Transcript Accounts Payable Overview: Transition Workshop Guy Wilson May 2008 We will answer these questions: 1. What are the major process changes? 2. How will the new processes.

Accounts Payable Overview:
Transition Workshop
Guy Wilson
May 2008
0
We will answer these questions:
1.
What are the major process changes?
2.
How will the new processes work?
3.
What are the biggest improvements?
4.
What is staying the same?
5.
What changes do I need to plan for?
1
General Overview
Accounts Payable will utilize two PeopleSoft
modules to generate payments:


Accounts Payable Module
Expenses Module
o Expense Reports
o Cash Advance (CA)
o Travel Authorization (TA)
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What are the major process changes?
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What are the major process changes?
Accounts Payable
•
•
Direct Payment Request (DPR)
All invoices will be sent to AP – including blanket
invoices
Expenses
•
•
NU employee reimbursement process
Process for requesting and obtaining advances
General Changes
•
•
Bursar Cash Advances discontinued
Direct deposit of employee reimbursements
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How will the new processes work?
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How will the new processes work?
We will discuss the new processes in three
sections:

Accounts Payable process

Reimbursement process

Advance process
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Accounts Payable Payment Process
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Direct Payment Requests (DPR)
•
•
•
Do not require PO
Are allowed for certain categories of payments
The following categories will require the use of
the DPR form:





Registration fees
Subscription renewals
Membership dues
Unplanned Equipment repairs
Research Subject fees
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Direct Payment Requests (DPR)
•
The following categories will also use the
DPR process but will have their own
forms:



•
Independent Contractor payments
Student Travel Reimbursements
Visitor Travel Reimbursements
The DPR process cannot be used to pay
invoices for the purchase of products that
should have been ordered using a PO
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Completed DPR Form
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Reimbursement Process
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Reimbursements
•
NU employee reimbursements will be
processed using an Expense Report
•
Visitor, Student and other reimbursements will
be processed using Direct Payment Requests
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Reimbursements
For reimbursements:
1.
Print completed Expense Report
2.
Attach original receipts
3.
Obtain supervisor’s signature
4.
Business Office applies approvals in workflow and
sends documentation to AP
5.
AP reviews and applies final approval
6.
Payments will be sent to payroll account
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Completed Expense Report
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Expense Receipts Page
Tape Original Receipts Here
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Travel Authorizations (TA) and Cash Advances (CA)
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Travel Authorizations (TA) and Cash Advances (CA)
1.
NU Employee or proxy will prepare a Travel
Authorization (TA) online
2.
NU employee or proxy will enter an Advance (CA)
based on the related Travel Authorization (TA)
3.
The completed TA will be printed for supervisor’s
signature
4.
TA will be routed through workflow for approval and
will be sent to AP
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Travel Authorizations (TA) and Cash Advances (CA)
5.
Approval of TA will encumber funds
6.
AP will apply final approval of CA
7.
Payment will be sent to payroll account
8.
To reconcile an advance employee will fill out
Expense Report and apply CA
9.
Advances must be fully reconciled
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Completed TA Example
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What are the biggest improvements?
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What are the biggest improvements?
•
More expeditious payments
•
Automated notification to process Receipts
•
eInvoicing from some iBuyNU vendors
•
Improved vendor code management and tracking
•
Credit processing
•
Direct Payment Requests (DPR)
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What are the biggest improvements?
•
Tolerance will be set at the line level of the PO
•
Freight amount does not affect tolerance limit
•
Longer invoice number field
•
Check-sorting codes used to segregate checks
•
Control Groups will reduce errors
•
Closer relationship with Purchasing
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What is staying the same?
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What is staying the same?
•
University policies
•
AP will review reimbursement requests and
receipts
•
Some paper forms and receipts will still be
needed
•
All advances must be fully reconciled
•
Travel Exception process
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What is staying the same?
•
Check pick up and enclosures
•
Foreign-currency payments and wire transfers
•
Automatic payments (autopays)
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Express checks
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What changes do you need to plan for?
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What changes do you need to plan for?
•
Training for Faculty and Staff on these new
processes
•
•
Set up comprehensive approval processes
Obtain P-cards
•
Be patient
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What questions do you have?
Contact us at:
[email protected]
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