shared services center...shared services center periodically, we will provide updates on the ssc in...
TRANSCRIPT
\Virginias (} Community Colleges
Shared Services Center
Check out our
new website!
Weare 'l..i"i:] '
www.ssc.vccs.edu
:Virginias Community Colleges
Shared Services Center
Periodically, we will provide updates on the SSC in the form of this
newsletter. Please contact SSC [email protected]
with any contributions or suggestions.
6
5
4
)3
2
1
0
In the last newsletter, we shared the metrics collected for Accounts
Payable and Travel & Expense. Let's take a closer look at one of the
Travel and Expense metrics.
Process Improvement
Ideas Do you have ideas on ways we can
partner to reduce costs, reduce
administrative burden and
increase compliance? If so, please
share your ideas with us! You do not need to have a full solution
developed to call out an
opportunity you see, we can help
with that part!
Subrnit c process irr.provment idea via the website process improvement form
SSC Ser\ffCe Line Manager and Business Analyst evaluate and priotit-ze
Approved ideas are communicated and implemented
SSC Service Map
Curious to know which
colleges are live with
services at the SSC? The
service map linked below
is designed to g ive an
o verview of just that:
SSC Services Map
If you are using the DEB
contract DEB20140310 for Fire
Alarm Monitoring. If the same
contract vendor that performs
on-call repairs also monitors
the fire alarms, there should be
no charge for the latter service
TE04 - % of Expense Reports that are approved at First Pass
The calculation of this metric equals the number of expense reports
approved with no errors the first time, divided by the total number of
expense reports. To qualify as "first pass", the expense report must
be compliant with the CAPP manual and requires no extra
documentation.
This type of metric is known as a lagging metric because the focus is
on output. In other words, the quality of the expense reports is
measured after the fact.
The top three colleges with the highest average are
(FY to date):
Dabney S Lancaster
Reynolds
Paul D Camp
88.62%
87.05%
85.83%
Procurement Tips
Roll-out
The last three colleges came on board with the SSC in October. With
an approximate 25% increase in order submission, you may see a
short delay in processing as we accommodate this addition. Know
that we are working as hard as we can to get your orders processed
and we appreciate your patience!
Spotlight on Project Management
3. Special instructions and/or pertinent information should be attached to the web form request
After completing the Travel Arrangements Request web form, the request will be sent to the SSC for case ticketing,
tracking, and processing. You will receive a Salesforce case confirmation email verifying the receipt of your web form
request with an assigned case number.
For assistance with this new process, please contact the SSC Help Center 877-340-5577, or [email protected]. We hope
you find the improvement useful in getting your travel arrangement requests processed faster and more easily.
Travel and Expense - GSA Allowable Rates
Please be aware that the GSA allowable rates for many locations increased as of 10/1/18. The rate increase is due to an
increase of local market costs of mid-priced hotels. These rates (set by the federal government's General Services
Administration) govern the maximum amounts that can be reimbursed to state employees for lodging and meals while on
official business.
How do I find the per diem rate for (city/county, state)?
To determine what rate applies to your overnight lodging location, you should go to https://tools.usps.com/zip-code
lookup.htm?byaddress and enter the physical address of your lodging. Once this is done, click on the downward arrow to
the right within the address box and reference "County" in the center of the three displayed columns. It is this location that
determines at what rate you should be reimbursed.
Go to https://www.gsa.gov/travel/plan-book/per-diem-rates. Even though some cities are listed for your lookup
convenience, not all cities can or will be listed, so look for the county where you will be working. If the city or county you are
looking for is not listed on the GSA per diem rate page, then the standard rate of $94 for lodging and $55 for meals applies.
The $55 includes a $5 incidentals allowance. If you do not have paid lodging during your travel (you choose to stay with
family or friends), your lodging and meals location will be determined by the physical address of your event.
REMEMBER TO ALWAYS CHECK THE PHYSICAL ADDRESS AGAINST THE USPS VERIFICATION TOOL - just
because the address uses a specific city does not mean the hotel is physically located within those city limits (ex. Hyatt
Place Arboretum - System Office - is actually located in Chesterfield although its address on its receipts reflects
Richmond).