Transcript Accounts_Payable_Training_June_2009

• Purchase Requisitions
• Travel
• BPC
• Invoices
• Fiscal Year End Reminders
Contact Accounts Payable at 5948 with questions.
Last Updated: June 23, 2009
The following FHSU services should be utilized:
• Central Purchasing-all office supplies must be ordered through CP
• Printing Services
-Copying
-Binding
-Business Cards
-Envelopes and Letterhead
-Brochures
• Mail Center
• Computing & Telecommunications
- Computers
- Printers
- Parts
- Software
» » If approval is given to use
an outside vendor, the written
approval must be attached to
your receipt/invoice when it is
delivered to the Business
Office.
Last Updated: June 23, 2009
Description Field Formats When Submitting PR’s:
Travel PR’s
Topeka, KS-7/1/09
Registration
Last Name, First Name-Reg-Destination
Membership (If membership is in individuals name, must indicate in Print After Notes if membership will remain with FHSU)
Membership 1/1/09-12/31/09
Subscription
Subscription 1/1/09-12/31/09
Reminder: Description field is limited to 30 characters. Detail
should be provided in Print After Notes.
Last Updated: June 23, 2009
OFFICIAL HOSPITALITY
o Description Field should be: OFFICIAL HOSPITALITY
o Do not type detail of what was purchased
o What should the Print After Notes Include???
o Function
o Date
o Host and Title
o Number of Guests
o Purpose of Function
CHANGE IN POLICY--No longer need to type the following statement in the Print After Notes:
“No state employees receiving meals are claiming subsistence”.
Last Updated: June 23, 2009
Food Purchases
 Official Hospitality (must meet hospitality guidelines)
 Fees collected for that purpose (must reference receipt # on PR)
 Grant allows food (must send copy of grant)
 Required as part of a contract (must supply copy of contract)
 Purchased for classroom use (not being consumed)
Last Updated: June 23, 2009
Candidate Form on Lotus Notes
Form changed from Candidate/Non-Employee Form to Candidate Form
Form is only to be used for Candidate expenses.
Must be submitted for ALL candidates.
Expenses paid for Candidates on BPC will be recorded and scanned in
to the form.
Form is no longer to be used for payment for services or when no
invoice is available.
Last Updated: June 23, 2009
POLICY CHANGES
 When a PR is submitted and NO invoice is available, print the PO Status
Long Form in IFAS. This will serve as your documentation and should be
sent to Accounts Payable.
IF the amount of payment has changed from the time the PR is
submitted, the new amount needs to be written on the PO Long Form
and the budget authority must sign it before sending to Accounts
Payable.
 Certification of Expense statement (“I certify that…) is no longer required on
invoices paid by individuals.
 Only the PO # should be written on invoices and receipts. The PR # is no
longer required.
Last Updated: June 23, 2009
• A faculty member has told you he will be going to a conference in
Orlando, FL, leaving Sunday, July 12 and returning Thursday, July 16.
He will fly out of Hays, needs to pay registration by July 1, and make
hotel reservation at the conference hotel to secure room. WHAT IS
YOUR FIRST STEP?
A. Book Airfare
B. Submit PR
C. Make hotel reservation
D. Start Travel Receipt Form
A new Travel Receipt form on Lotus Notes Workflow must be
created in order to have an estimated cost of the trip. Starting
the Travel Receipt form should ALWAYS be your first step when
preparing a travel.
Last Updated: June 23, 2009
NEXT STEP………….
SUBMIT PR
Create an IFAS purchase requisition (PR) for the amount of the trip in
the name of the traveler by using the total on the Travel Receipt form
and only for the amount to be reimbursed to the traveler. The PR must
be submitted through the approval cycle before paying for any
expenses such as airfare or registrations fees. If the employee is not
being reimbursed for any expenses, create a PR with the funding as
$0.00 in order for the employee to be approved to go on the trip.

Description on Travel PR’s should be: Destination, Travel Leave Date
(Example: Topeka,KS 12/31/09)

Once PR is approved, update Travel Receipt Form with PR and PO
numbers.
