How to Review and Approve a Catering Invoice in Marketplace

Transcription

1 How to Review and Approve a Catering Invoice in Marketplace 1. If a catering services invoice requires your approval, you will receive an notification letting you know the invoice is in one of your approval queues. 2. To review the invoice, click the Invoice link provided in your , or log in to Marketplace. a. If you go straight to Marketplace, any invoices pending your review will be indicated in the upper right corner under My Action Items (the flag icon). b. To review any pending invoices available to you, click on the Flag icon, and select Invoices under the Unassigned Approvals: c. There will be at least one folder with invoices that are pending your review. If the folders are collapsed by default, you can click on the folder name or click on expand all to view the list of invoices. The name of the folder should help indicate why the invoice is pending your review.

2 d. When reviewing the list of invoices in your folders, open up your desired invoice by clicking on the blue Document No. 3. Once you have opened the invoice, Assign it to yourself from the Available Actions in the upper right corner. 4. If you would like to view the actual invoice that the supplier submitted, click on the blue link of the attachment listed at the top. This will download a copy of the invoice for your review. Please Note: If the invoice was manually entered, you can view the actual invoice using the Invoice Lookup Tool. 5. Once you re ready to review catering information, scroll down on the invoice to the Catering & Event Info section. This is where you will find the first set of entertainment related fields for this invoice.

3 Field Official Host Attach Attendee List (via Comment) & Confirm Number of Attendees: Have these same participants received a meal once this month or light refreshments twice this month? Did a spouse/family member/friend of a UCSD employee attend as a non-employee? Enter Reason for spouse/family member/friend to attend (100 characters max): What type of meal was this? Enter any amount already paid for this event (0 if none): Enter the document number(s) for those transactions (100 characters max): Description for Final Invoice If the event type was Hosting, the Official Host will be listed here. Indicates the actual number of attendees that were at this event. The list of attendees should be included on the Comments/Attachments tab. Indicates the frequency of meals if the all the participants of this event received a meal or light refreshments more than what is allowable. Indicates whether or not a spouse/friend/family member of a UCSD employee attended as a non-employee. Indicates the reason why an employee s spouse/friend/family member attended. This reason may also be indicated on the Comments/Attachments tab. Indicates the meal for this event. Indicates the total dollar amount for all previously processed or paid transactions that are related to this event. Example: A deposit paid on a separate invoice for this order is $50 A MyEvents transaction was processed for water purchased at Costco for $20 The total amount would be = 70 This dollar amount is only factored in to the cost per person, and is not paid to the supplier. References any document numbers for transactions that have been previously processed or paid for this event (i.e. Marketplace Invoice, MyEvents Document Number, TRIP number, etc.) 6. The next set of entertainment fields are from the irequest, and are available by scrolling down to the line item on the invoice. If you would like to see all of the information on the irequest, click on the More Info link.

4 a. Key Entertainment Fields from the irequest i. Date of Event ii. Business Purpose for the Event iii. Estimated Number of Attendees at the time of request iv. Event Type 7. The final set of entertainment related information will be available on the Comments/Attachments tab at the top of the invoice. a. This tab should always include the Attendee List with the names, titles, and affiliation of each guest at the event. b. Other possible comments may include: i. Reason why the confirmed number of attendees differs from the estimated number of attendees ii. Reason for Spouse/Family Member/Friend of a UCSD to attend iii. Alcohol Permit for On Campus events iv. Internal Documents that your department specifically requires for events v. List of transactions that factored in to the Cost Per Person Amount (Ex: Deposit was on Invoice #########, MyEvents Transaction ######## was for additional water, etc.) vi. Reason as to why the Cost Per Person may have been exceeded. The Cost Per Person is calculated using the following: Invoice Total + Amounts Already Processed or Paid for this Event Confirmed Number of Attendees 8. To verify if the Cost Per Person has not been exceeded for this event, visit the Approvals Steps tab to see the approvals that this invoice requires. a. If the Cost Per Person has been exceeded, two Exceeded steps will be present.

5 b. To view the actual cost per person, select the name of either Exceeded steps c. The details of this approval step will open in a new window, and the meal type and calculation will be present at the top right. 9. Other approvals that may be required are a. Standard Ent (Entertainment) Approval: This approval is required for certain event types and if a spouse/family member/friend of a UCSD employee was in attendance. b. Special Entertainment Approval: This approval is required for certain event types and if a spouse/family member/friend of a UCSD employee was in attendance. c. Business Unit Approval: This approval is required for all catering services invoices in Marketplace. The Business Unit Approvers are typically the fund managers or MSO s for your department.

6 d. Final IPPS Review: This approval is for IPPS Travel and Entertainment team to review these invoices and the information/documentation that was provided. e. Chancellor Approval: This approval is required if the Cost Per Person exceeded the maximum allowable by 200% or more. 10. After you have reviewed all of the information needed, Approve and/or Complete the invoice from the Available Actions towards the upper right hand corner.