Transcript Banner2000

Purchasing
and
Accounts Payable
Overview of changes in:
Requisitions
Purchase Orders
LPO’s
1099’s
Travel Expense Reports
Changes in Requisitions
No longer area org numbers You will now use a 3 character department code
PUR
Changes in Requisitions
Requisitions are pre-numbered, alpha numeric
sequence (R plus 6 digits)
PUR
Changes in Requisitions
Vendor codes: If you currently put vendor codes on
your reqs as an aid to us, all codes are changing. You
will be able to obtain new ones from copies of orders.
PUR
ACEHASU
Ace Hardware & Supply
300 S. College
Oxford, Ohio 45056
Changes in Requisitions
Requisitions will be picked up in the supply
room as in the past, but a log will be kept
recording requisition numbers with the
corresponding department. A permission
slip will not be required to pick up
requisitions.
Changes in Requisitions
Where you formerly entered your CUFS account code, you
will now enter your Banner number. This shall consist of :
–
–
–
–
A Chart code
An Index code
An Account #
An Activity code (optional)
This could be up to a 16 character sequence and should be as:
C PUR000 155073 024
C PUR000 155073 024
Changes in Requisitions
Information entered on requisitions for purchase orders
should be broken down as much as possible. Banner
requires a unit cost for every item. Each item should be
listed individually and a cost, if known, listed for each
item.
Requisitions with “items per the attached list” - If the
items can be broken down to a reasonable number, they
should be itemized on the requisition with the backup or
detailed specifications/instructions included as an
attachment. If the length of the list is such that it cannot
be broken down (10 items or more) then include the list
as an attachment.
Changes in Requisitions
Return all unused, un-numbered requisitions to the Office
Supply Room in Robertson. We are going to send them to a
printer to have them numbered so as not to waste forms.
Reimbursements
•
Use new requisition form
•
Use department code in place of area org number
•
Use Banner number in place of CUFS account code
• Two signatures are required
Remember - Approvals must go up the ladder
An Administrative Assistant cannot approve a
reimbursement for their Director or Chair
If the receipt which is attached has the requestors signature,
this is acceptable. That individual will not have to re-sign
the requisition.
Direct Payments
(Previously Payment Vouchers)
• Use new requisition form
• Use department code in place of area org number
• Use Banner number in place of CUFS account code
• Attach ORIGINAL invoice to back of requisition
1099’s
Use new requisition form - in the vendor section in
large numbers write in: 1099
Separate 1099 forms will no longer be used
1099
1099’s
The following information is to be included when filling
out requisitions for use as 1099’s
 Social Security Number
 The name and home address of the recipient
 Country of residence
 Visa type (if non - U.S. resident)
 Actual calendar date(s) worked
 Number of days worked
 Type of payment (options on next page)
 Provide complete address (even if check is not to be
mailed, a complete address must be provided to comply
with IRS regulations)
1099’s
Type of payment (one must be selected and listed on
the requisition):
Services
Scholarship
Fellowship
Prizes
•Scholastic
•Service
•Contest
Awards
•Scholastic
•Service
•Contest
Other
1099’s
Use department code in place of area org number
PUR
1099
1099’s
Use Banner number in place of CUFS account code
C PUR000 155073 024
1099’s
1099’s for prizes, awards, scholarships
must be sent to Donna Hoffman at
Student Financial Aid for approval
prior to being processed in Accounts
Payable.
1099’s for payment of services are to be
sent to Purchasing.
1099’s
When Donna has approved, the processing sequence is as
follows:
•Donna forwards to Purchasing
•Purchasing forwards to Payroll (after verifying signatures)
•Payroll forwards to Accounts Payable
This is a change in the processing sequence from CUFS.
We feel this will actually speed up the process. All of the
verification processes are required for IRS reporting.
Purchase Orders
For now, departments will continue to receive copies of
purchase orders from Purchasing
Banner number will NOT appear on purchase orders. In
the future, there will be a screen available in Banner for
lookup of purchase orders by departments. This screen
will include the Banner number.