Last Updated: June 23, 2009
Registrations Paid on PO
 Submit Purchase Requisition
 Update Travel Receipt Form
 Write PO # on bottom left corner of invoice
 Write traveler name and corresponding PO # from
Travel Receipt Form on bottom right corner of invoice
 Attach Flyer---What information should flyer have??
•
•
•
•
•
When
Where
Hotel/room rate
Meals Provided
Registration amount
Last Updated: June 23, 2009
When trip will involve personal time, an airfare quote must be obtained
(prior to travel) for the business portion of the trip.
If an employee is taking a private vehicle to an out of state destination
(excluding Border Cities), a direct printed airfare quote and enterprise
conversion form must be completed. Lodging en route is not reimbursable
and per diem is paid as per the airfare quote. Request for exceptions to this
policy must be submitted in written form and approved by the Agency Head
(VP of Admin & Fin) PRIOR to the trip.
Airfare quotes should be sent to Accounts Payable along with the travel
receipts after the trip.
Last Updated: June 23, 2009
o As of July 1, 2009, the cardless Business Travel Account (BTA) will be
closed and no longer available to purchase airfare and rental vehicles.
The State of Kansas has determined it is no longer needed now that
the BPC can be used to purchase travel expenses.
o To obtain a BPC, submit the BPC Request form in Lotus Notes
Workflow.
o Mark YES to always allow travel
o Route form through cardholder’s supervisor
o Travelers have the option of paying all travel expenses personally and
requesting reimbursement after returning from the trip.
o BPC cannot be used for rental car expenses for non-employees due to
liability issues.
Last Updated: June 23, 2009
One-Day Meal Reimbursement Policy
To qualify, you must work at least 11 hours, ( 13 hours during Summer hours).
Time taken to eat the meal is not included as work hours.
Part-time, 3/4-time, and student employees requirements are the same as fulltime employees.
For travel on non-scheduled work days (e.g., Saturday), regular full time
employee work hours are assumed.
To qualify for a dinner, the return time must be 6:30 p.m. or later.
The meal requested for reimbursement (e.g., lunch), amount of meal,
employee’s scheduled work hours for the day (e.g., 8 a.m. – 4:30 p.m.), and time
spent eating the meal (e.g., meal break was 5:15 p.m. – 6:00 p.m.) must be
entered in the meal section of the Travel Receipt form.
Last Updated: June 23, 2009
Complete Expense Paid on BPC/PO/IFV section of form
before sending receipts to Accounts Payable.
No Submit button?????
• Make sure you have selected either YES or NO to the question “Receipts for
Reimbursement”. Only mark YES if you have receipts to send over which the
traveler is requesting personal reimbursement for.
• Org key must be entered at bottom of form.
Last Updated: June 23, 2009
→ Monitor VIS to make sure transactions are allocated at
least weekly. If a transaction is at a P status and it is
getting close to the cut off time, contact Accounts Payable
to see if there is a problem (may not have received
receipt).
→ Send receipts to Accounts Payable as soon as they are
allocated on VIS.
→ Do not send receipts when the charge is not on VIS. Wait
until charge shows up, allocate, and then send to AP.
Last Updated: June 23, 2009
What should
be written
on this
receipt??
IFAS Bank ID (2 letter code)
Purpose (how items were
used, not what the items are)
Last Updated: June 23, 2009
Completed BPC
receipt ready for
delivery to
Accounts Payable
Last Updated: June 23, 2009
Description Field Formats for VIS:
Type the description over the “Auto Allocate” in the description field.
Travel Expenses
Last Name, First Name-Item-Destination
Airfare (Smith,Jane-Airf-Manhattan,KS)
Lodging (Smith,Jane-Lodg-Manhattan,KS)
Registration
Last Name, First Name-Reg-Destination
Rental Car Fuel
Last Name, First Name-Fuel-# of Gallons @ Price
Smith,Jane-Fuel-14.51 Gal @ $3.89 Gal
Membership (If membership is in individuals name, must indicate on the receipt/invoice if membership will remain with FHSU)
Membership 1/1/09-12/31/09
Subscription
Subscription 1/1/09-12/31/09
Reminder: Description field is limited to 30
characters. Detail should be provided on the
invoice/receipt.
