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Accounts PayableAccounts Payable
Navigating the SystemNavigating the System
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AgendaAgenda
IntroductionIntroduction
NonNon--Resident Alien InfoResident Alien Info--Susan CaldwellSusan Caldwell
Object CodingObject Coding
Purchase Order PaymentsPurchase Order Payments
Electronic Check RequestElectronic Check Request
Check Request PaymentsCheck Request Payments TravelTravel
Question & Answer Time!Question & Answer Time!
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IntroductionIntroduction
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Regulating FactorsRegulating Factors
FederalFederal Internal RevenueInternal Revenue
ServiceService
US TreasuryUS TreasuryDepartment (OFAC)Department (OFAC)
SarbanesSarbanes--OxleyOxley(internal controls)(internal controls)
StateState Board of RegentsBoard of Regents
Department ofDepartment ofRevenueRevenue(Unclaimed(Unclaimed
Property)Property) State AccountingState Accounting
Office (travel)Office (travel)
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Internal Revenue ServiceInternal Revenue Service
1099 reporting1099 reporting
Routine PaymentsRoutine Payments
PP--Card PaymentsCard Payments
IRS has identifiedIRS has identifiedMCC Codes thatMCC Codes that
must be reported.must be reported.
Accountable PlanAccountable Plan
Employee/Employee/
IndependentIndependentContractorContractor
HonorariaHonorariaPaymentsPayments
StipendsStipends
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Federal Factors cont.Federal Factors cont.
U.S. TreasuryU.S. TreasuryDepartment OfficeDepartment Office
of Financial Assetof Financial AssetComplianceCompliance
Specially DesignatedSpecially DesignatedNationals ListNationals List
http://www.treas.gohttp://www.treas.gov/offices/enforcemev/offices/enforcement/ofac/programsnt/ofac/programs
SarbanesSarbanes--OxleyOxley Requires certificationRequires certification
and attestation of aand attestation of apublic companyspublic companysinternal controls.internal controls.
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State of Georgia RegulatingState of Georgia Regulating
State Board of RegentsState Board of Regents Delegates Procurement functionDelegates Procurement function Procurement Dept. approves check requests asProcurement Dept. approves check requests as
well as purchase orders.well as purchase orders.
State Accounting OfficeState Accounting Office Travel RegulationsTravel Regulations
Department of RevenueDepartment of Revenue Escheatment of Unclaimed PropertyEscheatment of Unclaimed Property
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Payments to ForeignPayments to Foreign
NationalsNationalsSusan CaldwellSusan CaldwellInternational Tax CoordinatorInternational Tax [email protected]@uga.edu706706--583583--8193 fax 7068193 fax 706--542542--67796779
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AgendaAgenda
Visitor Payments (ie lecture, symposium)Visitor Payments (ie lecture, symposium)B1/WBB1/WB
HonorariaHonoraria Reimbursement of ExpensesReimbursement of Expenses
Other visa typesOther visa types
Reimbursement of ExpensesReimbursement of Expenses
J1 Scholar paymentsJ1 Scholar payments
FellowshipsFellowships
ExpensesExpenses
HonorariaHonoraria
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Honoraria PaymentHonoraria Payment
for servicesfor services B1/B2, WB/WT and J1 are the only visasB1/B2, WB/WT and J1 are the only visas
permitted to receive Honoraria paymentpermitted to receive Honoraria payment
(exception EAD card)(exception EAD card) B1/B2 and WB/WTB1/B2 and WB/WT -- 9/5/6 rule9/5/6 rule
Payment subject to 30% withholdingPayment subject to 30% withholding
Determine the following:Determine the following: Does the visitor have a US SS# or ITIN?Does the visitor have a US SS# or ITIN?
If yesIf yes is the visitor from a treaty country?is the visitor from a treaty country?
