Financial Systems Training Systems Training_ Final.pdfWelcome to Banner Finance (SSB) a) Banner Finance Terminology b) Business Processes ... Payables a) Approving Invoices b) Viewing

Financial Systems Training

May 3, 2019

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Training Agenda1. Introductions2. Welcome to Banner Finance (SSB)

a) Banner Finance Terminologyb) Business Processesc) Grants & Contracts Processing

3. Understanding your Budgeta) Budget Queriesb) Encumbrance Queryc) Budget Transfers

4. Break

Welcome to - Highlander eMerchant5. Purchasing:

a) Purchasing Definitions and Guidelines

b) Creating a Requisitionc) Requesting a Supplierd) Creating a Requisitione) Checkout Processf) Approvalsg) Blanket Orders

6. Payablesa) Approving Invoicesb) Viewing Invoices, Check, or Direct

Deposits in BDMSc) Chrome Riverd) Anthony Travel

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Welcome toBanner Finance

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Learning Objectives

• Gain a general understanding for the systems used for NJIT’s financial procedures

Learn how to:

– Monitor/track your budgets through Self-Service Banner

– Make purchases through Highlander eMerchant

– Pay suppliers through Highlander eMerchant

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Banner Finance Applications

Banner (SSB) end user, (INB) Administrative - is a web-based tool that 98% of the university community will use to manage budgets, track balances.

• Benefits of Self Service Banner:– Easy to Use– Customize your own management reports online– Ability to export to Microsoft Excel– Point and click access to information

• Other Applications we will be reviewing today:– Highlander eMerchant– Chrome River– Anthony Travel

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Online Training

How to Videos

and FAQs

http://www5.njit.edu/finance/

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Online Documentation

Banner Finance Expense Account Codes

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Banner Chart of AccountsThe chart of accounts is where all financial transactions that take place in the university are recorded. All financial aspects of university account management are dependent on the chart of accounts (C-FOAP). Below are the accounting elements that define the Banner Chart of Accounts.

Chart of Account Codes DescripitionChart Identified Chart of Account Code 1 - NJIT and 2 - FoundationIndex Defaults Fund, Organization, and Program CodeFund Identifies Funding SourceOrganization Identifies where in the university the revenue or expense is occuringAccount Identifies the type of revenue or expenseProgram Identifies the function of the expense or revenue

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Chart

The Chart is a one-character code that identifies which Chart is being utilized.

Charts are as follows in Banner:1 - NJIT - Education and General Operations2 - The Foundation - University Advancement,

Endowment, and donor gifts3 – NJII – New Jersey Innovation Institute4 – HCIS- Healthcare Innovations Solutions

Account Index Organization Activity LocationAccount Program

Required Optional

Chart

C I F O A P A L

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Fund

The Fund is hierarchical with the six-character code at the data entry level that identifies the source of the money. Examples include:100000 – Current Unrestricted Operating27F021 – Federal Grant – Mechanism of Electro-

Static Discharge931000 – CKB Capital Renovations Funds160300 – Residence Halls

FundAccount Index Chart Organization Activity LocationAccount Program

Required OptionalC I F O A P A L

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Unrestricted vs Restricted

Unrestricted Operating

Funds that being with:• 10• 11• 12• 13• 14• 16

Funds that being with:• 17• 20• 21

Funds that being with:• 15• 27• 28

Grant Match / Grants

Restricted Operating

Funds that being with:• 9x• 8x

Plant FundsAgency- Student Orgs

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Organization

The Organization is hierarchical with the six-character code at the data entry level that identifies the NJIT organizational structure.

Account Index Chart Fund Organization Activity LocationAccount Program

Required Optional

Organization

C I F O A P A L

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Account

The Account is hierarchical with the six-character code at the data entry level that identifies that classifies the type of revenue or expense item.

Examples of Accounts in Banner:

Account Index Chart Fund Organization Activity LocationAccount Program

Required Optional

Account

C I F O A P A L

Account Account Description613015 Academic Year Adjunct734010 Supplies-Office759904 Postage Services756215 Advertising Promotional

Operating Accounts that being with:• 5x = Revenue• 6x = Personnel• 7x = Non-Personnel• 8x = Transfers

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Program

The Program is hierarchical with the six-character code at the data entry level that identifies a function and enables the institution to establish a method of classifying transactions. Below is a listing of program codes.

Account Index Chart Fund Organization Activity LocationAccount Program

Required Optional

Program

C I F O A P A L

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Index

The Index is a critical component of the chart of accounts. It is a six-character code used in Banner as a shortcut that defaults the Fund, Organization, and Program (FOP). It is what all users should use because it contains the correct FOP elements for your area.

When new budgets are established in Banner it is what is given to the end users to use for accessing budget information, purchasing, and personnel forms.

