Accounts Payable by Debbie Watts

Proce P essess & Proccedu ures Faacilities Managgement Acccounts Payable P Technicia T an

JJulyy 20 011 1

(This page intentionally left blank)

Table of Contents Cellular Telephones ......................................................................................................................................................... 6 What Do You Need To Order New Cellular Telephone Service ............................................................................ 6 Ordering New Cellular Telephones ............................................................................................................................ 6 Receiving the New Cellular Telephone ...................................................................................................................... 6 Cellular Upgrades and Replacements ......................................................................................................................... 7 FAMIS ................................................................................................................................................................................ 8 Cost Summaries ............................................................................................................................................................ 8 Miscellaneous Charges ................................................................................................................................................. 8 Purchase Orders in FAMIS .......................................................................................................................................... 9 Reviewing Purchase Order Errors ............................................................................................................................... 9 Standing Work Orders ................................................................................................................................................. 9 Work Orders ................................................................................................................................................................. 9 General Accounting ......................................................................................................................................................... 9 Create a New Vendor ..................................................................................................................................................10 Vendor Change of Name/Address ............................................................................................................................10 W9 Tax Forms ..............................................................................................................................................................10 Invoices .............................................................................................................................................................................10 Preparing Invoices for Payment ..................................................................................................................................10 Processing Invoices for Payment with Purchase Order ............................................................................................ 12 Processing Invoices with the Direct Pay Method ...................................................................................................... 13 The difference between Direct Pay Invoices and Regular ........................................................................................ 14 When to Use the Document Text for an Invoice ..................................................................................................... 14 Journal Vouchers ............................................................................................................................................................. 15 Inputting Journal Vouchers ........................................................................................................................................ 15 Miscellaneous ................................................................................................................................................................... 16 Preparing for a new Fiscal Year ....................................................................................................................................... 16 Purchase Orders ............................................................................................................................................................... 17 Information Required to Create a Purchase Order ................................................................................................... 17 Entering Information Into eVA .................................................................................................................................. 17 3

What to do after Purchase Order Approval .............................................................................................................. 17 Additional Information ............................................................................................................................................... 17 Receiving Mail .................................................................................................................................................................. 18 Receiving Paperwork from the Warehouse ................................................................................................................... 19 Reimbursements .............................................................................................................................................................. 19 Non-Travel Meal Reimbursement .............................................................................................................................. 19 Safety Shoes ................................................................................................................................................................. 19 Supplies ......................................................................................................................................................................... 19 Travel ............................................................................................................................................................................... 20 What to do before they leave ..................................................................................................................................... 20 What they can and canâ&#x20AC;&#x2122;t be reimbursed for while they are there ............................................................................ 21 What will they need to provide for reimbursement ................................................................................................. 21 What to do after they get home ................................................................................................................................. 22 Sample Documents ..........................................................................................................................................................23 General Accounting Documents ................................................................................................................................23 Invoice .......................................................................................................................................................................... 26 Ledger Sheet ................................................................................................................................................................ 27 Non-Travel Meal Form ............................................................................................................................................... 28 Purchase Order ............................................................................................................................................................ 29 Surplus Equipment Transaction Form ..................................................................................................................... 30 Tax Exempt Document ............................................................................................................................................... 31 Travel Vouchers ...........................................................................................................................................................32 Warehouse Receiving Paperwork ............................................................................................................................. 36 FAMIS Templates ........................................................................................................................................................... 37 FAMIS Home Page .......................................................................................................................................................... 37 Frequently Used FAMIS Menus .................................................................................................................................... 38 Cost Summary ............................................................................................................................................................. 38 Miscellaneous Charge................................................................................................................................................. 39 Review Purchase Order Errors ................................................................................................................................... 40 Review Purchase Order Information ......................................................................................................................... 41 4

Standing Work Order ................................................................................................................................................ 42 Work Order ................................................................................................................................................................. 43 Internet Native Banner (INB) Templates ...................................................................................................................... 44 Banner Home Page .......................................................................................................................................................... 44 Frequently Used Banner Menus ..................................................................................................................................... 45 Detail Encumbrance [FGIENCD]............................................................................................................................... 45 Document History [FOIDOCH]................................................................................................................................ 46 Document Text Input Form [FAAINVE-FOATEXT]............................................................................................ 47 Invoice/Credit Memo [FAAINVE] ........................................................................................................................... 48 Invoice/Credit Memo Cancel [FAAINVD] ............................................................................................................. 49 Invoice/Credit Memo List [FAIINVL] .......................................................................................................................50 Journal Vouchers [FGAJVCQ] ................................................................................................................................... 51 Purchase/Blanket/Change Order Query [FPIPURR] ............................................................................................... 52 Purchase Order by Vendor [FPIOPOV] .................................................................................................................... 53 SSN/SIN Alternate Id Search [GUIALTI] ................................................................................................................ 54 Vendor Detail History [FAIVNDH]........................................................................................................................... 55 Vendor Maintenance [FTMVEND] ........................................................................................................................... 56

Cellular Telephones It is the responsibility of the A/P Technician to acquire new cellular service for Facilities Management personnel. Cellular service is obtained and billed through VITA however there are exceptions. The following accounts are billed directly from Verizon Wireless: 1.