http://www.windstar.com/public/treaties.htmlhttp://www.windstar.com/public/treaties.html
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9/5/6 Rule9/5/6 RuleThe American Competitiveness Workforce Act 98The American Competitiveness Workforce Act 98
Applies to B1/B2 and WB/WT visaApplies to B1/B2 and WB/WT visa
holdersholdersUsual Academic ActivityUsual Academic Activity
Payment for services will not exceed 9Payment for services will not exceed 9
days at UGAdays at UGA Visitor has not accepted payment fromVisitor has not accepted payment from
more than 5 institutions ormore than 5 institutions or
organizations in the previous 6 monthsorganizations in the previous 6 months
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Visitor does not have USVisitor does not have US
SS#/ITINSS#/ITINoror
not from a treaty countrynot from a treaty country
Documentation for Honoraria Payment:Documentation for Honoraria Payment:
Copies of passport, I94 card, visaCopies of passport, I94 card, visa Substitute Honoraria FormSubstitute Honoraria Form
http://www.busfin.uga.edu/forms/honorarium_nra.pdfhttp://www.busfin.uga.edu/forms/honorarium_nra.pdf
30% Federal Tax Withholding30% Federal Tax Withholding
Tax Year EndTax Year End -- Payment and Tax withholding willPayment and Tax withholding willbe reported on Form 1042S and sent to IRS andbe reported on Form 1042S and sent to IRS and
visitor for tax reportingvisitor for tax reporting
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Visitor has a SS# or ITINVisitor has a SS# or ITINandand
from a treaty countryfrom a treaty country
Procedure for treaty eligibility that wouldProcedure for treaty eligibility that wouldallow exemption from the required 30%allow exemption from the required 30%federal tax withholdingfederal tax withholding PRIOR toPRIOR todeparture:departure:
Visitor must complete the UGA TaxVisitor must complete the UGA TaxInformation Form for InternationalsInformation Form for Internationals
http://www.busfin.uga.edu/forms/international_tahttp://www.busfin.uga.edu/forms/international_tax.pdfx.pdf
The completed form along with copies ofThe completed form along with copies of
visitors passport, Ivisitors passport, I--94 card and visa must be94 card and visa must besubmitted to Susan Caldwellsubmitted to Susan Caldwell
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Visitor has a SS# or ITNVisitor has a SS# or ITNandand
from a treaty countryfrom a treaty country
Treaty eligibility will be determined andTreaty eligibility will be determined and
Form 8233 will be provided for theForm 8233 will be provided for thevisitor to review and signvisitor to review and sign
Form 8233 is sent to IRS and UGA isForm 8233 is sent to IRS and UGA isrequired to wait 10 business days beforerequired to wait 10 business days before
processing check requestprocessing check request
This process may be completed inThis process may be completed inperson or via faxperson or via fax
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Visitor has a SS# or ITINVisitor has a SS# or ITINandand
from a treaty countryfrom a treaty country
Documentation for check request:Documentation for check request:
Copies of passport, I94 card and/or visaCopies of passport, I94 card and/or visa Substitute W8 Honoraria FormSubstitute W8 Honoraria Form
http://www.busfin.uga.edu/forms/honorarium_nra.pdfhttp://www.busfin.uga.edu/forms/honorarium_nra.pdf
UGA Tax Information FormUGA Tax Information Form
Form 8233 (provided by Susan Caldwell)Form 8233 (provided by Susan Caldwell)
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Reimbursement of ExpensesReimbursement of Expenses
Original ReceiptsOriginal Receipts
Incurred during academic activityIncurred during academic activity
No ITIN or SS# requiredNo ITIN or SS# required
B1 and WBB1 and WB no restrictionsno restrictions
B2 and WTB2 and WT 9/5/6 rule applies9/5/6 rule applies
Visa fee not allowedVisa fee not allowed considered personalconsidered personalexpenseexpense
MealsMeals itemized and not to exceed UGAsitemized and not to exceed UGAspolicy of $28 per daypolicy of $28 per day
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Documentation for ReimbursementDocumentation for Reimbursement
of Expenses Paymentof Expenses Payment
Copies of passport, ICopies of passport, I--94 card and visa94 card and visa
Original ReceiptsOriginal Receipts
Reimbursable Expense Statement forReimbursable Expense Statement forNon resident aliens:Non resident aliens:
http://www.busfin.uga.edu/forms/reimbursement_nra.pdfhttp://www.busfin.uga.edu/forms/reimbursement_nra.pdf
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Reimbursement of ExpensesReimbursement of Expenses
for other visa typesfor other visa types H1B not sponsored by UGAH1B not sponsored by UGA reimbursement ofreimbursement of
expenses for an activity that is in the same fieldexpenses for an activity that is in the same fieldof employmentof employment
Job InterviewJob Interview Reimbursed expenses for job interview are notReimbursed expenses for job interview are not
considered incomeconsidered income
F1/J1 studentF1/J1 student reimbursement of expenses mayreimbursement of expenses maybe taxable if the activity is to benefit the studentbe taxable if the activity is to benefit the student i.e.i.e. pay expenses for student to attend conferencepay expenses for student to attend conference
taxable if the conference is to fulfill students academictaxable if the conference is to fulfill students academicresponsibilitiesresponsibilities
Business PurposeBusiness Purpose benefits UGA then expensesbenefits UGA then expensesfall under UGAs accountable plan and is notfall under UGAs accountable plan and is nottaxable nor reportabletaxable nor reportable
