Administration and Finance Focus
 
 

                                                                                                               

CORESTAFF Central Billing Procedure

Currently, CORESTAFF invoices are sent directly to the appropriate departments, and the departments create and process vouchers for payments. Effective Nov. 28, 2010 (CORESTAFF invoices are generated on Sunday), CORESTAFF will begin electronic invoicing to Accounts Payable (AP) so their payments can be processed centrally. In order to accommodate this change, some revisions will be made to the ordering, billing and verification processes. The new procedure is posted to the finance website under CORESTAFF Central Billing Procedure: 

Key Points

  • All new orders will be placed by the department online in the CORESTAFF system.
  • Only certifying signatories and the College/Division Administrators� designees will have access to the CORESTAFF system.
  • College/Division Administrators can send an e-mail to AP to authorize their designee to place orders so they can have access to the CORESTAFF system.
  • A valid cost center is required at the time of ordering.
  • CORESTAFF sends an email to each supervisor/certifying signatory with a summary of their weekly charges. CORESTAFF should be notified of any discrepancies.
    • o The supervisor verifies the number of hours.
    o The certifying signatory verifies the total amount charged.
  • CORESTAFF will send electronic invoices to AP weekly.
  • AP will generate and process vouchers for payment. If cost centers do not pass budget checking, AP will use a liability account for CORESTAFF (20112) and process the vouchers.

UH departments are responsible for creating vouchers for any outstanding invoices issued prior to Nov. 28, 2010. CORESTAFF will work directly with the appropriate departments to resolve any outstanding invoices.

Training
  • AP has scheduled training sessions to review the new procedures. The sessions are scheduled on Nov. 2, 4, 9, 11, 16 and 19 in Room 224, UH Energy Research Park, Building 2.
  • You can register for training via P.A.S.S.
  • If you are currently using CORESTAFF temporary personnel, you are required to attend one of the above training sessions (AP will notify you). Otherwise, your attendance is optional.
  • AP can offer additional training upon request.
If you have any questions, please contact Armand Villacorte (3-5660 or avillaco@central.uh.edu) or Aida Hermosilla (3-8744 or aherrmos@central.uh.edu).