Associate Vice President for Facilities Management

2. Fire Maintenance (2 accounts) 3. Housekeeping (one account/two numbers) 4. HVAC (one account/one number) On Call Telephone 5.

Environmental Health & Safety (2 accounts/four numbers) These invoices will come directly from Verizon Wireless and are processed as Invoices for Services, i.e. they

will require a signature prior to processing. All other departmental cell phones are billed through Information Technology and charged directly to the index provided when service was initiated. Copies of these charges go directly to the Accounting Supervisor. What Do You Need To Order New Cellular Telephone Service When new cellular service is requested, a material requisition must accompany that request.

This

requisition must contain: 1.

A signature from the requestorâ&#x20AC;&#x2122;s supervisor

2. A work order number 3. Type of service requested (i.e. how many minutes, local or nationwide, data or voice only) 4. Type of phone The A/P Technician has access to the available cellular telephones and their cost. Once the material requisition is received, the technician will obtain approval from the Department Head prior to ordering. Ordering New Cellular Telephones Once you have a material requisition and Department Head approval, you can now proceed with ordering the cellular telephone service. To do so, an email is sent to the designated individual in Procurement with the following information: 1.

Who is receiving the new telephone and service

2. The type of service and preferred provider 3. Type of telephone 4. What index to charge for this service (and telephone if there is a cost associated with acquiring it) 5.

Delivery instructions â&#x20AC;&#x201C; all phones should be delivered to the A/P Technician.

Receiving the New Cellular Telephone The following steps are taken when the new telephone is received to prepare for the requestor: 6

Sign for and accept the telephone

2. Install the battery 3. Write the name of the individual receiving the telephone on the ordering paperwork included with the telephone and file this in the Verizon Wireless file located in the rolling file. 4. The FedEx return label included with the telephone is given to Personnel to be filed in the requestors employee file. 5.

Notify Procurement of receipt of the telephone and provide them with the telephone number.

6. Notify Work Control and Personnel of the new telephone number. 7. Write the telephone number (located on the ordering paperwork included with the telephone) on the outside of the box. 8. Notify the requestor that the telephone is ready for pick up and activate the new telephone as per the instructions included with the telephone. It is important to note that if this is an upgrade or a replacement that service to their old phone will be discontinued so be sure to tell the requestor this. They will still be able to see the information on the telephone but will be unable to make and receive calls. If they wish to wait on activation, you will need to hold the phone until they are ready to do so. Cellular Upgrades and Replacements After a period of one year, cellular phones may be upgraded or replaced. Upgrade and replacement telephone dates are verified directly with the Verizon Wireless Federal Account Representative. Our current representative is Elizabeth Mallory (elizabeth.mallory@verizonwireless.com). Once it has been determined that an upgrade is available, follow the same steps as you would when “Ordering New Cellular Telephones”. The exception to this rule would be for the accounts listed above in the introduction to “Cellular Telephones”. Telephones for the above listed accounts are grandfathered and ordered directly with the Verizon Wireless Representative. The Representative will provide you with a list of available telephones. To order, simply send an email to the Representative with the same details as provided to Procurement with the exception of who is receiving the telephone and the index to charge. That information is not required by Verizon Wireless. Once the new telephone is received, follow the same steps as “Receiving the New Cellular Telephone”. The old telephone is taken to surplus with a completed surplus document (an example of this document is located with Sample Documents). Complete as indicated and give this document to the individual receiving the new telephone. They will need to complete the highlighted areas of the document and take this along with the telephone to the individual in charge of surplus in Procurement. There is a period of time between receiving your upgraded/replacement telephone and turning in your old telephone allowed to enable them to transfer information. Currently, there is no directive regarding the responsibility of payment for lost or damaged telephones.

FAMIS Currently the Facilities Management Department uses an Oracle Database System called FAMIS for the work order system. While the A/P Technician’s main processes do not take place in this program, there are instances when this program is utilized. This section will cover the basics but does not go into detail about all the processes available in FAMIS. It is written with the assumption that the individual utilizing this information has had some training with Work Control to learn the basics of the program, the menus and how they function as a whole. Cost Summaries Cost summaries allow you to view all the charges that have been applied to the work order. You can view historical data on labor, invoices and materials. In addition to this, it allows you to view what purchase orders have been created against this work order. This screen is helpful when researching billing information for other departments.

To view a cost summary: 1.

Query the cost summary form (click ? or F7)

2. Enter the work order number you would like to view 3. Click the green light at the top of the document or F8 4. You are now able to view information by clicking the tabs located across the top of the table Miscellaneous Charges The miscellaneous charge screen allows you to charge for items that are not paid through a purchase order, i.e. credit cards or travel expenses. These charges are input so they may be recovered. This is also a tool to correct posting errors already recovered. To process a miscellaneous charge: 1.

Enter charge type (12/13/15/22) where indicated

2. Enter work order number where indicated 3. Enter the dollar amount in the quantity section (Qty) 4. Enter Vendor name, the IF number and/or any notes relating to this charge in the comments section 5.

