoices on a monthly basis 5
6 PO INVOICING Standard termed Invoices for items purchased on a PO (JHHS Net 55 days, JHU Net 30 days) should be sent directly from the vendor to the JH A/P Shared Services Central post office box: Johns Hopkins A/P Shared Services P.O. Box Baltimore, Maryland Or ed to [email protected] There is an exception list for those invoices that need to be expedited: Subcontractors Foreign Payments Independent Contractors Animal Payments Project Invoices Prompt Pay Discounted Terms Credit Holds Any invoices on this exception list should be sent directly to the processor responsible for payment within 48 hours. The following link is the contact information. If a department receives an original vendor invoice that references a PO number, the invoice should be forwarded to Accounts Payable Shared Services immediately, but the invoice should not be coded with budget/cost object information. Doing so may result in a duplicate payment. Please note: In order to avoid duplication of efforts or potential duplicate payments please choose either mail or as your delivery method. Also, please ensure the corresponding Johns Hopkins PO Number is listed on the invoice. Invoices without a valid PO number cannot be processed for payment. 6
7 APSSC UNITS Vendor Master-Service Level Agreement 10 Business Days from Receipt Create all Non-Shopping Cart related vendors Ensure all necessary paperwork is provided in order to properly classify vendor Ensure all tax reportable information is collected in compliance with IRS Regulations IRS TIN matching Complete Office of Foreign Assets Control, OFAC, screening on all new vendors to determine if they are on any restricted lists Add banking to vendor number for direct deposit (ACH) or domestic/foreign wires Independent Contractor Review for short term engagements of less than $5,000 7
8 DEPARTMENTAL CHALLENGES Increasing Volume The Johns Hopkins Health System has brought on 4 affiliates which has added 200,000 transactions to our volume without an increase of staff. We have an additional 63,000 transactions coming in January with All Children s Hospital. Goods Receipts Many departments wait until the Invoice Receipt is entered prior to entering the GR. On anything except a Blanket Order, the goods receipt should be completed once the department has physically received the goods or services. Prepaid items not on TRIP The TRIP should include all prepaid expense to capture the complete picture of the travel engagement. Goods/Services Reimbursements We are still getting a lot of reimbursement requests were goods or services are included. These should go through Purchasing and APSSC Rush Requests We get constant requests for expedited processing of documents, cutting manual checks and void and reissues. Please make sure that it is truly an emergency before requesting this action. 8
9 APSSC INITIATIVES ARIBA JPM SINGLE USE ENROLLMENT ACH CONVERSION AP DASHBOARD 9
10 APSSC PO AND NO-PO METRICS FY15-CURRENT TOTALS PERCENT TRANSACTIONS S/T JHHS S/T JHU G/T S/T JHHS S/T JHU PO XE,XG,YM,ZL EDI COUNT 184,440 72, ,827 72% 28% EDI $ 398,365,932 35,255, ,621,303 92% 8% YF PROJ manual ent COUNT 3,075 1,377 4,452 69% 31% PROJ manual ent $ 160,846,863 64,599, ,446,502 71% 29% RE MANUAL ENTRY COUNT 112,102 87, ,357 56% 44% MANUAL ENTRY $ 303,205, ,043, ,249,622 43% 57% S/T PO COUNT 299, , ,636 65% 35% S/T PO DOLLARS 862,418, ,898,976 1,363,317,427 63% 37% NON PO TP,YK INTERFACES COUNT 30,467 27,685 58,152 52% 48% INTERFACES $ 29,048, ,976, ,025,446 13% 87% Z8,ZB,ZD REFUNDS COUNT 14,455 12,240 26,695 54% 46% REFUNDS $ 2,909,206 6,533,417 9,442,623 31% 69% KB,KG,KR,ZZ MANUAL/RECUR COUNT 75, , ,132 42% 58% MANUAL/RECUR $ 396,409, ,639, ,048,576 42% 58% S/T NON PO COUNT 120, , ,979 45% 55% S/T NON PO DOLLARS 428,366, ,149,678 1,179,516,645 36% 64% 10
11 APSSC OTHER AND PAYMENTS METRICS FY15-CURRENT TOTALS PERCENT TRANSACTIONS S/T JHHS S/T JHU G/T S/T JHHS S/T JHU OTHER ZA,ZC,ZE,ZJ TRAVEL COUNT 26,998 62,904 89,902 30% 70% TRAVEL $ 6,233,623 31,872,313 38,105,936 16% 84% TR NON EMPL TRA COUNT 448 6,586 7,034 6% 94% NON EMPL TRA $ 128,359 3,277,273 3,405,631 4% 96% ZF PETTY CASH/IMP COUNT % 91% PETTY CASH/IMP $ 55,053 11,028,456 11,083,509 0% 100% YY ACH RETURNS COUNT % 0% ACH RETURNS $ 31,494-31, % 0% S/T OTHER COUNT 27,518 70,262 97,780 28% 72% S/T OTHER DOLLARS 6,417,035 46,178,042 52,595,077 12% 88% G/T TRANSACTIONS 396, , , % 45.68% G/T DOLLARS 1,160,988,672 1,161,679,540 2,322,668,211 50% 50% PAYMENTS 4,9,1,8,X CHECK COUNT 83,310 86, ,506 49% 51% CHECK $ 724,135, ,900,782 1,488,036,210 49% 51% 3,6,J,7, ACH COUNT 39,835 63, ,605 38% 62% ACH $ 696,268, ,801,463 1,195,070,186 58% 42% 2,5,S WIRE COUNT 905 5,294 6,199 15% 85% WIRE $ 28,984, ,570, ,555,100 10% 90% F,G XIGN/ARIBA SC COUNT 1,672 1,191 2,863 58% 42% XIGN/ARIBA SC $ 10,171,915 6,479,316 16,651,231 61% 39% H,I XIGN/ARIBA ACH COUNT % 0% XIGN/ARIBA ACH $ % 0% S/T PAYMENTS COUNT 125, , ,173 45% 55% S/T PAYMENTS DOLLARS 1,459,560,577 1,517,752,149 2,977,312,726 49% 51% 11
12 Q & A 12
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OBJECTIVE To establish procedures for review and payment of invoices for goods and services purchased by the university. POLICY Applies to: Faculty, staff, students, visitors, vendors Issued: 8/2000 Revised:
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