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Visitors from CanadaVisitors from Canada
Passport not requiredPassport not required
Present purpose of visitPresent purpose of visitAsk for IAsk for I--94 card94 card
Documentation for paymentDocumentation for payment some type of Canadiansome type of Canadianidentificationidentification
Canadian Social Insurance NumberCanadian Social Insurance Numberis NOT a US Social Securityis NOT a US Social Security
NumberNumber
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Non Employee Payments toNon Employee Payments to
J1 scholarJ1 scholar Fellowship/Stipend: support given to scholar forFellowship/Stipend: support given to scholar for
study, training or research which does not constitutestudy, training or research which does not constitutecompensation for personal servicescompensation for personal services
No service is required to receive fellowshipNo service is required to receive fellowshippaymentpayment there is no UGA benefitthere is no UGA benefit if thereif thereis service, then payment is employmentis service, then payment is employmentwageswages
Payment is subject to 14% FederalPayment is subject to 14% Federal
Withholding unless specified by a treatyWithholding unless specified by a treaty(must have US SS# or ITIN and from a treaty(must have US SS# or ITIN and from a treatycountry)country)
List of treaty countries:List of treaty countries:
http://www.windstarhttp://www.windstar--tech.com/public/treaties.htmltech.com/public/treaties.html
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Fellowship/StipendFellowship/Stipend
Payment J1Payment J1 UGA Tax Information Form forUGA Tax Information Form for
InternationalsInternationals
Copies of passport, I94 card, visa, DS2019Copies of passport, I94 card, visa, DS2019 Form W8BEN (provided by Susan)Form W8BEN (provided by Susan)
USAID exception (per diems paid underUSAID exception (per diems paid under
USAID grants are exempt from federal taxUSAID grants are exempt from federal taxwithholding)withholding)
Personal ExemptionPersonal Exemption may be able tomay be able toreduce taxable amount by the currentreduce taxable amount by the current
personal exemptionpersonal exemption
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Reimbursement ofReimbursement of
ExpensesExpenses J1J1 Providing a serviceProviding a service expenses fall underexpenses fall under
UGAs accountable plan and are not taxableUGAs accountable plan and are not taxable
Documentation required:Documentation required: Copies of passport, visa, I94 card, DS2019Copies of passport, visa, I94 card, DS2019
Original receiptsOriginal receipts
Reimbursable expense statement for nonReimbursable expense statement for non
residentsresidents
http://www.busfin.uga.edu/forms/reimbursemenhttp://www.busfin.uga.edu/forms/reimbursement_nra.pdft_nra.pdf
Not providing a serviceNot providing a service treat as fellowshiptreat as fellowship
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Honoraria to J1Honoraria to J1
Payment for servicesPayment for services
Determine employee vs. independentDetermine employee vs. independent
contractor (questionnaire)contractor (questionnaire) Time is not a factorTime is not a factor
Documentation requiredDocumentation required
Copies of passport, visa, I94 card,Copies of passport, visa, I94 card,DS2019DS2019
Substitute Honoraria FormSubstitute Honoraria Form
http://www.busfin.uga.edu/forms/honorahttp://www.busfin.uga.edu/forms/honora
rium_nra.pdfrium_nra.pdf
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Visitor Payments to J1Visitor Payments to J1ScholarScholar notnot Sponsored bySponsored by
UGAUGA Authorization LetterAuthorization Letter
A letter from Sponsors RO/DSO (OIE) allowing scholar toA letter from Sponsors RO/DSO (OIE) allowing scholar tocome to UGA for business purpose and receive paymentcome to UGA for business purpose and receive payment
for expenses and/or honorariafor expenses and/or honoraria Reimburse ExpensesReimburse Expenses
If the visitor has a business purposes (i.e. lecture), then UGAIf the visitor has a business purposes (i.e. lecture), then UGAwill allow payment under the accountable planwill allow payment under the accountable plan
Check request documentation:Check request documentation: Copies of passport, visa, I94, DS2019Copies of passport, visa, I94, DS2019
Reimbursable Expense FormReimbursable Expense Form
http://www.busfin.uga.edu/forms/reimbursement_nra.pdfhttp://www.busfin.uga.edu/forms/reimbursement_nra.pdf
Actual ReceiptsActual Receipts
Authorization Letter from Sponsor (DSO/RO)Authorization Letter from Sponsor (DSO/RO)
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Visitor Payments to J1Visitor Payments to J1ScholarScholar notnot Sponsored bySponsored by
UGAUGA Honoraria Payment (payment forHonoraria Payment (payment for
services)services)
Payment will have 30% Federal TaxPayment will have 30% Federal Taxwithheld (tax treaty not available due towithheld (tax treaty not available due totime limitations and/or fixed base in US)time limitations and/or fixed base in US)
Check request documentation:Check request documentation: Copies of passport, I94 card, visa, DS2019Copies of passport, I94 card, visa, DS2019
Authorization letter from Sponsor (DS0/RO)Authorization letter from Sponsor (DS0/RO)
Honoraria FormHonoraria Form
http://www.busfin.uga.edu/forms/honorarium_nra.http://www.busfin.uga.edu/forms/honorarium_nra.pdfpdf
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Object CodingObject Coding
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What are object codes?What are object codes?
