Budget Manager II Financial Affairs Training Program DePaul University Accounts Payable 101 & Invoice Approval PeopleSoft Version 9.1.

Budget Manager IIFinancial Affairs Training Program

DePaul University

Accounts Payable 101 & Invoice Approval

PeopleSoft Version 9.1

Agenda

Voucher Inquiry/Payment Status

Invoice Approval

AP 101

Resources

Q & A

AP 101

Payment TypesVendor InvoicesVoucher Payment Requests FormsHonorariums

Vendor Invoices• Invoices – original/copy• Send directly to AP• AP obtains dept. approval

Documents not accepted• Pro forma invoices• Quotes• Order

acknowledgements• Vendor statements

Policy: Payments to Vendors, Service Providers and Other External Parties

Payment TypesInvoice Approval and Chartfield Assignment

Purchase Order• chartfield assignment: budget manager when creating

requisition for PO• invoice approval: AP enters invoice and sends BM e-mail for

approval w/scanned invoice

Non-Purchase Order• AP e-mails scanned copy of invoice to dept budget manager

• verify goods/services rendered• amount of invoice accurate• assign chartfields and approve

Payment Types Voucher Payment Requisition Form

If submitted w/o invoices cannot be paid with procardRefer to: Purchasing Requirements Policy

Approval/Submission of VPRF

•Requestor signs & submits to BM•Supporting documents

Complete

VPRF

• Verifies accuracy• Approves/assigns

chartfields

Budget Manag

er• Verifies• Processes

AP Dept

Policy: Voucher Payment Requisitions

Payment Types

Policy: Honorarium Payments

Honorarium Payments

Honorarium

Payments must

coincide with

agreement

Payment for services

(fees not legally or

traditionally required)

Limited to guest

speakers and individuals

(non-commercial

services)

Non-recurrin

g services

Intangible

product

Not primary source

of income

Token of appreciation vs. obligati

on

Payment

Service within U.S Borders

Honorarium Agreement

(W-9, VIF, OGC)

Non-U.S.

IIF, W-8BEN-E, I-94, Photocopy – Passport & Visa

Service outside U.S. Borders

International Honorarium Agreement

Non U.S.

W-8BEN

Employee and University Guests Reimbursements

Preparing, Approving, and Submitting Reimbursement Request

• Well defined business purpose • authorized business expenses/Benefits the university

• Approver submits completed and approved request• supporting documentation – detailed receipts

• Consult the Employee and University Guests Reimbursement Form Instructions

Reimbursement Limitations Out of pocket expenses for services

High dollar amounts

•Registration fee•Mileage•Car rental•Airfare/rail transportation•Taxi/bus/limo•Parking/tolls•Hotel/lodging•Meals (itemized receipts except meals < $25)•Entertainment

Acceptable

Expenses

•Red Light Tickets•Gucci Handbag•Pedicure•Vacations•Personal Oil Exchange•Towing•Tailored Suit•Minibar•Toiletries

Unacceptable

Expenses

Contact Accounts Payable• Email: [email protected]• Phone: (312) 362-5336• Fax: (312) 362-8440• Mailing Address: Attn: Accounts Payable 1 East Jackson Boulevard Chicago, Illinois 60604

Payment Arrival • Check run every….Wednesday• Arrival time 7-10 business days• ACH 3-5 business days

Visit our website at Accounts Payable

Click here for……Frequently asked Questions

Resources (Recommended Policies) • Vendor Selection• Contract Requirements and Procedures• Conflict of Interest

• Membership in Organizations Policy

FORMS• Honorarium Payments

• Voucher Payment Requisition Form

• Employee and University Guests Reimbursement Form

• Vendor ACH/Direct Deposit Form

• Vendor Information Form/Substitute W-9 Form

• Form W-9

Case Studies…Which forms are required for payment?1. Joe Smith is an foreign individual from the United Kingdom coming to DePaul

as a guest speaker. He will also be seeking reimbursement for his travel and expenses during his time in the U.S.

2. Becky Smith provided consulting services in Brazil for DePaul. She is now seeking payment.

3. Paul Connor provided pizzas for a recruiting event he organized in the SNL Department. His credit card is almost maxed and is seeking payment.

4. Jane Brown is a DePaul employee in the Theatre Department and provided services with organizing production for a current play.

5. A new contracted vendor provided services to students during Winter Break. In the email, they inform you they are a tax-exempt entity.

End of AP 101 Framework

Q & A???

