FFF – December 3, 2021
1) Required timeline for PCard signoffs/approvals
Cardholders must sign off on all purchases before each monthly deadline, and the approver on the PCard must sign off within 60 days of the purchase, or risk suspension of further use. Visit the PCard website to review the monthly deadlines, view the PCard policy, access training guides, and view FAQs: https://www.bu.edu/pcards/
2) All invoices over 5k must be approved by the requisitioner
Invoices over $5000 and all BPO invoices require approval by the requisitioner. The requisitioner should log into Guided Buying and click on “Your Approval”. In the “To Approve” queue, the requisitioner should change both filters at the top to “All”. The queue will now display all items awaiting approval.
Please see the links below for the quick reference guides with instructions to approve/deny an invoice and resolve an invoice exception.
Quick Reference Guides to complete Invoice Actions in Ariba Guided Buying
3) Remember to check invoices for taxes when approving
When approving invoices in Ariba Guided Buying, please first completely review the invoices to make sure that Boston University is not charged taxes. Our tax exempt certificates can be found here. If you would like to make any inquiry regarding Boston University’s tax exemption status, please visit the Financial Affairs Customer Service Portal to open a case.
4) Ensure your home/work addresses are up to date in SAP
It is important for all employees to ensure that their SAP home/work addresses are up to date. For home addresses in particular, inaccurate addresses can cause issues for employees who receive paper W-2 forms, including delays in receiving the forms, decreased security due to misdelivery, and often requires the Payroll Department to have to reprint and reissue the forms. To confirm your listed addresses, and to update as necessary, please go to BUworks and select the Employee Self-Service tab, then the Personal Information link.
Related: W-2 forms can be received online by following this guide. The benefits of doing so include:
- Earlier access to your W-2
- Ability to file earlier
- It can’t ever get lost
- It saves labor and printing costs for the University
- Student employees (numbering roughly 17,000) can still access their forms, even if they’re no longer living in the residence halls, housing, etc on file at the time of the mailing
5) Travel Cards not used for over 16 months will be purged
Travel cards that have not been used for over 16 months will be typically be purged from the US Bank system due to inactivity on the card, as it compromises the card and opens you up to fraud. Please note that this action is taken by US Bank, not by the BU Travel Services department. If you believe that your card may have been inactive for long enough to trigger such an action, you should contact US Bank by calling the number on the back of the card before you attempt to use it again.
If the card has indeed been purged, you will need to submit a new travel card application and retake the required travel card training. Forms and information related to reapplying can be found here.