Account Index Chart

OrganizationActivity LocationAccount Program

Required Optional

Index

C I F O A P A L

DefaultsDoes not Default

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Security AccessObtaining Access to Self Service Banner• Finance Access Forms- Go to https://www.njit.edu/finance/forms-fsi/

for access forms. Once completed send to [email protected]• Prerequisite – must have UCID and general person set-up prior to gaining

access to Banner Finance through HR and UISSSB Finance (Budget & Queries)• All security access for Self Service Banner and Highlander eMerchant

will be setup through the Financial Systems and Innovation department. • Access will be limited depending on the Funds and Organizations within

the Chart of Accounts that you manage. Entering Requisitions and Approvals in Highlander eMerchant• The ability to enter/approve purchase orders and invoices will be

dependent on your role (Buyer/Browser) setup within the Highlander eMerchant system. (see slide 72 for Buyer/Browser definitions)

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• For more information on Budget Pools in Banner please refer to (Banner Documentation\Banner Finance Documentation\Budget Account Pools) Link in the Highlander Pipeline for Banner Finance Access Form.

Budget Pools in Banner

Banner Account Description

710000 Equipment – Capital >=$5,000

71100A Equipment – Non-Capital <$5,000

734000 Supplies- Major

740000 Travel, Meetings, Meals-Major

756000 Major Operating Expenses

767000 Library Collections

• Budget pools are a way of establishing non-personnel budgets in major account categories for ease of purchasing throughout the year. Budget availability during the purchasing process occurs at the major budget pooling level.

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Non-Pooling Accounts• Salaries and fringe benefits as well as selected non-personnel

expenses will continue to be budgeted at the Banner account level. • Examples of non-pooling non-personnel accounts in Banner.

Banner Account Description

723XXX All Utilities

749007 Athletic Bus Travel

756110 Subcontract <= $25K

756111 Subcontract > $25K

759216 Advertising-Employee Recruitment

759302 Telephone Usage

759904 Postage Services

759905 Copy Center Services

78xxxx – 79xxxx Student Awards, Budget Reserves, and Chargebacks

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• When Budgets are established in Banner, where applicable, they are budgeted at the major account pool. However, expenses are recorded at the minor account code level to further define the expense type. When checking your budget, you must look at the overall budget pool to view the balance available.

• Example: A budget is created for major operating expenses. Throughout the year you use the budget for consulting, advertising, subscriptions, etc. If you want to enter a requisition for computer software- account 756207, you will check the available balance for the major account pool, account 756000.

– Total Major Operating Expenses Budget ($137,612) less total major operating expenses (YTD + Commitments = $57,615.12). Total available budget = $79,996.88

Budget Pools in Banner Finance

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Budget Transfers

All non-grant transfers will be reviewed and processed by the Budget Office. Grants and Contract Accounting will continue to review and process grant budget transfers. (See special Grants and Contracts rules in next section)

To complete a budget transfer, send the following information to a division/department authorized user or your respective budget analyst: (See next slide)

a) The Index you will be transferring to and fromb) Account codes that you will be transferring to and from

– Use Budget Pools when applicable

*SSB Budget Transfer access is currently a soft rollout. Expansion will be assessed in Fall 2019

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Budget TransfersBudget Office

• John Gruppo:– PRESIDENT'S AREA (EL1)– VP REAL ESTATE DEV AND CAPITAL OPS (EL8)

• Andrea Doren:– SR VP TECH & BUSINESS DEVELOPMENT (EL7)– VP BUSINESS INCUBATION & COMMERCIALIZATION (EL15)– NEW JERSEY INNNOVATION INSTITUTE (NJII)

• Kevin Jones: PROVOST AND ACADEMIC AFFAIRS (EL2)

• Jessica Jimenez: PROVOST AND ACADEMIC AFFAIRS (EL2)

• Jennifer Strahan:– DEAN OF STUDENTS (EL3)– VP DEVELOPMENT & ALUMNI RELATIONS (EL6)

• Chelsea Laday:– SR VP FOR FINANCE AND CFO (EL4)– VICE PRESIDENT HUMAN RESOURCES (EL5)

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Budget Transfer - ExampleUnrestricted Operating Budget Example:Need to purchase $2,000 supplies for an upcoming event but after checking the available budget pool I have insufficient budget available. However, I do have budget available in other major operating expenses.Supplies Budget Pool:

Sample email to respective area Budget Analyst:– Please complete a one-time transfer of $880 from 215180-756000 to

215180-734000 for a new student event.Please indicate if this transfer is base or one-time, meaning this will be an annual recurring expense or a one-time expense that will not occur every year.

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Other NJIT Business Processes that Require Account Distribution

You will need your Banner index and in some instances, the proper account code to complete the below:• Highlander eMerchant• Personnel Forms:

– Personnel Action Forms (PAF)– Cornerstone Requisitions & Advertising Request Forms

• Konica Copy Center Forms• Online Catering- Gourmet Dining Services (GDS)• Student Employment (IWS, FCWS, Graduate Nomination, (GANS)• Bookstore Form

®

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Summary There are several types of Finance Applications

Banner (SSB) & (INB) - Budget Tracking Highlander eMerchant - Procurement and Payables Anthony Travel – Travel Booking Chrome River - Expense Reimbursement

The Chart and Index (FOP) are needed for viewing your budget and for purchasing.