Click save

6. Click accounts in the upper right hand corner 7. Click accounts above table 8. Enter “W” in Chart of Accounts (COA) 9. Enter the index number you are recovering to 10. Enter the account number you are recovering to (1299/1399/1599/2299) 11. Enter dollar amount (debits are entered as is – credits are preceded with a minus (-) key 12. Click save

Purchase Orders in FAMIS Purchase orders are fed from Banner into FAMIS for the purpose of recovering the funds back into the Revolving account. The approximate turnaround time for these orders to feed into FAMIS from inception is three (3) days. To view a purchase order in FAMIS: 1.

Query the purchase order form (click ? or F7)

2. Enter the purchase order number you would like to view 3. Click the green light at the top of the document or F8 4. You are now able to view information by clicking the tabs located across the top of the table Reviewing Purchase Order Errors There is an occasion when purchase orders will not feed into FAMI S correctly. These purchase orders will show up on an Error form when this happens. Examples of purchase orders that do not feed correctly would be purchase orders that were created using only an index and account number, incorrect work order numbers or incorrect part numbers. In the event this happens: 1.

Open Review Banner Info

2. Click the Query button 3. Review the list of errors to determine what exactly caused these purchase orders to show up 4. For purchase orders that were created with just an index and account number, click on the little white box in the â&#x20AC;&#x153;DELâ&#x20AC;? column. Click the Revalidate button. This should take the purchase order off the list by way of deleting it from FAMIS. Because there is no recovery necessary Standing Work Orders There are situations when the same work order is used on a monthly, quarterly or annual basis. These are generally reserved for contracted vendors or repetitive duties performed by the trade workers. When this occurs, standing work orders are created and utilized. An example of a vendor that would utilize one of these work orders is for monthly fire extinguisher inspections. Work Orders Work orders are used as a means to recover the funds that have been expended by this department for others. Facilities Management utilizes a work control program (FAMIS) to manage time and resources.

General Accounting The General Accounting Office is located on Mt. Vernon Drive. Facilities Management processed invoices are sent to General Accounting for records maintenance. General Accounting is responsible for processing all travel vouchers. Additionally, General Accounting is also responsible for processing the following:

Create a New Vendor When a new vendor is utilized for goods or services, they must be added into the Banner system prior to the creations of a purchase order or processing payments. To do this, a Create New Vendor document must be completed and forwarded to the Accounts Payable Manager in General Accounting. The A/P Manager is the only individual qualified to input this information. The document is self-explanatory however it is important to remember that a W9 must be attached prior to sending this to General Accounting. Once the form has been completed, the Accounting Supervisor scans a copy for our electronic files and the document is sent to General Accounting via campus inter-office mail. Vendor Change of Name/Address A change in the vendor name and/or address is another function of the General Accounting office. This process is also the responsibility of the Accounts Payable Manager in General Accounting. The document is selfexplanatory. A W9 is required for a company name change however other documentation can be accepted for address changes, i.e. an invoice indicating the new mailing address or a flyer announcing a change of address. A scanned copy is kept on electronic file in the Facilities Management office. W9 Tax Forms The College of William and Mary is required to have a W9 on file for each and every vendor we do business with. If you are adding a new vendor, it is the responsibility of the department to obtain a W9 tax document. The federal W9 or the substitute W9 created by the College are accepted documents. We may obtain this document via email, USPS or via facsimile. The W9 is attached to the appropriate document and forwarded to the Accounts Payable Manager in the General Accounting office. A scanned copy is kept on electronic file in the Facilities Management office.

Invoices Facilities Management is responsible for inputting our own invoices into the Banner system for payment. The following will detail the steps necessary to complete that task. This section will cover the basic process for inputting invoices but does not go into detail about all the processes available in Banner. It is written with the assumption that the individual utilizing this information has taken the required Banner training course to learn the basics of the program, the menus and how they function as a whole. Banner training is required to receive log in information. Preparing Invoices for Payment Invoices are placed into two categories: invoices for goods and invoices for services: Invoices for Goods When an invoice for goods is received, the following steps are taken prior to processing: 1.

Invoices are matched to paperwork using the internal purchase order number assigned by warehouse personnel at the time of order. 10

2. Invoice and receiving paperwork is audited to insure the college is only billed for actual goods received. Invoices are checked to be sure state tax has not been charged. 3. Receiving paperwork should include a date receiving stamp, warehouse personnel initials and whether the order is complete (indicated by using initial C) or incomplete (indicated by using initial IC). 4. Receiving paperwork should have the e-Procurement (eVA) purchase order number, the internal purchase order number and the work order number noted on it. In the event the order was for a stock purchase, the receiving paperwork will indicate the word “stock” or the initial “S” and should also include a red “posted” stamp and the stock receiving number. 5.

The receiving paperwork is then attached to the invoice.

6. Using a blue pen, write the e-Procurement (eVA) purchase order number. Beneath that number, write the work order number (or the word “stock”). This information should be recorded in a clean area on the left side of the invoice. If there isn’t a clean area in this location, any clean area on the invoice will suffice. 7. Using a red pen, circle the amount of the payment. 8. In a clean area beneath where the purchase order and the work order (or the word “stock”) were written, place the “Approved By” date stamp.

Be sure to change the date on the stamp to the

current date. 9. Deliver the invoices in a designated folder to the Director of Business Services for approval. This individual will sign in the “Approved By” stamp area. If the Director of Business Services is not available, deliver the folder to the Associate Vice President of Facilities Management. 10. When the invoices are returned to you, proceed with processing. Invoices for Services When an invoice for services is received, the following steps are taken prior to processing: 1.

