Business Procedures Tips
DEFINE
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Have a Business Procedures Tip to share? Please send it to Bob Miller.
When you need to send a copy of an invoice along with a check to the vendor, please make a copy of anything that is to be mailed with a check and be sure to mark your check distribution as "t" for attachment.
Please use this new DEFINE access request form when requesting new access or when making changes to existing access.
Budgeted positions must be fully funded with permanent dollars prior to creating and routing the appointment in DEFINE.
When an electronic signer in DEFINE is not available, if you FYA to try to bypass that individual, DEFINE will reroute the document back to that approver before the document can be final approved. We recommend multiple signers on an electronic desk in DEFINE. DEFINE will not allow you to bypass a signer – it will follow its natural routing path.
When processing VP2s for institutional membership payments, please FYI copy both Bob Miller (XIRDM) and Jackie Hobson (XIJLH) in DEFINE so the information can be added to our log of departmental memberships in Student Affairs. FYI is an electronic command in DEFINE.
Many institutional memberships straddle fiscal years, and this is acceptable. The transaction just needs to be entered on two line items in the VP2 to properly document. (e.g. A $1,200 membership is from January December. One transaction line would be for $800 for Jan Aug, and the second line would be for $400 for Sept Dec. The voucher would be made for $1,200 total and the vendor would receive one check for $1,200.) In this case, the entire amount would come out of the current fiscal year because the remaining balance is less than $1,000. Had the remaining amount (for the next fiscal year) been at least $1,000, that amount would carry to the next fiscal year.
For appointments or appointment changes in DEFINE, please note these distinctions for using ‘P’ (permanent) or ‘T’ (temporary):
P = permanent changes to the position (permanent change of position hours, etc.)
T = temporary changes that accommodate a person (leave of absence, temporary change of hours, etc.)
<< Back to the Business Procedures Tips Archive
Have a Business Procedures Tip to share? Please send it to Bob Miller.