Budget Manager II
Financial Affairs Training Program
DePaul University
Accounts Payable 101 & Invoice Approval
PeopleSoft Version 9.1
AP 101
Invoice Approval
Voucher Inquiry/Payment Status
Resources
Q&A
Vendor Invoices
Voucher Payment Requests Forms
Honorariums
Vendor Invoices
Documents not
accepted
• Invoices –
original/copy
• Send directly to AP
• AP obtains dept.
approval
• Pro forma invoices
• Quotes
• Order
acknowledgements
• Vendor statements
Payments to Vendors, Service Providers and Other External Parties
Voucher Payment Requisition Form
If submitted w/o invoices cannot be paid with procard
Refer to: Purchasing Requirements Policy
Approval/Submission of VPRF
Complete
VPRF
•Requestor
signs &
submits to BM
•Supporting
documents
Budget
Manager
• Verifies
accuracy
• Approves/as
signs
chartfields
Voucher Payment Requisitions
AP Dept
• Verifies
• Processes
Token of
appreciation
vs.
obligation
Intangible
product
Nonrecurring
services
Honorarium
Payments
must
coincide
with
agreement
Limited to
guest
speakers
and
individuals
(noncommercial
services)
Not primary
source of
income
Honorarium
Payments
Honorarium Payments
Payment for
services
(fees not
legally or
traditionally
required)
Payment
Service within U.S
Borders
U.S. Person
Honorarium
Agreement
(W-9, VIF, OGC)
Service outside U.S.
Borders
Non-U.S.
IIF, W-8BEN-E, I-94,
Photocopy – Passport
& Visa
U.S. Person
International
Honorarium
Agreement
Non U.S.
W-8BEN
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
Acceptable
Expenses
Unacceptable
Expenses
• Registration fee
• Mileage
• Car rental
• Airfare/rail transportation
• Taxi/bus/limo
• Parking/tolls
• Hotel/lodging
• Meals (itemized receipts except meals < $25)
• Entertainment
• Red Light Tickets
• Gucci Handbag
• Pedicure
• Vacations
• Personal Oil Exchange
• Towing
• Tailored Suit
• Minibar
• Toiletries
Contact Accounts Payable
•
•
•
•
Email: AP@depaul.edu
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
•
•
•
Vendor Selection
Contract Requirements and Procedures
Conflict of Interest
•
Membership in Organizations Policy
•
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
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.
PeopleSoft Version 9.1
Navigation: DePaul.edu > Campus Connection > DePaul Financial System
PeopleSoft Version 9.1
New Navigation:
Main Menu > Accounts Payable > Vouchers > Approve > Approval Framework - Vouchers
Approval Framework – Vouchers to review, approve, or deny invoice approvals
PeopleSoft Version 9.1
The 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.
Search Results will display invoices you are authorized to review under your Campus
Connect security
PeopleSoft Version 9.1
•
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
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.
PeopleSoft Version 9.1
Click on the Charge Information tab to review Chartfields applied to Invoice.
Navigate to review invoices, payment status, and payment information.
PeopleSoft Version 9.1
New Navigation:
Main Menu > Accounts Payable > Review Accounts Payable > Vouchers > Voucher
PeopleSoft Version 9.1
Voucher 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 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 Results in Voucher Details tab…
• Click on the Payment Information icon
to view payment information
PeopleSoft Version 9.1
Voucher 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 Results in Voucher Details tab…
• Click on the Scheduled Payments icon
to view scheduled payment
information.
PeopleSoft Version 9.1
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 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
To access useful information regarding
processes, forms, policies, and helpful hints, visit
the following websites.
Accounts Payable
http://financialaffairs.depaul.edu/payment/ind
ex.htm
Financial Affairs
http://financialaffairs.depaul.edu
PeopleSoft Version 9.1
Accounts Payable Department (ext. 2-5336)
Email: ap@depaul.edu
Procurement Services (ext. 2-7510)
Pro-Card Laurie Krauel – Systems Administrator (ext. 2-5272)
Help Desk (ext. 2-8765)
Browser problems
Help with Campus Connection
PeopleSoft Ticketing System
Financial Reports & Journal Entries
Keith Hayes – Accounting Supervisor (ext. 2-6121)
Budget Transfers & Errors
Jesus Magana – Staff Accountant (ext. 2-8685)
Financial System and Security Administration
Jim Kilian – Senior Integration Analyst (ext. 2-7141)
Training
Rebecca Wells – Training Coordinator (ext. 2-6321)
PeopleSoft Version 9.1