Invoices are stamped with the “Goods/Services Received” stamp and held for signatures from the requesting party or the supervisor of the department requesting the service.

2. Once the invoice has been approved with a signature, invoices are matched to purchase orders on file. If the signing party did not date their signature, do so at this time. 3. If a purchase order is not on file, one must be created before the invoice can be processed. Please see the chapter on purchase orders for instructions. 4. The invoice and the purchase order are audited to insure the college is only billed for quoted services. Invoices are checked to be sure state tax has not been charged. 5.

The purchase order is then attached to the invoice.

6. Using a blue pen, write the e-Procurement (eVA) purchase order number. Beneath that number, write the work order number or index number if there is no work order involved. This information should be recorded in a clean area on the left side of the invoice. If there isn’t a clean area in this location, any clean area on the invoice will suffice. 11

7. Using a red pen, circle the amount of the payment. 8. In a clean area beneath where the purchase order and the work order (or index numbers) were written, place the “Approved By” date stamp.

Be sure to change the date on the stamp to the

current date. 9. Deliver the invoices in a designated folder to the Director of Business Services for approval. This individual will sign in the “Approved By” stamp area. If the Director of Business Services is not available, deliver the folder to the Associate Vice President of Facilities Management. 10. When the invoices are returned to you, proceed with processing. Processing Invoices for Payment with Purchase Order Once an invoice has been signed and returned to you, they are now ready for processing: 1.

Label invoice with an “IF” number. This number will be your document number when inputting the invoice into Banner.

2. Log invoices on the “To Be Posted” page of the Excel Ledger Book 3. Begin Processing invoices in Banner a) Open FAAINVE b) Enter the document number (IF number placed on invoice as per above) c) Tab past the “multiple” box and select regular from drop down box d) Tab and input purchase order number (the O is always left off of the purchase order number and input as a “D” number) e) Tab to “Select PO Items” or “Invoice All” (this selection is based on knowledge of PO) 1.

If you “Select PO Items”, control plus page down to the next block. Select the items you want to pay by checking the box to the right. After selecting, control plus “Q” to quit, enter to save, enter to quit. Control plus page down will take you to the next block. This will bring you to the first page of the invoice.

2. If you select “Invoice All”, control plus page down to next block. This will bring you to the first page of the invoice. f) Enter invoice date (or date goods or services were received, whichever is later) g) Verify address – change if necessary by changing the sequence number h) Tab to discount code. For invoices paid on a normal schedule, input “01” (23 day cycle). EDI payments (electronic) input “30” (30 day cycle). i)

Payment due date populates based on the input for the discount code. For payments required that same day, input “T” in this space and leave the discount code blank. payments required on a specific date, input the date as MM/DD/YYYY.

Enter Bank Code “02”

k) Enter invoice number. If no invoice number is available, use the “IF” number. l)

Control plus page down to proceed to the next block 12

For

m) If paying the full amount on that particular line item, tab to “accepted”. If paying a partial amount, tab to “invoice”. Enter quantity. n) Tab to “approved”, enter quantity. o) If this is the final payment on that particular line item, tab to “Final Payment” and input an “F” in the space provided. If this is not a final payment, leave this box blank. p) Arrow down for additional line items and proceed with “m through o”. q) When your final line has been processed, control plus page down to the next block. r) Verify the totals are in balance and click “in process”. 4. Once all invoices have been processed, deliver in full to the Accounting Supervisor for final audit, completion and scanning. 5.

After the invoices have been scanned, only the invoices will be returned to you.

Label invoice with an “IF” number. This number will be your document number when inputting the invoice into Banner.

2. Log invoices on the “To Be Posted” page of the Excel Ledger Book 3. Begin Processing invoices in Banner a) Open FAAINVE b) Enter the document number (IF number placed on invoice as per above) c) Tab past the “multiple” box and select direct pay d) Tab and input “Vendor”. This is the Banner identification number (93 number) assigned to each vendor. e) Tab – the vendor name should populate at this point and the cursor will return to the document number. f) Control plus page down will take you to the next block. This is the first page of the invoice. g) Enter invoice date (or date goods or services were received, whichever is later) h) Verify address – change if necessary by changing the sequence number i)

Tab to discount code. For invoices paid on a normal schedule, input “01” (23 day cycle). EDI payments (electronic) input “30” (30 day cycle).

Payment due date populates based on the input for the discount code. For payments required that same day, input “T” in this space and leave the discount code blank.

For

payments required on a specific date, input the date as MM/DD/YYYY. k) Enter Bank Code “02” l)

Enter invoice number. If no invoice number is available, use the “IF” number.

m) Control plus page down to proceed to the next block n) Tab once and enter a brief description of what you are paying. o) Tab twice to “approved”, enter dollar amount. p) Control plus page down will take you to the next block. q) Tab to “Index” and enter the index number for that invoice. r) Tab to “Acct” and enter the account number you wish to pay against. s) Tab to “Bank” and enter “02”. t) Control plus page down to the next block. u) Verify the totals are in balance and click “in process”. 4. Once all invoices have been processed, deliver in full to the Accounting Supervisor for final audit, completion and scanning. 5.

After the invoices have been scanned, only the invoices will be returned to you.