Non-personnel budgets in Banner are established at the major account code levels e.g. budget pools. Salaries and fringe benefits along with some non personnel account codes (identified on the non-pooling account slide) are budgeted specifically to that account code.

Your access in Banner is limited by the Funds and Organizations (Role at NJIT) and granted by the Financial Systems and Innovations department

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Compliance Requirements

Federal Law(Legislation)

Federal Regulations(OMB Uniform Guidance/CFR)

Sponsor or Agency Policies(NSF Policy Statement)

NJIT Policies and Procedures

Sponsor Specific

Award Terms

• There are varying levels of regulations that govern Sponsored Funds.

• The order of precedence usually starts with the individual award terms and then each layer of regulation is applied to determine the applicable rule.

• In most cases, the more stringent or restrictive rule of all the layers apply.

• Audits are conducted at different levels to ensure the entity is compliance with all these regulations.

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• Code of Federal Regulations – CFR

– CFR is the codification of the general and permanent rules and regulations

(sometimes called administrative law) published in the Federal Register by the

executive departments and agencies of the Federal Government of the United

States. The CFR governs all grants and contracts sponsor by the Federal

Government.

• Uniform Guidance - (2 CFR 200)

– This "government-wide framework for grants management" is an authoritative set of

rules and requirements for Federal awards that synthesizes and supersedes

guidance from earlier OMB circulars.

• Compliance Supplement - (2 CFR 200, Appendix XI)

– A large extensive US government guide created by OMB and used in auditing

federal assistance and grant programs, as well as their respective recipients.

Compliance Requirements

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• The Principal Investigator (PI) is responsible for the programmatic, as well as financial management of the award. PI is listed as the Fund Manager on the Banner Index.

• The PI, administrative support staff and the Office of Research must review the terms and conditions to ensure proper stewardship of the award.

Please visit the NJIT webpage for more information:https://www.njit.edu/research/researchers/

Office of ResearchGeneral Comments

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All transactions on grant indices are reviewed for approval by the Grants and Contracts unit (GCA)*. These include:

• Budget transfers/modifications for all categories (salary/non-salary) • All personnel action from modifications (PAFs)• Graduate Nomination Forms• Cost transfers (reallocation of expenses)• Purchase Requisitions-Over $1K• Chrome River Reimbursements• Modifying F&A

Office of ResearchPost Award Management

*In some cases, prior approval from the sponsor is required to proceed with a transaction. This will be coordinated through the Office of Research.

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Office of ResearchSubcontracts

Step 1: PI works with SRA to develop, negotiate and finalize contracts with sub recipient.

Step 2: SRA executes signed contract and sends to PI.

Step 3: Upon receipt of executed contract, department personnel submits the requisition (within 3 days) to request the purchase order.

– If agreement is over $25K, two requisitions need to be entered for subcontracts to be in compliance with 2CFR200

– 1st Req: up to $25,000 use account code 756110 (Subcontract <= 25K)– 2nd Req: Remaining balance above $25,000 use account code 756111 (Subcontract > 25K)– Subcontract requisitions are submitted to SRA and GCA for approval

Note: -Entry of the requisition on the system should not occur prior to the executed agreement-Subagreement and PO must be in place for subrecipient to begin work.

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Office of ResearchGrant Closeouts

• Final Reconciliation and Closeout – Depending on final invoice due date, all expenses must be paid within 30-90 days

from grant end date.– Once grant is reconciled, billed and all payments collected, the grant will be

terminated within 120 days from grant end date.• As grant end approaches, the following actions should be in

progress:– Reallocation plan for all personnel or termination.– Pending transactions have been approved.– Recurring charges and stating orders are closed out.– Purchase Orders and encumbrances are closed out.– Deficit on grants have been removed.– Subcontract invoices have been received and approved for payment

• Cost Share Accounts - During the closeout period, cost share accounts will also be terminated.

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• Proactive grant management – Reduces risk for non-compliance– Allows for timely submission and/or correction of transactions

• No Cost Extension:– PI requests a no cost extension to Office of Research prior to grant ending. – Office of Research reviews and submits for sponsor approval.– Once approval is received, the system will be updated.

• Continuations and Amendments:– Updates to Banner Indices must be supported by official sponsor documentation.– These must be received and reviewed by the Office of Research.– Once approved, Office of Research updates the system.

All policies and procedures related to grants and contracts are located on the NJIT website: https://www.njit.edu/research/researchers/policies-forms.php

Office of ResearchOther Items

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Budget Queries

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Budget Queries• To access financial information for your specific area you

will use the budget query menu selection in Self Service Banner.