Object Code: A five digit code thatObject Code: A five digit code thatidentifies either balance sheetidentifies either balance sheet
accounts, revenue sources, oraccounts, revenue sources, orexpenditure classificationsexpenditure classifications
Used for reporting to the Board ofUsed for reporting to the Board of
RegentsRegents Continuous AuditContinuous Audit
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IdentificationsIdentifications
1xxxx1xxxx--AssetAsset 2xxxx2xxxx--LiabilityLiability
3xxxx3xxxx--Fund BalanceFund Balance 4xxxx4xxxx--RevenueRevenue 5xxxx5xxxx--Personal ServicesPersonal Services 6xxxx6xxxx--TravelTravel
7xxxx7xxxx--Operating ExpensesOperating Expenses 8xxxx8xxxx--Equipment Purchases/ExpensesEquipment Purchases/Expenses 9xxxx9xxxx--OtherOther
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Travel Object CodesTravel Object Codes
6410064100--Employee Domestic TravelEmployee Domestic Travel
6420064200--Employee Foreign TravelEmployee Foreign Travel
6410764107--Nonresident Alien DomesticNonresident Alien DomesticTravelTravel
6420764207--Nonresident Alien ForeignNonresident Alien Foreign
TravelTravel 7521075210--NonNon--employee Reimbursableemployee Reimbursable
ExpensesExpenses
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Supplies & ExpenseSupplies & Expense--
7140071400 Cleaning materialsCleaning materials
KitsKits
Lab suppliesLab supplies
UniformsUniforms
Food (if the account allows for food to beFood (if the account allows for food to be
purchased)purchased) OFFICE SUPPLIESOFFICE SUPPLIES--7141071410
(paper/pens/staplers/ink cartridges/toner)(paper/pens/staplers/ink cartridges/toner)
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Other CodesOther Codes
7150071500--Repairs & MaintenanceRepairs & Maintenance(janitorial/sanitation/pest control)(janitorial/sanitation/pest control)
7172071720--ElectricityElectricity 7175071750--WaterWater
7271272712--Conference & WorkshopConference & Workshop
7273272732--Freight (UPS & Fedex)Freight (UPS & Fedex) 7272572725--RegistrationRegistration
7420074200--Printing/PublicationsPrinting/Publications
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Other Codes Cont.Other Codes Cont.
7430074300--Equipment with acquisition costs ofEquipment with acquisition costs of$100.00$100.00--$2999.99 (ex. Chairs)$2999.99 (ex. Chairs)
7430674306--Computer & Computer PeripheralsComputer & Computer Peripheralswith costs of $100.00with costs of $100.00--$499.99$499.99
7430874308--Equipment items with costs ofEquipment items with costs of$3000.00$3000.00--$4999.99$4999.99
7431874318--Electronic audio/visual/photographicElectronic audio/visual/photographic 7432874328--Computer & Computer PeripheralsComputer & Computer Peripherals
costing $500.00costing $500.00--$4999.99$4999.99
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Other Codes Cont.Other Codes Cont.
7691076910--Internet ChargesInternet Charges
7693276932--Cell Phone ChargesCell Phone Charges
8432084320--New or replacement equipmentNew or replacement equipmentother than motor vehicles used onother than motor vehicles used onpublic roads or books with costs ofpublic roads or books with costs of
$5000.00 or more$5000.00 or more
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Per Diem CodesPer Diem Codes
7511175111--ArchitectArchitect
7511275112--AttorneyAttorney
7511375113--ConsultantConsultant 7511475114--EngineerEngineer
7511575115--PhysicianPhysician
7511675116--InterpretersInterpreters
7511775117--VetVet 7511875118--SpeakersSpeakers
7511975119--IT ConsultantIT Consultant
7511075110--Other Per DiemsOther Per Diems
7517075170--Other Per DiemsOther Per DiemsNRANRA
7521075210--ReimbursableReimbursableExpenseExpense
7522075220--ExpenseExpense 7522775227--Direct ExpenseDirect Expense
NRANRA
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Where can I find a list ofWhere can I find a list of
Object Codes?Object Codes? The complete UGA Object Code list can beThe complete UGA Object Code list can be
found on the Accounting website or atfound on the Accounting website or at
www.busfin.uga.edu/accounting/objectcodewww.busfin.uga.edu/accounting/objectcodes.pdfs.pdf
Include complete description on CR or PR soInclude complete description on CR or PR soobject code can be verified by T&Eobject code can be verified by T&E
Use noun on description in electronic PRUse noun on description in electronic PR
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Purchase OrderPurchase Order
PaymentsPayments
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3Way Match3Way Match
UGA requires a three way matchUGA requires a three way matchprocess to facilitate PO payments.process to facilitate PO payments.
Purchase Order, Invoice, ReceivingPurchase Order, Invoice, ReceivingReportReport
No receiving report on file=EproveNo receiving report on file=Eprove
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What is eProve?What is eProve?
eProve is used to forward invoiceseProve is used to forward invoicesfrom Accounts Payable to departmentsfrom Accounts Payable to departments
for review.for review.
It is primarily used to request paymentIt is primarily used to request paymentapproval against purchase orders.approval against purchase orders.
It is also used to request informationIt is also used to request informationabout invoices without a PO.about invoices without a PO.
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How do I get set up toHow do I get set up to
use eProve?use eProve? ContactBrian Ellis atContactBrian Ellis at [email protected]@uga.edu oror
(706) 542(706) 542--2786.2786.
You will need to provide your name, emailYou will need to provide your name, emailaddress, and the person you are replacing,address, and the person you are replacing,if applicable.if applicable.
Register your preferred email address withRegister your preferred email address with
the UGA MyID system by going tothe UGA MyID system by going towww.arches.uga.edu/myidwww.arches.uga.edu/myid. Click on the link. Click on the link
Faculty/Staff Email Address Registration.Faculty/Staff Email Address Registration.
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How do I access eProve?How do I access eProve?