6. By cutting and pasting, move the only the processed invoices from the “To Be Posted” page to the main ledger page. 7. Date these lines with the input date. 8. Save the ledger to preserve your changes 9. Place completed invoices in an inter-office envelope, label with an Accounts Payable sticker and place in the outgoing mail box in the Work Control area. The difference between Direct Pay Invoices and Regular Direct Pay Invoices – are invoices that do not have a purchase order attached to them. Examples of direct pay invoices would be UPS, reimbursements and other state agencies. Regular Invoices – are invoices that have a purchase order attached to them. When to Use the Document Text for an Invoice The document text of the invoice allows you to notify disbursement and/or other entities of information regarding a check. To enter information in the document text: 1.

Once you reach the first page of the invoice, press Alt then the letter “O” then the letter “D” (alt plus options plus document text)

2. Enter the required information based on your invoice (see examples of document text) 3. Control plus “Q” to quit, enter to save, enter to quit. 4. Resume inputting your invoice information. 14

Examples of document text used by this department include but are not limited to: 1.

Information for electronic payments •

EDI payments require an account number (or in the event there is not one, an invoice number) in the “text” box, tab past the “print” box and enter the number “2” in the “line” box. EDI payments are easily recognizable by the letter RE in the address description.

2. Information for remittance copies •

For individuals requesting to pick up their check, or for payments that need a copy of the remittance included enter a capital “X” in the “text” box, tab past the “print” box and enter the number “1” in the “line” box.

3. Information for reporting previous or next year payments •

At the beginning of each fiscal year for a period of two months (July and August), it is required that each invoice be noted with either a “N” (for next year expenses) or a “P” (for previous year expenses). Enter the appropriate letter in the “text” box, tab past the “print” box and enter the number “4” in the “line” box.

Journal Vouchers On occasion, it is necessary to create and input journal vouchers for the department. The Accounting Department within Facilities Management processes our own journal vouchers. A separate ledger sheet is keep for tracking these entries in the Files Management folder located on the “G” drive. Inputting Journal Vouchers Once you have determined which accounts will be involved, complete either a single or multi voucher document found in the folder located on the “G” drive. Log this information in the journal voucher log. To begin inputting: 1.

In Banner, open FGAJVCQ

2. Enter the document number from the journal voucher log (JV# in column A) 3. Control plus page down will take you to the next block. 4. The date will automatically populate, tab to Document Total. 5.

Enter the total dollar of the document in this block. The journal voucher total dollar amount will be doubled the amount you are working with.

6. Control plus page down will take you to the next block. 7. Enter a sequence number or simply tab and the number will be automatically populated. 8. The journal type is JE16 (General Journal Entry Inter-Fund) 9. Enter the first index number 10. The Fund and Organization will automatically populate as you tab down to Account 11. Enter the first account number 12. The program will automatically populate 13. Tab over to Amount, enter the dollar amount 15

14. Tab over to Debit/Credit and enter the appropriate title. Be sure you enter one debit for one credit. 15. Tab to description and type in a brief statement regarding the entry. Space is limited so try to be clear yet brief. 16. Arrow down to next sequence and proceed with items 7 through 15. 17. Once you have entered all your information, control plus page down to go to the next block 18. At this time, either choose to put the journal voucher in process or complete. If you put the voucher in process, please be sure someone will be completing the process. 19. Give original copy of journal voucher and any backup documentation to the Accounting Supervisor for scanning into our electronic files.

Miscellaneous Along with the designated duties of the A/P Technician, there are some miscellaneous duties as well. These include: 1.

Providing backup to the Work Control staff. This consists of assisting with telephones when they are short staffed or inputting work orders when necessary.

2. Responding to vendor requests about invoices, payments and purchase orders via telephone and email. 3. Researching data in both FAMIS and Banner for various personnel on and off campus. 4. Designing and creating forms to enable a smoother workflow for yourself and others. 5.

Participating in the Warehouse inventory once per year, generally near the end of the fiscal year.

6. Attending meetings with other areas or departments as required.

Preparing for a new Fiscal Year st

The fiscal year for the College of William and Mary runs from July 1 through June 30 . There are several steps that are taken to prepare for this change each year: 1.

Meet with the Director of Business Services and the Accounting Supervisor to determine when the final processing date will occur and the final payment date to ensure all funds have been recovered successfully. Be sure to allow enough time to avoid prompt pay violations when determining the final processing date.

2. Continue to process the invoices as you normally would except now you will be holding these in st

suspense until July 1 , or until General Accounting notifies you that you can start processing. You can continue to have the Director of Business Services sign off on the invoices but change the date stamp to reflect the first business day in July of the new fiscal year. 3. Prepare a new copy of the ledger sheet. Enter all incoming invoices in preparation for the first input date. 4. Be sure that all new purchase orders are created using the new fiscal year and the new standing work order numbers if applicable. 16

Assist with creating and proofing new standing work orders for the new year if time allows.