• There are 3 types of budget queries that you can use in Banner:

• Budget Status by Account• Budget Status by Organizational Hierarchy• Budget Quick Query

• Today we will review the Budget Status by Account

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Budget Queries – Objectives• We will access account information using budget queries

in Self Service Banner. We will do three types of queries using this feature:

• Access Fiscal YTD information for both operating accounts and project accounts using Budget Status By Account

• Determine Budget Availability for Specific Pooling Accounts using Budget Status By Account

• Access Inception to Date or Project to Date information by using the grant code

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Budget Status By Account

Budget Status By Account

This report displays a list of all budget line items for a specific index (Fund, Org, Program), organized by account

* You can also retrieve existing budget queries on this page. Once you build your query save it so you can access it later.

Step 1:

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• Year to Date -expenditures/balances.

• Encumbrances - budget set aside to cover purchase orders.

• Reservations - budget set aside for purchase requisitions.

• Commitments - total encumbrances and reservations.

• Available Balance – Adjusted Budget minus Year to Date minus Commitments.

• Adopted Budget - Permanent Adopted Budget (Original Budget)

• Budget Adjustments - Permanent recurring budget entry for rollover

• Adjusted Budget - Revised Budget

• Temporary Budget - Temporary Non Recurring Adopted Budget or Temporary Budget adjustment

• Accounted Budget - Year to Date accounted budget (Current Budget with Drill Down Capability)

Step 2: Select Operating Ledgers

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Budget Query - Entering CriteriaStep 3:

Budget Query Criteria:Selecting Your Data for QueryFiscal Year: Choose the fiscal year for the time period you wish to view. This defaults to the calendar year. Fiscal Period: Choose the month you wish to view. Note that 01 corresponds to July, 02 to August, and 14 for YTD information. ALWAYS USE FISCAL PERIOD 14 WHEN CHECKING BUDGET AVAILABILTY.Comparison Fiscal Year: You can select a fiscal year with which to compare the previously selected Fiscal Year. Earliest historical year is 2010.Comparison Fiscal Period: You can select a fiscal period with which to compare to the same fiscal period of another fiscal year.

1- Jul2-Aug6-Dec

12-June14 - YTD

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Budget Query - Entering CriteriaStep 4:

Budget Query Criteria:Selecting Your Data for Query- Commitment Type: Make sure this is set to All. Committed budgets are for prior year purchase orders for unrestricted university funds only.–Chart of Accounts: Enter – 1- NJIT or 2 – Foundation or 3 - NJII–Index: Defaults Fund, Org, and Program for you.

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Index Query View

Index Query if you don’t know index number:• After you click on index you will be taken to a query page.• You may enter your index value in index criteria or query your index in title

criteria with the use of wildcards (%). • Once you are done click execute query.

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Budget Queries – Entering Criteria

Budget Query Criteria for Viewing budget by Index:• The Fund, Organization, and Program is populated but the Index gets

blanked out.• Then click submit query to view the results of the query

Step 6:

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Budget Queries - Exporting

• You can export query results to Microsoft Excel by selecting “Download Selected Ledger Columns on the bottom of the query results page.

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Budget Queries – Budget Availability

Budget Status By Account

•Choose Budget Status by Account.

•Follow Steps 1 – 6 as defined in the previous budget query

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Budget Queries – Budget Availability To display all accounts for a specific budget pool enter the

following into the account field in the budget query pageBanner Budget Pool Enter Into Account Field Banner Account Ranges

Returned in Budget Query View

Equipment => $5,000 710% 710000-710034

Equipment < $5,000 711% 71100A-711034

Supplies 73% 734000-734099

Travel 74% 740002-742011

Major Operating Expenses 756% 756000-756999 (Excludes separately budgeted

accounts 759xxx)

Library Collections 76% 767000-767136

Capital Improvements 77% 777300-777366

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Budget Queries – Budget Availability Step 1 – Choose Budget Status By Account Step 2 - Select Chart and Enter Index Step 3 – See Budget Query populated with Fund,

Org, and Program Enter budget account pool you need to query See next slide for entering data within the account

code box

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Budget Queries – Budget Availability

This is the results for the budget query for checking your other major operating expenses budget pool availability

Enter 756 and “%” that is a wildcard in Banner which will return all accounts beginning with 756.

The chart on the previous slide will show you the correct entry in the account code field when doing this type of query

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Budget Availability By Organizational Hierarchy – Using Index Number

Budget Status By Organizational Hierarchy

Select Budget Status by Organizational Hierarchy and click Create Query

* You can also retrieve existing budget queries on this page. Once you build your query save it so you can access it later by choosing Retrieve Existing Query.

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Budget Status by Organizational Hierarchy – Using Index Number

• Criteria on Top is the same as the Budget Status By Account• Enter Chart of Accounts• Enter Index Number• Submit Query (Select Twice)

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Budget Status by Organizational Hierarchy – Using Index Number

Results of your Budget Status by Organizational Hierarchy Query• First Click on the Organization• Next you will see a high level account roll up• You can drill down to the next level of detail by clicking on the

hyperlinks.

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Budget Status by Organizational Hierarchy – Using Index Number

Results of your Budget Status by Organizational Hierarchy Query• These are the account types. • You can drill down to the next level of detail by clicking on the

hyperlinks.

