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New Electronic Document - PBS ReleaseIntroduction The Office of Accounting is pleased to announce that the new electronic PBS document was released to the campus on June 26, 2006. The PBS document replaces the current paper-based Authorization for Professional Services (APS) form. The title of the online document has been changed from APS to AIS (Authorization for Individual Services). Departments currently creating and approving paper APS forms are required to start using the PBS document for all individual services approvals, with a few exceptions listed below. Please note that the authorization for services approval process itself is not changing; it’s just the form that is new. Built-in audits and electronic routing in the PBS will make the authorization for services process more efficient and accurate. The PBS is being implemented in different phases. Phase 1 covers the most common scenarios for creating a PBS. There are a few instances where a PBS cannot be used. Departments should continue to use paper APS forms for the following situations:
Phase 2 will allow for 26 account functionality, the ability to process foreign vendors, and additional PBS document search functions. These changes are expected to be completed in the fall. Additional future phases will include the encumbering of funds and the creation of an AIS payment document. Creating and Approving PBS Documents The PBS is an electronic web document that will be accessible through the POINT Plus web site: https://utdirect.utexas.edu/pointplus/ In order to create a PBS document you must be assigned to a desk in *DEFINE that has at least “U” status authorizations for the PBS command. PBS documents can only be created and approved in POINT Plus. For more information on how to create a PBS see the online demo, “How to Create a PBS”, located in the PBS Help Demo Library: http://www.utexas.edu/business/accounting/webhelp/pbs_demolib.html
For more information about approving PBS documents see the “PBS Approver Help”: Features of the PBS In the first phase the PBS will be used only for approval of services. It does not create accounting transactions. Eventually the PBS will encumber funds and have a corresponding payment document to disencumber and pay. It was developed within the POINT Plus system with these features in mind. The vendor identification number of the individual performing the services must be entered at the time the document is created. This is a control enhancement to make sure that the individual is authorized to perform services for the university prior to approval. The PBS audits for prior payments. Therefore, if a request for services causes an individual to exceed the $15,000 threshold the document will automatically route to the Provost Office after it is approved by the Dean/VP. Because this is only a web-based document, it cannot be approved in *DEFINE. Approvals can be made either in POINT Plus or within the UTDIRECT inbox. Information for Electronic Office Managers and Delegates If you are a *DEFINE electronic office manager or delegate, please use the following web page to review important information regarding changes you may need to make to your office structure. http://www.utexas.edu/business/accounting/news/pbsofcmgr.html PBS Test Information The PBS document was thoroughly tested for approximately six months by the Office of Accounting, and three months by beta testers from departments across the entire campus. The beta test group was composed of approximately 35 testers producing approximately 450 PBS documents. Throughout the testing process the beta testers provided valuable feedback regarding how the PBS document was working. This allowed the PBS development team to make additional enhancements to improve the document functionality. The following Colleges and Offices participated in the testing and development of the PBS. The Office of Accounting thanks them for their efforts and feedback in making the first phase of this project a success.
Training The Office of Accounting will offer training covering the PBS on the following dates:
Registration for these classes is performed online through TXClass. You will need to know your UT EID to access registration. Resources For more information about the PBS please refer to the following resources:
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