Vanderbilt Procurement
Processes
“How to purchase the stuff you need”
Introduction to Procurement
Vanderbilt shops. . .
What do we buy?
How much do we spend annually?
How do we purchase items?
Overview
I.
II.
III.
IV.
Procurement Mission & Roles
Procure-to-Pay Process Flow Chart
Methods of Purchasing
Steps in the Process
a.
b.
c.
eProcurement and PMM
P-card
Requisitions
V. Details of Requisitions
VI. Internal Controls
VII. Special Programs
VIII.Resources
I. Procurement Services Mission
• Support all purchasing activities via:
– Medical Supply Sourcing
– Procurement Services
• Execute purchasing transactions
• Negotiate contracts on your behalf for
– Volume discounts
– Strong supplier relationships
– Best products and service available
• Manage supplier programs
I. Procurement Services Mission
In other words, we help you to…
• buy what you need
• get the most for your money
• get the best product quality from suppliers
• get the best service from suppliers
• purchase items in the most timely, efficient
manner possible
• help Vanderbilt keep accurate records and
data on spend
I. Procurement Services Roles
How do we do this?
With Purchasing Agents and Sourcing Officers…
What do they do for you?
• What is a Purchasing Agent? Your buyer
• information, quotes by commodity
• paperwork execution – places the order
• exception resolution
I. Procurement Services Roles
How do you work with purchasing agents?
•
•
•
•
•
Use the website contact list of buyers
Use the commodity list to find buyers
Know the location of the two offices
Use online reporting for answers
If need assistance, call purchasing
agents directly
• More details on this topic later!
I. Procurement Services Roles
How do we do this?
With Purchasing Agents and Sourcing Officers…
What do they do for you?
• What is a Purchasing Agent? Your buyer
• information, quotes by commodity
• paperwork execution – places the order
• exception resolution
• What is a Sourcing Officer? Your strategist
• Research by commodity
• Strategies for commodity purchases
• Negotiations by commodity
I. Procurement Services Roles
How do you work with Sourcing Officers?
• Ask if we have contracts for what you are
purchasing - These are recorded in our Vandy
Contracts Database System and the PMM
Contract Manager.
• Ask if we have preferred suppliers
• Find this info on our website
• Check supplier list for active vendors before
using New Vendors if possible – but let us
know about those which interest you
II. Procure-to-Pay Process
II. Procure-to-Pay Process
II. Procure-to-Pay Process
II. Procure-to-Pay Process
II. Procure-to-Pay Process
III. Methods of Purchasing
Prime methods to order products & services:
1. eProcurement or PMM online order process
2. Purchase or Procurement Credit Card
(“P-Card”) or “AmEx Corp Card
3. Purchase Requisitions (paper form)
•
•
•
•
General purchases (“A” Req) (pg 4 of appendix)
Capital Requisition (“C” Req) (pg 8 of appendix)
Consultants (“S” Req) (pg 9 of appendix)
Small Purchase Order (“SPO”) (pg 14 of appendix)
See http://www.vanderbilt.edu/procurement/ for
Preferred Purchasing Methods by commodity
IV. Steps in Purchasing
1. Determine product/service needs
2. Identify or select supplier
1. Engage Procurement Services as needed
3. Follow procedure for best method for the
product:
1. Order online with eProcurement or PMM; or
2. Purchase with a Pcard; or
3. Fill out appropriate Requisition Form
eProcurement
•
•
•
•
•
New online requisition and ordering system
Fast, flexible and paperless
Automates the Dept. approval process
Standard process for buying supplies up to $25,000
Select from products from 3 different sources:
– VU eCATalog of high volume everyday products
– “Punch Out” suppliers
– Over 500+ free form suppliers
• Most orders go directly to the supplier
http://www.vanderbilt.edu/procurement/eprocurement/index.shtml
Pathways Materials Management (PMM)
• Online ordering and inventory control system used
for Medical / Surgical Supplies
• Contract Management Module
• Electronic PO transmission (EDI) and (FAX)
• Automated Electronic price updates (832)
• Par Level and Template Forms
• Approximately 2800 active vendors
Anyone requesting a PMM login should contact the
Help Desk:
helpdesk@vanderbilt.edu
Purchase Card (P-Card)
•
•
•
•
•
JP Morgan Chase Credit Card
Issued to specific users approved by Dept.
Limits set by Dept.
Used for miscellaneous purchases
Advantages:
– Widely accepted by merchants
– Convenient; allows for internet ordering
– Reduces paperwork and need for SPOs and Demand
Checks
– More accurate record keeping
– Insures timely payment to suppliers
V. Filling out Requisition Forms
The process is the same for all types of Requisitions
1.
2.
3.
4.