Purchase Orders The College of William and Mary has determined that all purchases must be accompanied by a purchase order. Purchase Orders entered into the Virginia e-Procurement site (eVA) create encumbrances which enable departments to effectively manage their budgets. Additionally, the use of Purchase Orders obtained through this site has been mandated by the Governor of Virginia. The Virginia e-Procurement site is interfaced with Banner. Facilities Management utilizes purchase orders for the purchase of goods and services. This section will cover the basic process for purchase orders but does not go into detail about all the processes available in eVA. It is written with the assumption that the individual utilizing this information has taken the required eVA training course to learn the basics of the program, the menus and how they function as a whole. eVA training is required to receive log in information. For information on training, contact Procurement. Information Required to Create a Purchase Order Before a purchase order can be created in the e-Procurement (eVA) site, the following must be obtained: 1.

A contractorâ&#x20AC;&#x2122;s quote on the College approved document.

2. The quote must contain either a â&#x20AC;&#x153;not to exceedâ&#x20AC;? or final price for the services. 3. The quote must contain a work order. A work order may also be attached. 4. The quote must contain a location. 5.

The quote must have department head approval.

6. The quote must have a vendor name. 7. The quote must be signed by both the requesting party and the contractor. Entering Information Into eVA Once you have a quote, you may proceed with entering the information into eVA. If your purchase order is less than $5,000, once you follow the purchase order to completion, you will receive be able to view and print your purchase order. If the purchase order is over $5,000, Procurement must first approve. Once they have approved, you will be able to view and print the purchase order. What to do after Purchase Order Approval You will have access to a purchase order number once it has been fully approved. Purchase orders can be printed at that time and given to the requestor. Be sure to print a copy for matching with the invoices as well. If you are creating a purchase order from an invoice, note the number on the invoice as you normally would. Additional Information Once you have processed several purchase orders and built up your database in eVA you have the option to copy previous purchase orders when creating new ones for the same vendor. Once you copy a previous purchase order, you simply edit the copy to coincide with your new request. This time saving benefit will come in handy when there are many orders to be completed. 17

Receiving Mail Once the mail has been sorted, invoices are delivered to the Accounts Payable technician. Mail generally is sorted and delivered no later than 11:00 each day. All mail, with the exception of utilities and gasoline invoices, is stamped with the Facilities Management “Received” date stamp. The date stamp is placed in the lower right hand corner in a clean area. When that is not possible, another clean location is found, preferably one that is close to the lower right hand corner. Be sure the date has been changed to the current date. After date stamping, the mail is sorted as follows: 1.

All Invoices and statements will be retained by the Accounts Payable technician for processing.

Utility and gasoline invoices are delivered to the Accounting Supervisor for processing.

Credit card invoices, statements and receipts are delivered to the Billing and Recovery Technician for processing.

Mail for other areas in Facilities Management is to be placed in the appropriate mail boxes located in the Work Control area.

Mail for other departments on campus should be placed in an interoffice envelope, the name of the department noted on the outside and the envelope placed in the “outside mail” box located in the Work Control area.

Once the sorting process is complete, the invoice will need to be separated into two categories. categories are invoices for goods and invoices for services.

These

Invoices for goods are for items typically purchased through the Facilities Management Warehouse. These invoices will need to be matched up with receiving paperwork obtained from the warehouse. Invoices for services are typically performed by outside vendors for the College of William and Mary. Examples of these services are listed below: 1. 2. 3.

Repairs and maintenance on college owned equipment Landscaping Delivery of goods used by campus employees, i.e. bottle water delivery

Invoices for services require a signature before it can be processed. These invoices will be stamped with the “Goods and Services Received” for Facilities Management stamp in a clean area on the invoice. The requesting party or supervisor of the area will have to sign and date this invoice before processing can begin. Once the invoices have been sorted and dated, they can be readied for processing.

Receiving Paperwork from the Warehouse All goods and materials utilized by the Facilities Management Department should be ordered through the warehouse. After an order has been received by the warehouse personnel, the receiving paperwork is processed and forwarded to the A/P Technician for use in processing the invoice. The paperwork is filed by vendor name in alphabetical file located at the technician’s desk. Receiving paperwork should include a date receiving stamp, warehouse personnel initials and whether the order is complete (indicated by using initial C) or incomplete (indicated by using initial IC). It should also have the e-Procurement purchase order number (eVA), the internal purchase order number and the work order number noted on it. In the event the order was for a stock purchase, the receiving paperwork will indicate the word “stock” or the initial “S” and should also include a red “posted” stamp and the stock receiving number.

Reimbursements Employees can be reimbursed for the following approved expenses when personal funds are used: Non-Travel Meal Reimbursement Not all non-travel related meal expenses are reimbursable – check the travel manual to insure you are complying with state guidelines. To receive a reimbursement for a non-travel related meal, the following is required: 1.

Completed non-travel meal voucher

2. List of attendees 3. Cost may not exceed the daily cost per diem for the requested meal 4. Original receipt 5.

Index number that will be charged for expense

6. The banner identification number and mailing address of the requesting individual. Safety Shoes Specific Facilities Management employees are allowed one (1) safety shoe purchase per fiscal year. For the list of eligible individuals and the total cost of reimbursement, please refer to the Directive 785. To receive a reimbursement for safety shoes, the following must be received: 1.

Material Requisition signed by requesting individual’s supervisor

2. Original receipt 3. The banner identification number and mailing address of the requesting individual. Supplies Office or general supplies may be reimbursed but every effort must have first been made to obtain these items through the Facilities Management purchasing department. Reimbursements for supplies require the following: 19

Material Requisition signed by requesting individualâ&#x20AC;&#x2122;s supervisor.