Login to the eProve system atLogin to the eProve system athttps://imageweb2.busfin.uga.eduhttps://imageweb2.busfin.uga.edu..
You must use Internet Explorer to accessYou must use Internet Explorer to accesseProve.eProve.
Log in using your UGA MyID. If you emailLog in using your UGA MyID. If you emailaddress isaddress [email protected]@uga.edu, your MyID is jdoe, your MyID is jdoe
and has the same password as this account.and has the same password as this account.
If you do not know your MyID or password,If you do not know your MyID or password,you can access your account atyou can access your account at
www.arches.uga.edu/myidwww.arches.uga.edu/myid..
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What should I do after IWhat should I do after I
log in to eProve?log in to eProve? You will be able to view a list of invoicesYou will be able to view a list of invoices
sent to you in the eProve system.sent to you in the eProve system.
You can view an image of each invoiceYou can view an image of each invoiceincluding notes from Accounts Payableincluding notes from Accounts Payableabout the approval or information needed.about the approval or information needed.
Images can be manipulated for easierImages can be manipulated for easier
viewing. In addition, they can also beviewing. In addition, they can also beprinted.printed.
Reject any invoices that require research forReject any invoices that require research foran extended period of time and request thatan extended period of time and request thatthey be sent again at a later date.they be sent again at a later date.
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Where can I go for moreWhere can I go for morehelp about using the eProvehelp about using the eProve
system?system? The Accounts Payable website locatedThe Accounts Payable website located
atat
www.busfin.uga.edu/accounts_payablewww.busfin.uga.edu/accounts_payableincludes detailed instructions andincludes detailed instructions andtroubleshooting tips.troubleshooting tips.
Contact Jennifer Oates in AccountsContact Jennifer Oates in AccountsPayable via email atPayable via email [email protected]@uga.edu..
Contact Accounts Payable viaContact Accounts Payable via
telephone at (706) 542telephone at (706) 542--2786.2786.
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ConsultingConsultingAgreements overAgreements over
$5,000$5,000Rendering of Advice OnlyRendering of Advice Only
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Setting up ConsultingSetting up ConsultingAgreements under aAgreements under a
purchase orderpurchase order You must submit a purchase request forYou must submit a purchase request for
consulting whenever the total paid over theconsulting whenever the total paid over the
life of the contract will exceed $5,000.life of the contract will exceed $5,000. The purchase request should be submittedThe purchase request should be submitted
before any work is done.before any work is done.
A sole source justification form will need toA sole source justification form will need to
accompany your purchase request.accompany your purchase request. Your purchase request should includeYour purchase request should include
separate line items for the amount to beseparate line items for the amount to bepaid for fees and reimbursable expenses.paid for fees and reimbursable expenses.
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Paying against ConsultingPaying against Consulting
Agreements set up on POAgreements set up on PO Consultants should bill AccountsConsultants should bill Accounts
Payable directly.Payable directly.
If you receive the invoice directly fromIf you receive the invoice directly fromthe consultant, forward the invoice tothe consultant, forward the invoice to
AP with a signed coversheet.AP with a signed coversheet.
DO NOT submit a check request toDO NOT submit a check request toaccompany the invoice.accompany the invoice.
Invoices must list fees and expensesInvoices must list fees and expensesas separate line items.as separate line items.
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Consulting Agreements atConsulting Agreements at
Year EndYear End Estimate the amount needed untilEstimate the amount needed until
June 30.June 30.
Before May 1, contact Procurement toBefore May 1, contact Procurement toincrease or decrease the order.increase or decrease the order.
After May 1, emailAfter May 1, email [email protected]@uga.edu
directly for increases or decreases.directly for increases or decreases. The deadline to email changes toThe deadline to email changes toAccounts Payable is June 25 at 5 p.m.Accounts Payable is June 25 at 5 p.m.
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Purchase Order FrequentlyPurchase Order Frequently
Asked QuestionsAsked Questions
Youve probably heard this beforeYouve probably heard this before
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What is Liability?What is Liability?
Liability accounts are used to holdLiability accounts are used to holdfunds encumbered in a previous fiscalfunds encumbered in a previous fiscal
year. Funding will remain availableyear. Funding will remain availableuntil the PO is paid or closed in someuntil the PO is paid or closed in someother way. When a PO is transferredother way. When a PO is transferred
to the liability account, a JV
willto the liability account, a JV
willappear on your status report for theappear on your status report for thefull amount of the PO, and the orderfull amount of the PO, and the orderwill no longer appear on your statuswill no longer appear on your status
re ort.re ort.
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How can I get info about theHow can I get info about thecurrent status of a purchasecurrent status of a purchase
order?order? You can see upYou can see up--toto--date informationdate information
about the account number, currentabout the account number, current
encumbered balance, total paymentsencumbered balance, total paymentsmade to date, and total adjustmentsmade to date, and total adjustmentsmade to a purchase order using the EImade to a purchase order using the EI
function in the Financial Accountingfunction in the Financial AccountingSystem.System.
