January 2024 Supply Chain Management Link

January 2024

We Are Live!

Questions? We're Here to Help

Aggie Enterprise has launched! To help support the implementation, we are holding daily Office Hours, providing an opportunity for you to ask questions and get assistance with Supply Chain Management operations within Aggie Enterprise as well as with our other systems and processes.

Supplier Services, Purchasing, Accounts Payable and Travel/AggieExpense team members will be on hand throughout the hour. These are drop-in sessions with no formal agenda or presentations. We encourage you to come with your questions or challenges anytime throughout the session and leave whenever you like.

Office Hours will be held Monday through Friday from 11 am to noon via Zoom.

Check Your Aggie Enterprise URL

During the buildout of Aggie Enterprise several different development sites were created for the purposes of testing and training. These sites contain the phrase "dev" in their web address.

Now that Aggie Enterprise is live, be sure to check that you are on the production site and not a development site.

The address is: https://login-etfq-saasfaprod1.fa.ocs.oraclecloud.com/.

Aggie Enterprise Catalog Updates

Supply Chain Management continues to add catalog suppliers to Aggie Enterprise, with the majority of the first phase implementations wrapping up this week. We appreciate your patience as we ensure that all catalogs are working correctly before they are fully activated in Aggie Enterprise.

For updated information on which suppliers are live, which are scheduled to go live in the coming days, and which are scheduled for Phase 2, please visit our Aggie Enterprise Supplier Catalogs webpage.

AggieExpense Updates

AggieExpense remains offline for reconciliation as we prepare the system for the new Chart of Accounts. While we are working diligently to reopen this feature, we want to ensure that all processes are working correctly before re-launching the reconciliation portion of the system. Look for a communication soon announcing that reconciliation is back online.

To accommodate for the cutover period, Tax Reporting & Compliance is extending expense reconciliation and report deadlines for transactions posting between mid-December and mid-January from 60 days to 90 days.

When allocating on an Expense Report or Request, the new Chart of Accounts (CoA) will be used. Please visit our AggieExpense COA Allocation Process webpage for details and instructions.

If you have questions, please reach out to expensehelp@ucdavis.edu.

Access AggieExpense Reports in Cognos

AggieExpense reports that were previously in Decision Support (DS) have now been moved into Cognos. These include the following reports: Department Approvers, Outstanding Cash Advances, Unreconciled Card Expenses, Report Lookup, Unreconciled Direct Billings, and Spend Report.

GLIDE (General Ledger Interface Details Engine) is a new report that will capture detailed transaction details from AggieExpense. Users with the UCD Projects Cost Inquiry JR or the UCD General Ledger Inquiry JR role will automatically have access to this report. A recorded demonstration of the GLIDE report can be found on our YouTube page.

To request access to the new Cognos travel and entertainment reports or/and to GLIDE, please contact your Security Liaison.

New Streamlined Forms

Supply Chain Management has been working to streamline and improve our forms.

Many of the forms we have used in the past have been replaced with new forms or are no longer in use because that information is now gathered within our systems.

Please be sure that you are submitting the most current version of our forms and that the form is still in use. You can find an updated list of forms on the SCM All Forms webpage.

Payment Request Replaces TEV, EEV

The Travel (TEV) and Entertainment (EEV) Expense Voucher forms have been replaced by the Aggie Enterprise Payment Request PDF document (available on the SCM All Forms webpage). In addition to non-PO payments, the Payment Request is also used for travel or entertainment expenses when a supplier cannot accept payment by credit card and must be paid by check.

Simply attach the invoice to the completed Payment Request form. If there are any related expenses for the same trip or event paid with a Travel card, note the invoice number in the related report section of the AggieExpense report.

Questions? Reach out to expensehelp@ucdavis.edu.

Mileage Rate Changes for 2024

Effective Jan. 1, 2024, the university's mileage reimbursement rates for expenses incurred in connection with the business use of a private automobile increased by 1.5 cents to 67 cents per mile, in accordance with the Internal Revenue Service standard mileage rates published in IRS Notice 2024-08.

The reimbursement rate for driving an automobile for a move or relocation decreased by 1 cent to 21 cents per mile.

Details from the IRS

To subscribe to the Supply Chain Link, contact us at SCMcomms@ucdavis.edu