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Budget Queries – Project to Date Balances

Budget Status By Account

•Choose Budget Status by Account.

•Follow Steps 1 – 6 as defined on the next page.

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Budget Queries – Project to Date Balances Step 1 – Fiscal Year 2015 and Fiscal Period 14 Step 2 – Enter Chart 1 and Index 999800 Step 3 – Click Submit Query, See Fund, Org,

Program get populated Step 4 – Enter Grant Code, HINT: If research grant

usually it’s the letter “G” and the Fund.

*HINT* – You can also refer to the “Grant Detail with Index” document located on the Banner Documentation Site to obtain additional grant information

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Budget Queries – Project to Date BalancesGrant Codes

The grant code is the fund code with the corresponding letters in front as shown below. The only situations where this may not be the case is if there are many projects under one grant.

First Letter of Grant Code

Type of Project

G Grant

R Restricted

P Plant Fund

A Agency

D Designated

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Budget Queries – Project to Date Balances

You must enter the grant code to access project to date information. Once entered select Submit Query

To View Revenue

Check off box, no check you will only view

expenses

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Budget Queries – Project to Date Balances

This is the results of your query. All information is tracked on an inception to date basis.

REMEMBER – The Grant Code is what allows finance to track projects inception to date. If not included in query you will only view fiscal year to date.

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Encumbrance Query

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The Encumbrance Query allows you to view encumbrance information (purchase orders) for a specific index (fund, org, program) by account for the fiscal period and YTD.

You can view Original Commitments, Encumbrance Adjustments, Encumbrance Liquidations, YTD, and Current Commitments.

You also have the ability to drill down to obtain purchase order information by clicking on the blue hyperlinks.

Encumbrance Query

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1. From the Finance menu, click Encumbrance Query.2. Enter the appropriate parameters for the query, same as

budget query3. Click Submit Query

Encumbrance Query

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Commitment Type – Only applicable to Unrestricted Operating IndexesCommitted – Prior Year Banner Purchase Orders that were open at the end of previous fiscal year – must be spent by September 30th 2019Uncommitted – POs entered this fiscal year from current year budget

Encumbrance Query Committed vs Uncommitted

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1. From the above report you can drill-down to pull more details regarding each encumbrance by clicking on the document codes in blue.

Encumbrance Query

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Summary – Building Queries To view specific index information in Self Service

Banner you will use budget queries. There are 3 types of budget queries in Self Service

Banner. We have reviewed the Budget Status by Account query and Budget Status by Organizational Hierarchy.

In Banner, encumbrances are purchase orders and reservations are fully approved purchase requisitions

Choose Fiscal Period 14 to access YTD information To access Project to Date information a grant code

must be indicated in the query To view all balances left on purchase orders for a

specific index use the encumbrance query.

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Welcome to Highlander eMerchant

Purchasing

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P2P system Fully rolled out by the first week in April, 2019 Only limited Banner PO’s will carry into FY 20 Single Sign on through My NJIT https://njit.unimarket.com/app/community/marketplace/das

hboard?1

Highlander eMerchant

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Purchasing Definitions•P2P: Short terminology for "Procure to Pay“•Purchase Order: A legally binding document prepared by a purchaser to the supplier•Quick Order: Orders that go straight to the supplier without approvals up to $1,000.•Required Fields: Any field marked with a red asterisk is a required field (*)•Catalogs: There are two types of catalogues: Roundtrip/ Punch-out and Hosted catalogues.•Buyer: An individual with Fiduciary Responsibility that can shop, check out; and may also be an approver.•Browser: An individual that can shop for items and place them in a cart, but cannot “check out” to place the order. They will need to “reassign” the cart to the Buyer within their area.•Approver: An individual with Fiduciary Responsibility.

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Purchasing Definitions Continued…

•Invoice: A bill for goods or services purchased that includes pertinent information with respect to the quantity, price, terms and nature of delivery.•Vendors: A vendor is referred to as a “supplier” in Highlander eMerchant.•cXML Invoice: cXML is the integration language that is used between Highlander eMerchant and suppliers. A cXML invoice is created by the supplier’s system, and automatically sent through to Highlander eMerchant.•Help Bubble: Any time you see a blue question mark, a help bubble will appear when you hover your cursor over it to provide helpful information about the field or section of the site.

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Types of shopping experiencesin Highlander eMerchant

Roundtrip/Punch-out: supplier products are found on the suppliers’ ecommerce website with a direct link to and from Highlander eMerchant. Roundtrip/Punch-out functionality will be identified with the globe icon. A new window or tab will open in your internet browser and you will be signed into the NJIT account on the supplier’s ecommerce site.

Hosted Catalogs: supplier products are “hosted” on the Highlander eMerchant portal, meaning you do not leave the Highlander eMerchant portal to search and order these products. Hosted Catalogs are identified with the folder icon.