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How can I get info aboutHow can I get info aboutamounts paid against aamounts paid against a
purchase order?purchase order?A list of payments made against a POA list of payments made against a PO
can be viewed using either the TEcan be viewed using either the TE
function in the IMS system or thefunction in the IMS system or thePurchase/Check request search pagePurchase/Check request search pageon the Accounts Payable website.on the Accounts Payable website.
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Who do I contact if I need toWho do I contact if I need tomake changes to an existingmake changes to an existing
PO?PO? To make changes to an existing PO,To make changes to an existing PO,
email the Procurement agent whoemail the Procurement agent who
issued the PO with detailedissued the PO with detailedinformation about what should beinformation about what should bechanged. The name of the agent canchanged. The name of the agent can
be found on the front page of the PO.be found on the front page of the PO.It is listed above the amount on theIt is listed above the amount on theright side of the page.right side of the page.
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How can I change theHow can I change theencumbered amount for aencumbered amount for a
blanket PO?blanket PO? Before May 1Before May 1stst, you can make changes, you can make changes
to blanket orders by contactingto blanket orders by contacting
Procurement, as you would any order.Procurement, as you would any order.After May 1After May 1stst, you may email requests, you may email requestsfor increases/decreases to blanketfor increases/decreases to blanket
POs directly toPOs directly to [email protected]@uga.eduThe deadline to make email requestsThe deadline to make email requestsfor changes is June 25for changes is June 25thth at 5 p.m.at 5 p.m.
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What should I do if I receiveWhat should I do if I receivean invoice for one of myan invoice for one of my
POs?POs? Send the invoice to Accounts PayableSend the invoice to Accounts Payable
with a signed coversheet requestingwith a signed coversheet requesting
that it be paid against the PO. Thethat it be paid against the PO. Thecoversheet must include a completecoversheet must include a completesignature.signature.
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Changing the AccountChanging the Account
Number on a PONumber on a PO To change the account number that isTo change the account number that is
encumbered on a PO, email Cecilyencumbered on a PO, email Cecily
Campbell (Campbell ([email protected]@uga.edu)) Reference PO number, current accountReference PO number, current account
encumbered and the account that youencumbered and the account that you
wish the PO to be encumbered againstwish the PO to be encumbered against
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Electronic CheckElectronic Check
RequestRequest
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What you need to getWhat you need to get
startedstarted UGA MyID & MyID passwordUGA MyID & MyID password
Contact Leslie Caldwell (Contact Leslie Caldwell ([email protected]@uga.edu))
for the account approval authorizationfor the account approval authorizationpaperwork.paperwork.
https://webapps.ais.uga.edu/PCFA/index.jsphttps://webapps.ais.uga.edu/PCFA/index.jsp
Those who initiate a check request will notThose who initiate a check request will notbe able to approve the same request.be able to approve the same request.
Faxed Backup: 542Faxed Backup: 542--69256925
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E Check UnallowablesE Check Unallowables
Group travelGroup travel
OutOut--ofof--state employee travelstate employee travel
SubSub--contract paymentscontract payments
Wire transfersWire transfers
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No Delete FunctionNo Delete Function
Electronic check requests cannot beElectronic check requests cannot bedeleted. If you have one that isdeleted. If you have one that is
rejected, you will need to modify therejected, you will need to modify theinformation and submit the request toinformation and submit the request tocover another payment. You will onlycover another payment. You will only
be able to have 5 check requests atbe able to have 5 check requests atthe initial entry stage before you willthe initial entry stage before you willnot be allowed to create any others.not be allowed to create any others.
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Check RequestCheck Request
PaymentsPayments
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Wire Transfers & Bank DraftsWire Transfers & Bank Drafts
For OutFor Out--ofof--Country Payments OnlyCountry Payments Only
Bank name & addressBank name & address
Account numberAccount number
Account nameAccount name
Swift code or ABA#Swift code or ABA#
Type of currency (foreign or US Dollars)Type of currency (foreign or US Dollars)
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InvoicesInvoices
Original InvoicesOriginal Invoices
Faxed copy only if over 30 days oldFaxed copy only if over 30 days old
FEI# to be included on invoice ifFEI# to be included on invoice ifpossiblepossible
Use remit to address as vendorUse remit to address as vendor
address on check requestaddress on check request
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HonorariasHonorarias
Original signature if no invoiceOriginal signature if no invoiceavailableavailable
Date of serviceDate of service
Current addressCurrent address
Check appropriate box (US citizen,Check appropriate box (US citizen,
Resident alien, NonResident alien, Non--resident alien)resident alien)
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Other InformationOther Information
Always fill out contact information onAlways fill out contact information onthe check request completely.the check request completely.
NameName DepartmentDepartment
Phone NumberPhone Number
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Social Security NumbersSocial Security Numbers
Correct numbers should be usedCorrect numbers should be used
If employee, last four digits only requiredIf employee, last four digits only required
No student ID numbersNo student ID numbers If no social security number is provided forIf no social security number is provided for
a payment (services/researcha payment (services/researchparticipant/etc.) it will be consideredparticipant/etc.) it will be considered
compensation and taxes will be withheld.compensation and taxes will be withheld.
