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