Access Invoice Approval through the Campus Connect website Navigation: DePaul.edu > Campus Connection > DePaul Financial System

PeopleSoft Version 9.1

PeopleSoft Version 9.1

Approval Framework - VouchersNew Navigation:

Main Menu > Accounts Payable > Vouchers > Approve > Approval Framework - Vouchers

Approval Framework – Vouchers to review, approve, or deny invoice approvals

PeopleSoft Version 9.1

Approval Framework - VouchersThe search criteria look & feel remains the same. • Business Unit = DPAUL• Combine fields for an advanced search.

PeopleSoft Version 9.1

Search Results…• Sort by clicking the column headers • Select an invoice to begin to review and/or approve or deny.

Approval Framework - Vouchers

Search Results will display invoices you are authorized to review under your Campus Connect security

• Click on the Attachments link to view a scanned copy of the invoice & supporting documentation to be reviewed.

• To Approve your invoice click on Approve

• To Deny your invoice, enter a brief comment / reason for denial and click on Deny• A comment is required for all

denied approvals.

PeopleSoft Version 9.1

Approval Framework - Vouchers

PeopleSoft Version 9.1

Click on the Line Information tab to review the line description from the Purchase Order. • If applicable, the PO Number will be referenced as well.

Approval Framework - Vouchers

PeopleSoft Version 9.1

Click on the Charge Information tab to review Chartfields applied to Invoice.

Approval Framework - Vouchers

Navigate to review invoices, payment status, and payment information.

End of Approval Framework – Vouchers

Q & A???

PeopleSoft Version 9.1

Voucher Inquiry/Payment StatusNew Navigation:

Main Menu > Accounts Payable > Review Accounts Payable > Vouchers > Voucher

PeopleSoft Version 9.1

Voucher Inquiry/Payment StatusVoucher Inquiry screen provides any information regarding the status of a payment.

Search Criteria includes:• Detailed Invoice Information

– Approved Status – Pending Status– Denied Status

• Payment Types– Automatic Clearing House

(ACH)– Checks– Wires (International Use

Only) • PO Number and Related

Invoices

For the most efficient search results, two or more fields should be entered in criteria.

A blank search is not recommended.

PeopleSoft Version 9.1

Voucher Inquiry/Payment StatusVoucher Inquiry Results in Voucher Details tab…• Sort by clicking the column headers• Click on the arrows to tab through the invoices a few at a time or click on View

All to review 100 at a time.

PeopleSoft Version 9.1

Voucher Inquiry/Payment StatusVoucher Inquiry Results in Voucher Details tab…• Click on the Payment Information icon to view payment information

PeopleSoft Version 9.1

Voucher Inquiry/Payment StatusVoucher Inquiry Results in Voucher Details tab…• Click on the Payment Information icon to view…..cont’d

• Payment Reference ID (Check No.)• Payment Date (Check Date)• Payment Amount (Check Amount) • Voucher Paid Amount (Invoice Amount) • Payment Status (Paid).

PeopleSoft Version 9.1

Voucher Inquiry/Payment Status Voucher Inquiry Results in Voucher Details tab…• Click on the Scheduled Payments icon to view scheduled payment

information.

PeopleSoft Version 9.1

Voucher Inquiry/Payment Status Voucher Inquiry Results in Voucher Details tab…• Click on the Scheduled Payments icon to view…..cont’d

• Voucher ID • Payment Method• Scheduled to Pay• Gross Amount • Vendor Name

PeopleSoft Version 9.1

Voucher Inquiry/Payment Status Voucher Inquiry Results…Download Search Results to EXCEL• Click on the Show all columns icon ___ to open up all four tabs for review. • Next, click on the Download icon __ to open up a new window for Excel.

Once downloaded to excel Hyperlinks are deactivated

PeopleSoft Version 9.1

Useful WebsitesTo access useful information regarding processes, forms, policies, and helpful hints, visit the following websites.

Accounts Payablehttp://financialaffairs.depaul.edu/payment/index.htm

Financial Affairshttp://financialaffairs.depaul.edu

PeopleSoft Version 9.1

Additional HelpAccounts Payable Department (ext. 2-5336)

Email: [email protected] Services (ext. 2-7510)

Pro-Card Laurie Krauel – Systems Administrator (ext. 2-5272)Help Desk (ext. 2-8765)

Browser problemsHelp with Campus ConnectionPeopleSoft Ticketing System

Financial Reports & Journal EntriesKeith Hayes – Accounting Supervisor (ext. 2-6121)

Budget Transfers & ErrorsJesus Magana – Staff Accountant (ext. 2-8685)

Financial System and Security AdministrationJim Kilian – Senior Integration Analyst (ext. 2-7141)

Training Rebecca Wells – Training Coordinator (ext. 2-6321)

PeopleSoft Version 9.1

Questions