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Cutoff DateCutoff Date
All check requests to be chargedAll check requests to be chargedagainst the FY07 budget must be intoagainst the FY07 budget must be into
the Travel & Encumbrance section ofthe Travel & Encumbrance section ofAccounts Payable by the end of theAccounts Payable by the end of theworking day on June 20, 2007.working day on June 20, 2007.
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TravelT
ravelhttp://www.uga.eduhttp://www.uga.edu
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Travel PortalTravel Portal
http://www.campustravel.com/university/gehttp://www.campustravel.com/university/georgiaorgia
Provides information regarding flights,Provides information regarding flights,hotels, travel agencies, airport parking,hotels, travel agencies, airport parking,ground transportation, etc.ground transportation, etc.
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When to encumberWhen to encumber
Travel in excess of 50 miles of theTravel in excess of 50 miles of thestate borderstate border
NonNon--employee airfare being directemployee airfare being directcharged to UGAcharged to UGA
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Encumbered TravelEncumbered Travel
New: Can encumber travel throughNew: Can encumber travel throughSept. 30, 2007 on this FYmoney.Sept. 30, 2007 on this FYmoney.
TAs sent over now through June 30,TAs sent over now through June 30,2007 should be marked: Charge to FY2007 should be marked: Charge to FY07 or Charge to FY0807 or Charge to FY08
Travel funds encumbered from stateTravel funds encumbered from state
money at year end will roll intomoney at year end will roll intoliability.liability.
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Things to rememberThings to remember
Use the most advantageous form ofUse the most advantageous form oftravel.travel.
When filling out your travel expenseWhen filling out your travel expensestatement, use the revised form at:statement, use the revised form at:http://www.busfin.uga.edu/forms/travhttp://www.busfin.uga.edu/forms/trav
el_expense.pdfel_expense.pdf. This form contains. This form containsthe most upthe most up--toto--date information.date information.
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Things to remember, cont.Things to remember, cont.
4 digit socials are required for employees.4 digit socials are required for employees.
Full social must be provided for nonFull social must be provided for non--
employee reimbursement.employee reimbursement. Per the Accountable Plan as documented byPer the Accountable Plan as documented by
the Internal Revenue Service, you mustthe Internal Revenue Service, you mustadequately account for your expensesadequately account for your expenses
within a reasonable time. We request thatwithin a reasonable time. We request thatyou file reimbursements no later than 60you file reimbursements no later than 60days after they were paid or incurred.days after they were paid or incurred.
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Meals (Instate Travel)Meals (Instate Travel)
Daily Per Diem $28Daily Per Diem $28
Breakfast $6Breakfast $6
Lunch $7Lunch $7 Dinner $15Dinner $15
High Cost AreasHigh Cost Areas$36$36
Breakfast $7Breakfast $7 Lunch $9Lunch $9
Dinner $ 20Dinner $ 20
Chatham, Cobb,Chatham, Cobb,DeKalb, Fulton,DeKalb, Fulton,Glynn, GwinnettGlynn, Gwinnett
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OutOut--ofof--State MealsState Meals
Use federal per diem rate (less the $3Use federal per diem rate (less the $3federal incidentals allowance)federal incidentals allowance)
http://www.gsa.gov/perdiemhttp://www.gsa.gov/perdiem The breakdown for the meal rate mayThe breakdown for the meal rate may
be found atbe found athttp://www.gsa.gov/miehttp://www.gsa.gov/mie
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Instate LodgingInstate Lodging
Use federal per diem website for Georgia.Use federal per diem website for Georgia. Georgia Green HotelsGeorgia Green Hotels
http://www.p2ad.org/Assets/Documents/ci_grnhotehttp://www.p2ad.org/Assets/Documents/ci_grnhotel.htmll.html
Should not be charged for county or municipalShould not be charged for county or municipalexcise taxexcise tax
Hotel/motel taxHotel/motel tax--exemption form required whenexemption form required whenregisteringregisteringhttp://www.busfin.uga.edu/forms/excise_exempt.phttp://www.busfin.uga.edu/forms/excise_exempt.p
dfdf If lodging is direct billed to UGA, hotel/motel shouldIf lodging is direct billed to UGA, hotel/motel should
not collect any taxes associated with the lodging.not collect any taxes associated with the lodging.
OutOut ofof State DomesticState Domestic
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OutOut--ofof--State DomesticState Domestic
LodgingLodging Use federal per diem rates located atUse federal per diem rates located at
http://www.gsa.gov/perdiemhttp://www.gsa.gov/perdiem
Obtain most reasonable lodging ratesObtain most reasonable lodging rates
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Foreign Travel Per DiemForeign Travel Per Diem
http://www.state.gov/m/a/als/prdm/7http://www.state.gov/m/a/als/prdm/73533.htm3533.htm
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Exceeding Per DiemsExceeding Per Diems
Receipts for meals not required; however,Receipts for meals not required; however,expenses that exceed limits should beexpenses that exceed limits should be
explained & justified on the expenseexplained & justified on the expensestatement.statement.
Lodging that exceeds the federal per diemLodging that exceeds the federal per diemrate by more than twentyrate by more than twenty--five percentfive percent
should be explained and justified via memoshould be explained and justified via memoand approved by the appropriate Dean orand approved by the appropriate Dean orVP.VP.
