August 26, 2019 | Category: Announcement
TO: Faculty and Staff, All campuses
FROM: Tufts Support Services
Approximately one year ago, TSS introduced Medius to the community. This electronic invoicing system scans invoices into a payment system, matches data to an existing Purchase Order and processes the invoice directly into PeopleSoft with little or no manual intervention. We are happy to report that after some initial growing pains, we have processed approximately 33,000 invoices from July 2018 to June 2019. The average invoice approval time is down from 10+ days to approximately 3 days. Most invoices are fully processed and ready for payment within 1.5 days. Please note that to achieve success, it is important that all invoices come from the SUPPLIER to TSS (email@example.com) as a PDF and must contain a valid PO number.
PaymentWorks was another new system, which TSS launched in January. Tufts has collaborated with PaymentWorks to streamline the process of creating suppliers (vendors, students, or individuals) paid through Accounts Payable. Benefits of the online onboarding process includes: suppliers ability to provide their own tax documentation, check payment status on open and paid invoices, and they can make updates to their company/personal profile. Through the PaymentWorks platform, the process of inviting a supplier to enroll is as simple as sending an email. We have processed more than 4,500 suppliers since going live and the average processing time is down to about two days. Over the last three months, approximately 60% of payees have enrolled in direct deposit. Recently, we have worked with PaymentWorks to make the process more user-friendly by enhancing the user experience with the vendor registration form.
Based on the feedback we received from the community, we have developed a short reimbursement form that allows students, guests and other non-employees to be set up for payment without needing to create an account or provide tax information. In order to facilitate this new process for reimbursements, please submit the Travel or Business Expense Reimbursement Form to TSS with the name and email address of the payee. TSS will send out the invitations to complete the new registration form where applicable, so this no longer needs to be done by the departments.
Check Vouchers/Non-Employee Travel/Business Reimbursements
In the Fall, we expect to begin using an electronic check voucher system – replacing the paper form used today. The system will have automatic approval routing, similar to electronic requisitioning. We look forward to introducing this new technology in the coming months.