Purchase order numbers can no longer be assigned
without a requisition. Purchase order numbers are
system assigned and in order to access the system, a
requisition must be available to enter data necessary to
obtain a purchase order number.
Purchase Orders
Purchase Order Invoices
Departments will no longer receive copies of
invoices advising them of payment on orders
under $500. This follows the same philosophy as
LPO’s. They will be paid upon receipt of the
invoice unless Accounts Payable is notified there
is a problem.
Purchase Order Invoices
Orders for $500 - $2000 - Accounts Payable will
continue to forward a green sheet to departments along
with a copy of the invoice advising you that payment
will be processed within 3 days unless they are notified
of a problem.
Purchase Order Invoices
Orders for $2000 or more - Accounts Payable will
continue to forward a gold sheet to departments along with a
copy of the invoice.
This form requires action on your
part. You must approve payment of
this invoice either by phone, by
signing the form and returning the
form or by E-mailing the person
listed on the form indicating your
approval to process.
E-mail is the preferred and most
expedient method.
Purchase Orders
There is a major change in the way information is
shown in Banner.
If you go into Banner and look at a purchase order
to see if a payment has been made, or look at your
printouts, it may appear that payment has been
made.
Accounts Payable enters the invoice into the
system, then sends out notices requesting
approval of the invoice.
The invoice is expensed against your account as
soon as it is entered, but is not actually paid until
approval has been received and it is released by
Accounts Payable.
Purchase Orders
If there are changes, problems, returns or
cancellations with orders purchasing should be
advised. Advise Accounts Payable concerning
problems on invoicing
Banner requires each item to be processed
individually for payment; therefore, any changes
which may occur either at the department level or by
the vendor, must be handled a change order in
purchasing before the invoice can be processed for
payment.
LPO’s
No major changes in preparation of LPO’s
Use department code in place of area org number
PUR
L111111
LPO’s
Use Banner number in place of CUFS account code.
C PUR000 155073 024
LPO Reminders:
An LPO does not encumber your money (if your grant
is expiring, issuing LPO’s to cover the remaining
amount, will not work. The only way to encumber
your money is with a purchase order
LPO’s are the preferred method of handling pre-pays
Be sure to attach the hosting form if the LPO is for
food or food related items (available on the web from the
handbook at http://www.muohio.edu/accountspayable/ )
If you receive an invoice with your shipment or in a
separate envelope, forward to purchasing at once for
payment.
Forward LPO’s to purchasing at least once per week,
no exceptions.
Travel Expense Reports
Use department code in place of area org number
Use Banner number in place of CUFS account code
Mileage rates are increasing as of 07/01/99 from .27 to .31
Per diem rates are increasing on 07/01/99 for certain cities.
Check our web site for exact amounts for specific cities.
http://www.muohio.edu/accountspayable/
You may continue to use the old forms or as of 07/01/99 a new
form will be available from the web site. This form can be
downloaded and is in Excel format.
http://www.muohio.edu/accountspayable/
Mailroom and
Office Supply Room
Both areas will be using Banner numbers
Mailroom charges for fiscal year 2000 will begin the
week of June 28. The mailroom will not be able to
process Activity codes as a part of your regular Banner
number. If you used sub-orgs in the past and want to
continue by using Activity codes, you will be required to
obtain a separate Index code and provide that Index code
to us, which will reflect the Activity code
Comments / Reminders
Please plan in advance as much as possible. This new system
impacts numerous areas within the university and until everyone
is up to speed, processes will be slower.
If possible, contact either Accounts Payable or Purchasing by Email. Your request can then be researched and a response
forwarded to you as soon as possible
If you forwarded a requisition a few days ago, please don’t call to
see if the check is cut, yet. Standard university payment terms are
net 30 days.
Prepays are normally processed within 2 days
Staff reimbursements are processed as quickly as possible,
normally within 3-5 days.
Please be patient. This is a new system for all of us. We know
there will be some problems. We hope these will be kept to a
minimum.
Banner2000
Finance
Purchasing and Accounts Payable
Questions? Please visit:
http://www.muohio.edu/financialaffairs/
banner/geninfo/addtlrsrcs.htm