Non-Catalog Items: products requiring information to be entered manually. Some Catalog Suppliers could have products that can be entered manually if a product is not found in any of their catalogs

Blanket Orders: Similar to a Standing Order, method of encumbering the funds for purchasing services such as Consulting Agreements, Maintenance Contracts

There are four methods for ordering Products and/or Services

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Types of suppliersin Highlander eMerchant

Registered: A supplier that has self-registered in the portal and maintains it’s own information. This would include uploading their required documents such as BRC, COI etc… A registered supplier can also participate in quotes and sourcing events. Once the vendor is registered they become a supplier in the Highlander eMerchant portal.

Lite: A supplier that does not want to register. In this instance the Purchasing Department would need to enter the information into the Highlander eMerchant portal. A lite supplier cannot participate in request for quote (RFQ) and documentation needs to be stored manually

Suppliers: There are two types of suppliers found in Highlander eMerchant:

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General Purchasing GuidelinesExpenses > $1,000,000• Board of Trustees Approval• W-9• BRC• Affirmative Action Paperwork• Bid• Sole Source• State Contract• Presidential Approval

• OTHER:• Certificate of Insurance• Cannot mix fixed and non-fixed assets on

one requisition – will be denied

Expenses <15% of NJIT’s Bid Limit (currently $27,300)

• W-9Expenses > 15% of NJIT’s bid Limit but

less than $27,300• W-9• BRC – Business Registration CertificateExpenses > $27,300 up to $75,000• W-9• BRC• Affirmative Action Paperwork• Bid• Sole Source• State ContractExpenses > $75,000 but < $1,000,000• W-9• BRC• Affirmative Action Paperwork• Bid• Sole Source• State Contract• Presidential Approval

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Requesting a New Supplier

• Click on Request Supplier within the Marketplace on the homepage to request a new supplier

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Requesting a New Supplier

1. First search within the Unimarket Directory to see if the supplier you are looking for is available in the system.

• This is a quicker way of getting a supplier connecting into the Highlander eMerchant system

2. If the Supplier you are looking for is not available within the Unimarket Directory, you then will need to click the Request Supplier button on the top right hand of the page where a form will open up requesting information about the supplier you are looking to connect.

(1)

(2)

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Requesting a New Supplier

• Once you have clicked the Request Supplier button a form will open up where you will be asked to provide information

• Once this form has been filled out it will route to the purchasing staff that you selected. The purchasing buyer will work with the supplier on getting connected into the system.

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View Requisitions

• Click on View Requisitions within the Marketplace on the homepage to view your requisitions.

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View Requisitions

Search by Req. # Search by supplier Search by timeframe

• Search for Requisitions by a requisition number, by supplier or by a specific timeframe.

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Budget Checking

• Within Highlander eMerchant, there is budget checking throughout the whole purchasing process. The system will notify the user if there is insufficient funding.

• If you are notified of insufficient funding, please contact your business office manager/ approved user for budget transfers or your budget analyst in the budget department to request a budget transfer.

• Helpful Hint – To check your budget, please use Budget Availability Query in SSB (Self-Service Banner).

• Please Note: Requisitions in approvals DO NOT show as pending documents. Conversion of requisitions to POs averages less than 2 days

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Requisition Checkout – Delivery Info

1. Bill To: Select the appropriate chart of accounts to create the purchase order under.• Be mindful if you are purchasing for NJIT (Chart 1 or 2) and NJII (Chart 3)

2. Ship To: Select the building code where you would like the package shipped to. Use the same building coding that was used in banner.

3. Attention: Enter the Room Number followed by the last name of the person receiving the items.4. Organization Unit: This is based on the security and allows others within the same organization to

view the order. Always use 6-digit Org number.

(1) (2)

(3)

(4)

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Requisition Checkout – Account Code Lookup

1. Within the account string, when you click on each field a magnifying glass will appear that when clicked will open a search screen that will allow you to search based on the account code or description

2. Fields that will need to be filled in by the user are the Chart of accounts, index, and account code

3. All other fields (Fund, Org & Program) will auto fill based on the index and account selected

NOTE: Buyers and approvers have fiduciary responsibility on correct index/account code usage

Use the following steps to fill in Account Fields

Magnify Glass Search screen

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Requisition Checkout - Accounting Information

1. Accounting String: Enter the accounting information within each of the fields. Each field has search capabilities that can be utilized.

2. Deliver Date: Fill in the requested Delivery Date for when you would like your products to be delivered.

3. Quantity: Fill in the quantity of how many you would like to order. Please note that when you adjust the Quantity the Subtotal to the right will adjust based on the Quantity and Unit Price.

Use the following steps to fill in the above fields:

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Requisition Checkout - Accounting Distribution

1. There is no limit to the number of line items that can be within a requisition.2. Each line item will need accounting information filled in.3. If multiple line items are using the same accounting string, you have the ability to

Copy Down the accounting string to other line items below.• Please note that if you use the copy down feature, it will override any information that

was previously within the account strings below it and you will need to verify that the same account code applies to each item.