Last Updated: June 23, 2009
Corporate Express:
Cartridge King:
KETCH:
Envision:
10583
State Use
State Use
State Use
Last Updated: June 23, 2009
Split transaction when:
 Multiple object codes
 Multiple org keys to be charged
 Sales tax charged
 Travel expense split between
multiple travelers
Invoice number must be
the same for all splits.
When an original expense is
coded as 53999 due to an
expected refund, be sure to use
53999 when preparing your
deposit slip. Description should
indicate the transaction is
clearing out object code 53999.
Last Updated: June 23, 2009
If invoice number is available, do not assign a generic number.
For Walmart receipts, use the Transaction number as your
invoice number. Walmart tax exempt card must be shown at the
time of the purchase.
If invoice/receipt has no invoice number, but does have an
approval number, use the approval number as your invoice
number.
When invoice/receipt has no number to use, create one using
Bank ID, two digit year, two digit month, two digit day, and
sequence number for the day entering the receipt on VIS.
Todays Date: 6/1/09
First receipt: AB0906011
Second receipt: AB0906012
Last Updated: June 23, 2009
If you have received a credit/refund from a vendor, you must
have a credit memo to use as your documentation. Once the
credit is allocated, you send the credit memo to Accounts
Payable as your documentation for that transaction.
If the BPC is used by someone other than the cardholder and
this person signs the receipt, the cardholder must initial the
credit card slip by the signature to acknowledge their approval
of the transaction.
If BPC is used for official hospitality, the BPC Hospitality Form on
Lotus Notes Workflow must be completed, printed, and attached
to the invoice before sending to Accounts Payable.
Last Updated: June 23, 2009
Important to turn Log Sheets in by due date. If unable to meet
deadline, notify Accounts Payable by email of your situation.
If multiple org keys are listed on the log sheet, make sure that
ALL Budget Authority signatures are obtained PRIOR to Log
Sheets being delivered to Accounts Payable.
Cardholder signature is a requirement of the State of Kansas.
Logsheets must have cardholder signature. Substitute
signature is not allowed. If unable to obtain cardholder
signature by deadline, contact Accounts Payable.
Last Updated: June 23, 2009
 If the description on the receipt/invoice is not clear, write the description of the
item on the receipt/invoice.
 Do not write information on the back of receipt/invoices.
 Do not use hi-liters on receipts/invoices as it can “erase” information over time.
 Tape small receipts/invoices to an 8 ½ X 11 sheet of paper Do not tape over any
information. DO NOT staple small receipts to 8 ½ X 11 sheet of paper.
 Tape small credit card slips to the back side of the invoice.
 Departments keep their COPIES of information for current Fiscal Year plus
previous Fiscal Year. (Invoices, receipts, deposit slips, timesheets, etc.)
Original timesheets must be kept 5 years
Last Updated: June 23, 2009
 Write only the PO # on all invoices (prefer bottom, left-hand corner if
possible), identifying page 1 of #. The PR# is no longer needed.
 If invoice/receipt has full credit card number printed or written on it,
white out all but the last 4 digits of the number.
 If invoice/receipt has a social security number printed or written on it,
white out the number.
Last Updated: June 23, 2009
The following envelopes can now be put in the
campus mail slot in the Mail Center:
 Payment Voucher (PR)
 Credit Card
 Travel
 BPC Logsheets
 Campus mail envelopes addressed to Business Office staff
AP Department Notification form is our way to
communicate with departments.
 Type your response in department comments before
clicking approve.
 Be sure to always approve (or deny) the form.
Last Updated: June 23, 2009
♦
Any purchases made between our cutoff date of June 25 and June 30,
2009, for which a PO was not submitted and cannot be paid by BPC
are FY09 expenditures. Contact Accounts Payable for instructions.
♦
Estimate high when submitting PRs to ensure that enough funds get
encumbered. If you have a situation where enough funds did not get
encumbered, contact Accounts Payable.
♦
Funds cannot be encumbered for refunds (revenue object codes).
Those PRs must be processed by 6/30/09 or a new PR will need to be
issued in the new Fiscal Year.
♦
If per diem, lodging, and mileage rates set by State of Kansas change,
we will update the Quick Reference guide for FY2010. Make sure you
work with the new rates.
Last Updated: June 23, 2009