Call to Order – Chad Willis, Chair 

Item 1: Treasurer’s Report – Natalie Davis, Treasurer and Abigail Miller, Treasurer-Elect      

See attached report.

Voted to increase the allocated budget of $500 to $800 for Staff Council retreat due to the increase in membership beginning in FY26. Will use M&O funds. 

Motion: Krystyn Fleischauer, second: Natalie Davis, passed with 19 majority vote. 

New Invoice Processing – Carmelita Mendoza, Director, Accounting, Accounts Payable & Travel

Accounts Payable shared updates regarding the new invoice process that uses AI. Please send invoices to acctspayable@txstate.edu for processing. 

Questions sent in advance by Staff Council:

Q: Does specific information need to be included when sending the invoice to the new AP email?

A: The invoice needs to include the PO number, invoice received date and goods/service received date. Please send each invoice in a separate email, one attachment per email. All we need is PO number, do not send a copy of PO. Multiple attachments confuse the AI.

Q: What happens to the invoice when it is sent? 

A: When the invoice is sent to the email inbox, it is received by AI and then follows the same SAP process. Once reviewed the payment will post; if additional information is needed, AP will reach out to the department.

Q: How can we confirm the invoice is tied to the correct PO?

A: The new invoice process can be accessed in the TSUS Marketplace. On the top toolbar, search PO or invoice number. 

Q: Does this impact the workflow in any other way?

A: Workflow is not impacted in any other place.

Q: Will payments be made quicker?

A: TXST university follows the prompt payment act and tries to process payment as soon as possible.

Q: Any other information you think would be helpful to know about the new process.

A: AP frequently asked questions has been updated to reflect transition in Marketplace. Invoices are directly posted to Marketplace rather than AP having to look through their email. Status can be viewed in real time. 

Questions asked during the meeting:

Q: Will the SAP PO's (starts with 45) will those be in Marketplace too? Also, how will we know when an invoice is received for payment that we may need to check? IE Capital Printing Mailhouse.

A: No these will still be in SAP.

Q: Will an official announcement be made for the new process? 

A: An announcement went out May 5 but AP is currently in transition. Updated official communication with screenshots will go out to the university at a later date.

Q: So this is for only Marketplace orders or both SAP AND Marketplace?

A: Only Marketplace at this time.

Q: What are the different processing statuses and what do each mean? 

A: These are for internal processing, it is for you to see where the invoice is on the workflow.

Q: Please clarify the email address 

A: acctspayable@txstate.edu for invoices 

Q: Will invoices still need to be sent if they are being sent to Marketplace? 

A: Invoices, yes, with the exception of Staples and Amazon.

Q: So it's the same process as it was in SAP, but now in Marketplace?

A: Correct, that is the goal.

Q: How will we know when an invoice is received for payment that we may need to review before payment?

A: The workflow is the same and will require Account Manager approval like it currently does.

Q: Is there a place that has Status definitions? What does Rejected mean?

A: Rejected means AP has a question about the invoice. AP can send messages via the system instead of email.

Q: Do I need to send an invoice when purchasing something from Marketplace (ex: staples & amazon)? I've only sent invoices for POs in SAP.

A: Only POs, no need for Staples and Amazon.

Q: If i find one that has incorrect Po on it, what do we do?

A: Send questions to payables@txstate.edu.

Q: If an invoice is paid via Marketplace (i.e., Staples) before I can alert Payables, how does that get rectified? 

A: Staples is an EDI vendor and will not receive an invoice.

Q: How will we be able to update lines say we need to add or delete lines to a PO? 

A: Reach out to purchasing with this question.

Q: Can AP update their auto emails to reflect the new process?

A: Will look into this.

Q: Can I add a comment to the invoice notifying you of the correct PO number? 

A: As long as it is on the invoice, yes.

Tip of the Month: Outdoor Center at Sewell Park – Andrew Morreale, Assistant Director, Campus Recreation 

See attached presentation. 

Item 2: Staff Shout-Outs – Hana Fuller, Secretary 

  • Donevan Gonzales, User Services Consultant II, Client Solutions
  • Cathlin Noonan, Research Coordinator and Fellowship Advisor, IDEA Center
  • Elissa Fontenot, Executive Director of Digital, Division of Marketing and Communication
  • Teresa Duggins, Senior Human Resources Analyst, Human Resources

Item 3: Staff Concerns – Krystyn Fleischauer, Parliamentarian

Check the status of submitted Staff Concerns

Item 4: ERP Assessment Team Updates – Krystyn Fleischauer, Parliamentarian 

EPR committee members were asked to submit vendor recommendations by the end of May. If everything stays on schedule, selection is set to be finalized in September 2025. As a reminder, HR and Finance would be implemented 2026-2027; SIS would be implemented 2029-2031.

Item 5: Voting Open! Staff Council Membership Election – Amy Aguirre, Chair, Elections, Scholarships, and Awards

Voting for the General Staff Council election is available until this Friday, June 13, at 5 p.m. 

Item 6: Committee Updates for AY 2024-2025 

  • Goal 1: Parking, Joshua Lopez 
    • No updates.
  • Goal 2: Employee Benefits and Accessibility, Stephanie Daniels 
    • Continuing to work with the Library and the EIRAC to get an accessible version of the records retention schedule posted. 
  • Goal 3: Leave/Time Off, Kathy Weiser 
    • Met with Talent Development and Communication to share survey results that there is a desire for leadership training for managers. This is something TDC and Administration is already working on and they hope to share updates later this year. 
  • Marketing, Events, and Fundraising, Hana Fuller  
    • Planning for the July retreat. Drafted updated Staff Concerns intake form.
  • Council Effectiveness, Krystyn Fleischauer 
    • Reviewing adding university Division as a representation item for the Staff Council roster. Reviewed benefit usage reports from HR and will advocate that Staff Council be included in the development of the employee engagement survey HR will send out later this year. Also reviewing Staff Concerns format. If committees have updates to operating procedures, send them to Staff Council by June 25 to vote on in July meeting. 
  • UPPS, Brandi Martinez 
    • Initial review of staff employment UPPS will be on UPPS channel to review. 
  • Elections, Scholarships, and Awards, Amy Aguirre 
    • No further updates.
  • Compensation and Benefits, Leslie Burgess 
    • Finalizing Staff Concern responses. Exported institution survey results. 

Item 7: Announcements – Chad Willis, Chair and Samantha Williams, Vice-Chair

Closed Session 

Staff Council members only

Voted on committee restructure, motion: Krystyn Fleischauer, second: Natalie Davis. Passed with 25 majority. 

Committee proposal for FY26: 39 members / 1 committee each 

  • Marketing, Events, and Fundraising – 6 
    • Chair = General Member 
    • Co-chair = Executive Committee Member 
  • Council Effectiveness – 6  
    • Chair = Parliamentarian   
    • Co-chair = General Member 
  • UPPS – 6    
    • Chair = General Member 
    • Co-chair = Executive Committee Member 
  • Elections, Scholarships, and Awards – 6     
    • Chair = General Member  
    • Co-chair = Executive Committee Member 
  • Staff Experience – 11   
    • Co-Chairs = 2 Executive Committee Members + 1 General Member 
  • History & Archives – 4    
    • Chair = Historian 
    • Co-chair = General Member 
  • Executive – All 9 elected members 

*Chair and Vice-Chair of Staff Council should not serve as chair/co-chair of internal committees. 

Adjournment – Chad Willis, Chair

Motion: Krystyn Fleischauer, Second: Abigail Miller.