SAP requestors from each office could serve as primary POC to address questions. While SSC Finance Representative can take on more complex queries. The SAP requestors of each office could suggest changes that could improve current processes.
Case 2
added Receipts for reimbursements to students are placed in Google Drive, access is not given to SSC Finance Representative to process. This results in delays as back and forth emails. SSC Finance Representative would like to better understand the processes in the office.
Supporting documents are not in appropriate format for viewing (unable to view or corrupted files), and heic format files.
Case 3
added and presented in 20231025 meeting Internal inconsistencies in timesheet
Example:
Case 4
SWAT timesheets indicate no lunch break mistakenly or wrong date (Sunday) when there is no event.
Problems with timesheet (modified formula), strange start and end time, no time indicated but number of hours worked is being calculated
Case 5
added and presented in 20231025 meeting No service agreements for student and SUSS - services provided.
And, the scope of work is not properly defined.
Case 6
added and presented in 20231025 meeting Standardisation of how students should apply for student travel insurance using Qualtrics
Case 7
Unaware of payment cycle - keep on enquiring on payment status when the email sent to finance is indicator
Case 8
Improper ”Quotation“s. Renaming the file as “Quotaton” does not make the document a “Quotation”
Case 9
Impossible payment deadline. Today ask me to pay on 23 Oct 2023 and wants to payment to be received on 27 Oct 2023.
Case 10
Expectations gap on their expected payment date and the actual scheduled payment date
Case 11
added and presented in 20231025 meeting Supplier not created in system resulting in delays in payment processing - bringing awareness of the payment process
Case 12
Sending duplicate requests for
- Standard PR
- Internal PR
- Payrequest
Case 13
Pay request amount to student is not the same as found in supporting documents.
Reasons: Student purchased items for their personal use in the same receipt, but was not indicated anywhere. Student enter the wrong amount The 80% reimbursement is not properly applied - instead mistakenly reimbursing student 100% (not the same as approved email)
Case 14
Payment for services found in the contractual agreement with speaker or student is vaguely worded and unclear. For example:
But we are only paying 0.5 days for the professional development training
Production IG and individual name unclear. Agreement states the student name (and did not include in the agreement that the student belongs to the Production IG) - payment trigger for production IG.
![[RE_ [Urgent] Process the AEE Student Photography and Videography payment.pdf]]
Case 15
Too many invoices from UOBTP with many invoice numbers. Even for a student or staff, there could be 3 invoices generated for each country/accommodation only and airfare only.
For students, I have considerations on UOB directly billing students, if students are required to purchase and pay for 100% of airfare (e.g., CDO - IBSP Alibaba)
Case 16
Messy collation of documents on Google Drive (OST) or in other forms. From different students, to place them in folders
Name - PI number if there is more than one document. For single document for each student, rename to Name
Case 17
Two invoices are issued when there should only be one. They are charging us twice? See STGS-PO 2000009802 - STGS-INV-23-201 OR STGS-INV-23-195 is valid??
Case 18
added and presented in 20231025 meeting Student reimbursement - only gives invoice without receipt or bank transaction screenshot/ PayNow or PayLah screenshot to show that you have paid for the invoice.
Case 19
added and presented in 20231025 meeting OST’s different categories of reimbursements to students include Many multiple emails of claims, which the student mentor is ensure to keep track that it does not exceed threshold in each category.
- Competition Fees
- Airfare
- Refreshments
- etc.