2. Work Order number or index number that will be charged for expense 3. Original receipt 4. The banner identification number and mailing address of the requesting individual.

Travel It is the responsibility of the A/P Technician to ensure that individuals within the Facilities Management Department traveling on official business for the College of William and Mary are familiar with the Commonwealth of Virginia Travel Guidelines and receive reimbursement consistent with the same. As per Facilities Management Directive 100, all individuals traveling for the Facilities Management Department must contact the A/P Technician prior to any travel arrangements being made. It is the responsibility of the Technician to inform all travelers of what processes to follow to ensure a full reimbursement for the traveler. It is not the Technicianâ&#x20AC;&#x2122;s responsibility to arrange for airline tickets, rental cars or hotel accommodations; all travel arrangements are the responsibility of the traveler. While this section will cover the basics of travel for Facilities Management personnel, it is advisable for the A/P Technician to become familiar with the State Travel Regulations (Topic 20335). These regulations can be found on the official Commonwealth of Virginia web site at: http://www.doa.virginia.gov/Admin_Services/CAPP/CAPP_Topics/20335.pdf . What to do before they leave The traveler must meet with the A/P Technician prior to any travel arrangements being made. The traveler will need to have an idea of cost for their hotel room prior to this meeting. To ensure compliance, the technician needs to provide the traveler with the following information and/or documents: 1.

Information on the allowable rates for hotel rooms and daily Per Diem for miscellaneous and incidental expenses.

2. Create a travel authorization form for the traveler based on the guidelines outlined in the State Travel Regulations. 3. If the hotel the traveler planned on staying at is higher than the allowable rate, you are able to exceed that by up to 50% by completing the bottom portion of the Travel Authorization form. This requires the approval of the Vice President of Administration. 4. Determine if the traveler will require a cash advance and complete as needed. 5.

If the traveler is driving, a trip calculation must be completed to determine if a rental car will be required. If a rental car is required, provide the traveler with the account code so the bill can be sent directly to Facilities Management. As of this time, all travelers are required to obtain their rental cars through Enterprise.

6. The traveler and the Associate Vice President of Facilities Management must sign this document. If the Vice President of Administration’s signature is required, forward this document to their office after obtaining all other signatures. Once they have signed, the document will be returned to you. 7. If a travel advance is required, forward this document to the Bursar’s office for approval and processing. Travel advances are available two (2) days prior to travel. Maintain a hard copy of this document in your travel file. Instruct the traveler to provide the travel advance voucher they receive with their check to you when they receive it and keep that with your copy of the Travel Authorization. 8. In the event a travel advance is not required, maintain this original copy in your travel file. 9. Instruct the traveler or the rules and regulations regarding travel, what is and isn’t reimbursable and what documentation you will need upon their return. Encourage questions from the traveler. You want to be sure they fully understand what you have told them. What they can and can’t be reimbursed for while they are there The traveler must keep in mind that expenses must be reasonable and necessary.

Accommodating

personal tastes and comfort is not the primary objective. Reimbursable Expenses The traveler will receive reimbursement for items such as lodging, transportation (providing the guidelines set forth in Topic Number 20335, State Travel Regulations have been followed), conference or training registrations, meals and any other fees associated with the conference or travel. Telephone calls and internet usage are reimbursable provided it was necessary for business purposes and the traveler can provide details regarding the usage. Non-Reimbursable Expenses Items that will not be reimbursed include (but are not limited to) alcoholic beverages, personal telephone calls, personal internet usage, spa visits, in-room movies, concierge services, meals included with the conference or training, expenses for families or traveling companions, lost or stolen articles, damage to personal vehicles or other personal items, services used to gain entry into a locked vehicle, fines and/or tickets resulting from personal neglect of traveler and towing charges.

What will they need to provide for reimbursement To receive full reimbursement for expenditures, the traveler must provide the following upon their return: •

Authorization and Exception approvals

•

Approval for mileage reimbursement at IRS mileage rate

•

Reason for travel and any unusual fees such as charges for changing reservation/ticket 21

•

Hard-copy confirmations of expenses if online methods were used to procure services (to confirm cost). Boarding passes are required for airline travel.

•

Reason for business phone calls or facsimiles

•

Printouts of appropriate per diem rate table for international destinations

•

Itemized receipt for lodging or comparative statement if alternative lodging is used (i.e., apartment)

•

Receipt for each meal expenditure of $75 or more (IRS requirement)

•

Receipt for registration fees

•

Reason for “hire transportation” (i.e. taxi, shuttle, metro, limousine) Receipts required if claim is more than $10

•

Work hours and overtime hours for overtime meals

• •

Approval for use of private or chartered airlines or State-owned aircraft Travelers must keep receipts and accurate records of all expenses to ensure correct reporting and submission of travel reimbursements. Travel reimbursements will not be made from travel charge card statements or tissue receipts. Each day’s expenses must be shown separately on the voucher.

What to do after they get home The traveler must provide the A/P Technician will all documentation necessary to process their travel voucher. Along with this information, the technician must have the traveler’s mailing address and their Banner identification number.