Copy Down

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Requisition Checkout - Delivery Notes / Attachments

1. All Notifications and/or attachments that need to be send to the supplier must be placed in the Delivery Notes and Attachments section.

2. All Notifications and/or attachments that need to be routed internally as support for the approval of the requisition must be placed in the Justification Notes and Attachments section.

• Examples of Justification types are Sole Source forms, Consulting/ Subcontracting contracts, Furniture quotes, etc.

(1) Notes and Attachments sent to the Supplier

(2) Notes and Attachments for internal use

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Requisition Checkout

• If you are a Browser (see Glossary for detail) and need to reassign to a Buyer, here is where you can select the Reassign button to select the Buyer to reassign to for approval.

• Once you have reviewed all the information within the checkout screen, if you have Buyer capabilities, you then can click the Checkout button at the bottom of the screen on the left hand side.

• If you are unable to complete filling out the checkout screen and will need to complete at a later time, you have the ability to Save the requisition and complete later.

• Once you have selected Checkout, you have completed the process of creating a requisition and will either receive a Requisition Number or Purchase Order Number depending on if approvals are needed.

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Requisition Approval Process

• Once you submit your requisition and approvals are required, you can click on the approval tab to see status.

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How Do Approvals Work

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Blanket Order - Checkout Details

1) Name * : Identify the Blanket Order so that it is unique and easily searchable2) Description : This information can help distinguish Blanket Orders with similar names3) Supplier * : Identify the vendor4) Amount * : Total dollar value of the Blanket Order5) Valid From * / Valid To * : Date range of the Blanket Order6) Default Account Code * : Search or Enter the Chart and Index. The fund, organization, and program will automatically populate. The account codes are searchable.7) Ship To * : Select the NJIT building the items should be delivered to8) Bill To * : Select the appropriate chart of accounts to create the purchase order

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Blanket Order - Checkout Details Continue…

9) Available To * : Select users who will be able to enter orders against the Blanket Order10) Hide Amount From Supplier: check if you do not want the supplier to see the total amount of the Blanket Order11) Alert Amount/ Alert Date: Set thresholds to have emails sent when Blanket Order reaches a predetermined dollar amount or date12) Organization Unit: This is based on the security and allows others within the same organization to view the order

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Highlander eMerchant Support

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Welcome To Payables

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AGENDA

1. Key Terms, Invoice States and Examples

2. How to:• Submit an Invoice to AP that you received directly from a vendor• Complete receiving • Complete Invoice Acceptance with and without a Purchase Order• Complete Invoice Approvals (Approve, Decline, Accept or Reject)• Add a Description to a Retrofit Invoice• View Invoices by Purchase Order in Self Service Banner • View Payment Details in Self Service Banner

3. Chrome River – Employee Expense Reimbursement System

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Key Terms

• Invoice Creator- AP representative who posted the invoice.• Matching – Used to reference the way an invoice is compared to the related

order to ensure the invoice is ok to pay. • Order - Refers to a purchase order number• Retrofit - Creating an order for an invoice you already received.• Tolerance - The invoice matching tolerance is the dollar amount or

percentage an invoice can go over before it requires acceptance and approval. o NJIT’s tolerance is 10% of the purchase order up to $100

Accounts Payable Key Terms, Invoice States and Examples

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Accounts Payable Key Terms, Invoice States and Examples

Invoice States• Canceled - The invoice creator canceled the invoice before it was approved and in the

invoice accepted state. • Invoice Accepted - The invoiced items have been received, the invoice has been

accepted and/or approved if required and sent to Banner for payment.• Invoice Rejected - The invoice has matching exceptions and was not accepted or

approved. • Pending Delegated Approval - The invoice has been accepted by the buyer and routed

for approval. • Pending Initial Acceptance - The invoice relates to a retrofit or blank order and is

pending acceptance by the buyer and creation of a retrofit requisition for approval.• Pending Order Acceptance – The invoice had receiving or tolerance matching

exceptions and has been sent to the buyer or requested for review and acceptance.• Pending Receiving – Receiving report required. The items on the order have not been

received by the buyer, browser or initiator or the order. Once the items have been received the system will reprocess for tolerance matching or acceptance.

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Invoice State ExamplesCanceled:

• Invoice number needs to be corrected • Incorrect PO number used to post invoice

Invoice Accepted: • Invoiced line items matched order • Receiving was complete • Invoice was accepted and/or approved

Invoice Rejected: • The quantity of items invoiced is greater than the quantity received • The unit price invoiced was greater than the order price • The invoice was posted without a PO and the department has a PO it can be applied to

Pending Delegated Approval: • The line item(s) invoiced and received is greater than the item(s) ordered and has been

accepted by the buyer. (Ex. Order was for 2 items at $5.95 and 3 items at $5.95 were invoiced and received)

• Orders over $1,000 will follow the same approval routing as Banner • Specialty items such as chemicals, computers, etc. will route to the responsible

department for approval Pending Initial Acceptance:

• Invoice was posted without a PO and assigned to a buyer for acceptance. Accepting the invoice is stating that the invoice is correct and the items were received

• Invoice was posted to a blanket order and has to be accepted by the buyer to create a retrofit release order to reduce the available funds on the PO. Again accepting the invoice is stating that the invoice is correct and the items were received

Note: When order receiving for your requisition is marked receive automatically, an invoice should not be accepted if the line item(s) have not been received, as this will replace you having to complete a receiving report..

