1. Dallas & System
Partner Meeting
May 23, 2012

2. Agenda
• Onboarding
• Purchasing Update
• Payment Processing Update
• Annualizing pay rates using the
2080 rule
•Q & A

3. Onboarding

5. Year End Deadlines
• Friday, June 29th – deadline for Formal Solicitation requests
from FY 12 funds ($25k or more)
• Monday, August 20th – ePro request with no contracts or
agreements from FY 12 funds (less than $25k)
• Friday, August 3rd – purchase contracts/agreements valued at
$100k or more
• Friday, August 10th – contracts/agreements less than $100k
• Friday, June 29th – FY 13 funded items
• Pcard transactions based on posting date and not transaction
date.
• Pcard cutoff date recommended by BSC is Wednesday, August
22nd
*budget errors should be directed to your institution’s budget office

6. PO Attachments
• Quotes
• Contracts
• Other Purchase related items
• No transmittal slips needed

7. Pcard Changes
• Reviews for all cardholders will be once every 2
years; high risk transaction items will be reviewed
annually.
• Desk reviews will occur for all transactions.
• May use card for purchase of services that do not
include terms and conditions and on local funds.
No state funded purchases of services allowed.
• Memberships may be paid from local funds.
• Personal purchases still not allowed. Any and all
will result in a 30 days suspension of card and
additional training.

8. Pcard Changes Cont’d
• Level One Sanction – report issued for split
transactions, missing receipts, ads,
entertainment/travel expenses.
• Level Two Sanction – 30 days suspension of card
and required training issued for purchasing
prohibited items (gift cards, gift certificates,
chemicals), loss of card, 2nd occurrence of level
one sanction.
• Level Three Sanction – permanent closure of card
for a repeat of a level two sanction.

9. Buyer Teams/Department Liaisons
• Team Approach to departmental purchases
• Purchasing questions/needs answered
through Buyer Liaison
• Listing by departments can be found on
What’s New section of
BSC website

10. Payment Processing Updates
Payment processing should be very seamless if
all the components necessary for the payment
are in place. However, that is not always the
case.

12. Challenges to Payment Processing
Invoices submitted by
the vendor directly to
Invoices that arrive Partial Shipments with
the department rather
without a PO # full invoicing
than per the terms of
the PO
Shipments directly to One invoice split by Not using department
departments more than one PO Pcard when applicable
Special Handling
requests
12

13. Payment Queue

14. Great Example

15. Making the process work

17. What does it mean?
• “2080” is an hourly rate based on 40 hours
worked per week for 52 weeks a year
• An employee’s hourly rate of pay will be the
same each month.
• Do not need to know number of work days in
a month
• Dock rate is always the same
• Lump Sum Payments are easier to calculate
and understand

18. How many working hours in a year?
12 Month:
• 100 % = 2080 (52 x 40)
• 75% = 1560 (52 x 40 x .75)
• 50% = 1040 (52 x 40 x .5)
9 Month:
• 100% = 1560 (9/12 x 2080)

19. How is it done?
• Divide the Base Annual Salary by 2080 =
hourly rate of pay
• Example: $32,000.00 / 2080 = $15.38 per hour
$32,000.00 / 1560 = $ 20.51 per hour

21. Future meetings through video conferencing?

22. Questions?
Remember that we have answers on our
website, BSC Solution…click to get answers.