The travel voucher is completed as needed. See a sample document of the same and

because this information can change on a regular basis, always refer to instructions located on Accounts Payable Travel web site for details on completing a travel voucher). Once the voucher has been completed and fully signed, the original plus all original documentation is scanned for our electronic files and then forwarded to the Accounts Payable Manager in General Accounting.

Sam mple Docum ments This section containss samples of documents d mentioned m th hroughout th his publicatio on. Geneeral Accountting Documeents Geneeral Accountin ng ~ Create a New Vendor

Geneeral Accountin ng ~ Vendor Change of Nam me/Address

Geneeral Accountin ng ~ W9 Tax Form (Substittute)

Invo oice

Ledgger Sheet

Non-Travel Meall Form

Purchase Order

Surp plus Equipmeent Transactiion Form

Tax E Exempt Doccument

Trav vel Vouchers Travvel Reimbursem ment Voucherr

Travvel Voucher wiith Examples

Travvel Authorization Form

Currrent Trip Calcculator

Warehouse Receeiving Paperw work

FAMIIS Templattes

FAM MIS Home Page The FAM MIS home paage is the starrting point for f all things work order related. Thiis page and the menu can n h your prefereences. be deesigned with

Freq quently Used FAMIS Menus Costt Summary This selecction will allow you to view what exaactly has been n charged to a work order. This will include whatt w created d so invoices could be pro ocessed, laborr charges and d materials. purcchase orders were

Misccellaneous Ch harge This selecction enables you to inpu ut additionall charges to a work order.. In this screen, the highllighted areas are ccompleted as well as the comment c section. The qu uantity (Qty)) is the dollarr amount of tthe charge. C Comments are a reference to o what the ch harge is, i.e. a charge from m an invoice w would indicaate the vendo ors name as w well as the IF F num mber associateed with the in nvoice.

Reviiew Purchasee Order Errorrs This screen will allow w you to revieew purchase orders that h have been flaagged for errors in FAMIS. This will usuaally mean theere is an incomplete or no on-existent work w order orr part numbeer that has beeen used. Pu urchase orders that were created with hout a work order o or part number willl also appear on this list.

Reviiew Purchasee Order Information This men nu selection will w enable yo ou to view th he details of a purchase order.

Stan nding Work Order O This selecction will allow you to view details off a standing w ork order.

Worrk Order y to view thee details of a work order. This selecction gives you the ability

Intern net Native Banner B (IN NB) Templaates

Ban nner Home Page

me page is th he starting po oint for Acccounts Payab ble Techniciaans. This paage and the menu can be The Banner hom desiggned with yo our preferencces.

Freq quently Used Banner Menus Samp ples of frequ uently used sccreens by thee A/P Techn nician

CD] Detaail Encumbraance [FGIENC This seleection will display d the remaining baalance as weell as the paayments thatt have been applied to a a to view w all line item ms on the purrchase order.. speciific purchasee order. Press the down arrow

Docu ument Historry [FOIDOC CH] This screen will allow w you to view w the history of any type o of documentt (checks, inv voices, journ nal vouchers)). You also have th he option to drill d down in n this screen n to view morre history deetails. The example below is showing g the h history of an n invoice (IN NV documen nt type). In n this screen,, you may d drill down an nd view: pu urchase order inforrmation, invo oice informaation and cheeck information.

Docu ument Text Input I Form [F FAAINVE-F FOATEXT] This selecction allows you to inputt information n for disbursement or oth her entities when processsing specific invoices.

Invo oice/Credit Memo M [FAAIN NVE] This selection is used d to input inv voices into Banner. B The example bellow is the firsst of three to o four screens you will encountter when pro ocessing invo oices. More examples arre displayed and discussed further in n the chapter d â&#x20AC;&#x153;Invoicesâ&#x20AC;?.. titled

Invo oice/Credit Memo M Cancell [FAAINVD D] This selecction is used d to cancel a completed c in nvoice.

Invo oice/Credit Memo M List [FA AIINVL] This seleection will sh how you a liist of processed invoicess in the systeem based on n your selecttion from the e optio ons at the top p of the screeen.

Journ nal Voucherss [FGAJVCQ Q] This sample highlightts the main body b of the jo ournal vouch her.

Purchase/Blanket/Change Orrder Query [F FPIPURR] ders as they h have been feed into Banner. The exam mple below is This selecction allows you to view purchase ord the ssecond of several screens you encou unter when entering e thiss selection. Detailed exaamples are d displayed and d discu ussed furtherr in the chapter titled â&#x20AC;&#x153;Pu urchase Ordeersâ&#x20AC;?.

Purchase Order by b Vendor [F FPIOPOV] This screen will enablle you to searrch and view w purchase orrders using the vendorâ&#x20AC;&#x2122;s name.

SSN N/SIN Alternate Id Search h [GUIALTI]] nner identificcation numb ber by inputtting a tax identification n This seleection allowss you to seaarch for Ban num mber or sociall security num mber.

Vend dor Detail Hiistory [FAIV VNDH] This selecction enables you to view w the history of paymentss with a partiicular vendor. It is particcularly usefull when n researchingg payments on o a particulaar invoice.

Vend dor Maintenance [FTMV VEND] w you all the information i on a vendor that has beeen input in Banner. To sccroll through h This screen will show us the page down d key {ctrrl+pgdn}. the aavailable tabss, simply presss control plu