Minutes – Training Communications II Team

Monday, March 8, 2004

10:00 – 11:30 A.M

130 Hullihen Hall (Board Room)

 

 

Attendees: Ellen Lepine, Shirley Becker, Jackie Caleg, Sandra Dean, Betty Dehel, Lisa Huber, Ginger Knutsen,  Nancy Pollock, Betsy Reigle, Bob Rieman, Kris Farmer, Missy Sarver, Dee Smith, Linda Somers, Rachel Strickland.

 

1.  Logistics:

 

            Next Meeting = Monday March 29, 2004

            Minutes this time:  Linda Somers

            Minutes for next meeting – Sandra Dean

            Minutes now posted to UDFS website (www.udel.edu/UDFS)

 

2.      New member – Missy Sarver from Billing  & Collections (manager Loans and Misc. Receivables)

 

3.      First Look at two AR Billing webforms

 

·        Cash Transmittal –

·        webform, will print out to attach to checks.

·        Explanation does not carry to PS g/l. 

·        memo text may carry to ps g/l.

·        Question :  Will resource type and resource category automatically populate with speedtype?

·        The information from these forms will be summarized going into G/L.  However, there will be a separate reporting table with individual detail.

·        Cash Transmittal will not need approval unless department request it.  Supervisors may want to request a copy.  Each unit will decide the approval process.  Will ask to add comments box for approver.

 

4.      AR Billing - Charge Code Templates-

·        information to be collected from Departments by team members (deadline 4/5/04)

·        Refer to the tabs for units of measure.  Departments will need to set up charge codes in advance.  Charge codes will pre-populate the chart field.  Need to complete template for services you bill out regularly.  Dollar amount is not included on template.

·        Look at Misc Billing list on website to make sure you catch all departments in your area.  They all will need to fill in the charge code template if they use them.

·        Invoices will have department address with contact name.  Discussed adding more descriptive wording for “invoice date”.  Invoice date is the same as accounting date.

·        Billing frequency – will add installment option but will need billing approval in advance.

 

5.      Readiness 2 Training

 

We reviewed the plan for readiness training.  It will be about one hour.  We will go over new chartfields, FAI, webforms.  Will add brief review of PS – Phase I for those not yet familiar with PS.