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Mileage ReimbursementMileage Reimbursement
$0.485 per mile (as of Feb. 1, 2007)$0.485 per mile (as of Feb. 1, 2007)
$0.445 per mile (Jan. 1, 2006$0.445 per mile (Jan. 1, 2006--Jan. 31,Jan. 31,
2007)2007) Deduct normal business miles traveledDeduct normal business miles traveled
Exceptions: weekends, holidays, miles toExceptions: weekends, holidays, miles to
pick up extra passengers, mileage topick up extra passengers, mileage toobtain eligible mealsobtain eligible meals
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Group TravelGroup Travel
Employee portions and nonEmployee portions and non--employeeemployeeportions must be submitted on two separateportions must be submitted on two separatecheck requests.check requests.
You must have a completed travelYou must have a completed traveldistribution form to accompany each of thedistribution form to accompany each of thecheck requests.check requests.
NonNon--employees who are attending aemployees who are attending aconference/seminar/training and are notconference/seminar/training and are notbeing paid for any services rendered do notbeing paid for any services rendered do nothave to provide socials. A list ofhave to provide socials. A list ofparticipants should accompany the request.participants should accompany the request.
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Travel Regulations at UGATravel Regulations at UGA
Provides inProvides in--depth review of traveldepth review of travelregulations and group travelregulations and group travel
Tuesday, April 24, 2007 (9:00Tuesday, April 24, 2007 (9:00--12:00)12:00)
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Were
Here
ToH
elp!W
ere
Here
ToH
elp!
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Year End Cutoff DatesYear End Cutoff Dates
Travel authorities with airfare directTravel authorities with airfare directcharged to UGA must be in T&E bycharged to UGA must be in T&E by
noon on June 8, 2007noon on June 8, 2007 Travel reimbursements to be chargedTravel reimbursements to be charged
to the 2006to the 2006--07 budget must be07 budget must be
submitted to T&E by 5:00 on June 20,submitted to T&E by 5:00 on June 20,2007.2007.
Accounts PayableAccounts Payable
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yyPurchase/Check RequestPurchase/Check Request
SearchSearch Located atLocated at
https://busfin1.busfin.uga.edu/accounthttps://busfin1.busfin.uga.edu/account
s_payable/logon.cfms_payable/logon.cfm Use your Financial Accounting SystemUse your Financial Accounting System
login (3 alpha characters followed bylogin (3 alpha characters followed by
your 3 digit department number)your 3 digit department number)
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Travel Authority LookupTravel Authority Lookup
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Travel Authority LookupTravel Authority LookupS
iteS
ite https://busfin1.busfin.uga.edu/accounts_pahttps://busfin1.busfin.uga.edu/accounts_pa
yable/travel.cfmyable/travel.cfm
Use Financial Accounting system login toUse Financial Accounting system login toaccessaccess
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Quarterly NewsletterQuarterly Newsletter
In January 2006, Finance &In January 2006, Finance &Administration distributed its firstAdministration distributed its firstquarterly newsletter, The Business Affairsquarterly newsletter, The Business Affairs
Advisor.Advisor.
It will advise policy and procedureIt will advise policy and procedurechanges, training opportunities, andchanges, training opportunities, andmuch more!much more!
It is distributed on listserv and the latestIt is distributed on listserv and the latestedition is always available on the Financeedition is always available on the Finance& Administration website at& Administration website at
http://www.busfin.uga.eduhttp://www.busfin.uga.edu..
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Ask UGAAsk UGA
Located atLocated athttp://askuga.edu/faqhttp://askuga.edu/faq
Finance & Administration InformationFinance & Administration Information
WarehouseWarehouse Provides policy & procedureProvides policy & procedure
informationinformation
Provides answers to frequently askedProvides answers to frequently askedquestionsquestions
Provides contact informationProvides contact information
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Help Us to
Help You
Help Us to
Help You
Things you can doThings you can do
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Tips for expedient paymentsTips for expedient payments
Give adequate descriptions on electronicGive adequate descriptions on electronicpurchase requests.purchase requests.
Review check request documents forReview check request documents foraccount number and appropriate signatures.account number and appropriate signatures.
Send check requests processing onSend check requests processing onrestricted accounts to Contracts & Grants.restricted accounts to Contracts & Grants.
Tell your runners to bring mail to Travel &Tell your runners to bring mail to Travel &Encumbrances, not ECD. There are noEncumbrances, not ECD. There are nosigns in our building that say ECD anymore.signs in our building that say ECD anymore.
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What can we help youWhat can we help you
with?with?Q&A PortionQ&A Portion
blbl
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Accounts PayableAccounts Payable
Were on the web:Were on the web:http://www.busfin.uga.edu/accounts_payablehttp://www.busfin.uga.edu/accounts_payable
Phone: (706) 542Phone: (706) 542--27862786 Payment Section Fax: (706) 542Payment Section Fax: (706) 542--49444944
T&E Fax: (706) 542T&E Fax: (706) 542--67676767
Electronic Check Request Fax: (706)Electronic Check Request Fax: (706)542542--69256925