Pending Order Acceptance: • The line item(s) invoiced is greater than the item(s) ordered (Ex. Order was for 2 items

at $5.95 and 3 items at $5.95 were invoiced and received Pending Receiving:

• Receiving report not complete • Only 1 of 2 items have been received. All invoiced items must be received before the

invoice is sent to Banner for payment

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Highlander eMerchant – Invoice Acceptance

As a buyer, you will receive invoices for acceptance when they are in the following state:

Pending Order/Buyer Acceptance – The invoice had receiving or tolerance exceptions and has been sent to the buyer or requestor for review and acceptance.

Pending Initial Acceptance - The invoice relates to a retrofit or blanket order and is awaiting acceptance by the buyer and creation of a retrofit requisition approval.

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Accepting Invoices

Before accepting an invoice check to see why the invoice needs acceptance:

• When Pending Order/Buyer Acceptance, next to the invoice State click on the to see why the invoice did not match

• When Pending Initial Acceptance, verify if the invoice is retrofit or related to a blanket order

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Highlander eMerchant - Invoice Approvals

As an approver, you will receive invoices for approval when they are in the following state:

Pending Delegated Approval- The invoice has been accepted by the buyer and routed for approval. It is pending approval by the approver in the approval chain.

and/orThe invoice had receiving or tolerance exceptions and additional budget is needed to pay the difference from what was encumbered on the PO.

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Invoice Acceptance without a Purchase Order

Invoices received without a Purchase Order will be processed by Accounts Payable and assigned to a Buyer based on the information provided on the invoice. As a buyer when an invoice has been assigned to you, you have the option to accept, enter the funding source or assign it to blanket order, and sendoff for approval or reject and enter the reason why.

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How to Add a Description to Retrofit Invoices/Orders

• After you have Accepted the invoice and you are now in the Incomplete Requisition screen

o Scroll down to the Product Line o Select Edit Product

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Chrome RiverWhat is Chrome River?

• A cloud based solution that brings simplicity and ease to the expense reimbursement process

• Fast, fluid, mobile web solution that delivers the same user experience across all devices

• Expense reporting tool that allows individuals to create, submit and approve expenses anytime, anywhere, on any device

Benefits of Chrome River• Replaces the current manual paper-

based travel and expense reimbursement process

• Submit receipts electronically• Automated Routing and Approval

process: Pre-Approval to Travel Integrates the “Request for

Attendance at Events” form Timekeeping location = One up

supervisor Index Owner = Fiduciary

responsibility Additional levels based on dollar

amount • Includes ‘compliance rules’ consistent

with university travel and business expense reimbursement policies.

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LoginLogin to Highlander Pipeline• Select the Faculty/Staff

Services Tab• Chrome River is under

Finance Services

You can access the system from any device that has web access-it will adapt to the device you're using.

Update User ProfileClick the USER icon

Select Settings

Personal Settings

Add additional email addresses The “From” email address used to send images and approve invoices must be one associated with your Chrome River account

Preference Settings

Enter Mileage Deduction for your daily work commuteMileage Deduction is a tool that can be used to deduct your work commute when applicable

(Note: Mileage Deduction is not automatically deducted from your reimbursement)

Delegate Settings

My Delegates - A “Delegate” who has full access to your account.My Approval Delegate –An “Approval Delegate” helps you with approvals during a specified period of time.

Basic Navigation • The menu button in the top left corner of Chrome River will link to your

pending approvals, expenses, pre-approvals and the inquiry feature

• Clicking on the +NEW button will allow you to start creating a new pre-approval report and expense report or

• The system is comprised of a selection of expense type tiles (Ex. Air Travel, Ground Transportation, Meals) Some expense tiles have subcategories. Select a tile to view its sub-categories and/or to begin entering an expense

• Use the blue Plus button to add a new expense line to a report

• You can't break the system, if you lose your place, hit the Chrome River logo button to return to the dashboard at any time

Upload ReceiptsReceipts can be loaded as follows:• Via CR SNAP – Download from

your APP Store

• Via Email- Email pictures and scanned documents to [email protected]

• Via Upload- Receipts/Images can be uploaded directly to your Receipt Gallery or directly to the line item expense at the time of processing in Chrome River

Chrome River - Getting Started

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Anthony Travel

• Anthony Travel available through the Highlander Pipeline in Faculty/Staff Services under Financial Services

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Should you have any questions or concerns please do not hesitate to

contact someone in Accounts Payable or visit our web page at

www.njit.edu/finance/accountspayableMaria La Lima - DirectorNakia Goode – Manager

Questions