Specify Account & Center Numbers
Obtain required approval signatures
Indicate Supplier/product/prices and terms
Route copy to appropriate Procurement
Office, keep a copy
5. Procurement executes purchase order with
supplier
Purchase Requisition (A Req)
Pg 4 of Appendix
• Primary method used to purchase more
complex goods & services
• Generally used for orders >$500
• 3-part sequentially numbered form
• Requirements:
– Dept information
– Valid Account and Center Numbers
– Authorized signatures per your Dept.
procedures
– Specific customer information
Pg 4 of Appendix
Purchase Requisition (A Req)
Other Requirements:
• Supplier contact information
If a new supplier:
• Federal Tax ID Number
• W-9 data
• Remit to Address
• Itemize products/services & prices
• If no supplier provided, Procurement will select
or competitively bid requirements
• For one-time orders, service contracts and
blanket purchase orders
Purchase Requisition (A Req)
And very important….
• Fill
–
–
–
the form in well….
Slows process if poorly written, wrong or contains omissions
We send the form back if not complete or legible
Be explicit in describing items – attach forms, etc. with a note
“See attached”
• Keep your copy; send in only top copy to Procurement
• Send to us to order – do not order items yourself. If someone has
inadvertently placed the order, please note the following on the
Req:
– “Confirmed and order has been placed” – if someone in the
department placed the order
– Be sure they did not give the Req number to the vendor as a
PO number.
Capital Requisitions (C Req)
Pg 8 of Appendix
• Only used for Capital Equipment
purchases
• Capital Equipment defined as:
– Durable products w/ life expectancy >2 years
– Purchase Price >$3000
• Rest of process same as A-Requisition
Consultants (S Req)
Pg 9 of Appendix
• Rules of engagement are complex
– Office of Contract & Grants Accounting
(OCGA) sets policy
• Use “20 Rule Test” to determine
relationship
• If spend <$5000; Demand Check
• If spend >$5000; Purchase S Req
http://www.vanderbilt.edu/ocga/vupolicies/consulting/consulting.htm
Special Requirements
Pg 5 & 10 of Appendix
Sole Source Justification
– For orders >$25,000 University Policy
requires:
• Competitive bidding process, or
• Documentation justifying no-bid awards
• Dept. Management signature
• Requirements printed on reverse of General
Purchase “A” Req & Capital Requisition “C” Req
Forms
Special Requirements
HIPAA Guidelines
Pg 5 of Appendix
– Health Care Insurance Portability &
Accountability Act (Federal Statute)
– Applies to products/services that directly impact
protected patient information
– May require the supplier to sign VU Business
Associates Agreement (BAA)
– Requirements printed on reverse of new
Requisition Forms (A,C,S)
http://www.mc.vanderbilt.edu/root/vumc.php?site=HIPAA
Forms
How do I get these forms?
• Purchase forms on eProcurement
Small Purchase Order (SPO)
• Pre-approved purchase orders
Pg 14 of Appendix
– (222 / 255 prefix)
• For miscellaneous purchases <$500 in total
value
• Certain products & services excluded (list)
• Disadvantages:
– Paper intensive process
– Some suppliers won’t accept
– Can’t be used for internet ordering
• eProcurement is a more efficient means to order
supplies
VI. Internal Controls for Purchasing
• Foundation is the adequate segregation of
duties. Reduces the likelihood that errors
(intentional or unintentional) will go undetected:
– by providing separate processing by different
individuals at various stages of a transaction
– by independent reviews of the work performed
• No employee or group should be in a position
both to perpetrate and to conceal errors or fraud
in the normal course of their duties.
Segregation of Duties
•
The principal incompatible duties
to beAuthorizatio
segregated are:
Recording
Execution
Custody of
asset
•
n or
approval of
tran
sactions
related to
those
assets
or
re
porting of
related
Transactio
ns
of
the
transaction
or
transaction
activity
The same person generally should not
process a transaction and record or
report the transaction.
VII. Campus Travel Management
Faculty and Staff Travel Portal
Travel Tutorial
First Time Users
Flights
Rail and Bus
Hotels
Colleague Reciprocity
Travel Marketplace
Travel Agencies
Airport Parking
Car Rental
Internal Resources
Meeting/Event Spaces
Visitor’s Travel Portal
Travel Resources
The Vanderbilt Travel Portal
http://www.campustravel.com/university/vanderbilt/
VIII. Procurement Resources
Comprehensive information about Procurement
Services is on the web page:
http://www.vanderbilt.edu/procurement/
• Procurement Services
• Medical Supply Sourcing
• eProcurement
• P-Card Program
• Policies and Procedures
• Request invoice copies to
work on exceptions
• Request purchase order copies
• Request an encumbrance
removal
• Travel Program
• Contacts
• Supplier Directory
• FAQs
Disbursement Services
What is Disbursement Services?
Responsible for review and disbursement of
the University's funds in accordance with its
policies and procedures
• Manages the Accounts Payable function
– Reconciliation of vendor statements
– Distribution of checks and document imaging of
purchase orders and invoices for both the University
and Medical Center
– Processing and payment of all invoices
What is Disbursement Services?
• Manages the ACH, wire transfer and 1099 tax
reporting functions for the institution
• Maintains the University Central demand check
function
–
–
–
–
–
Travel advances and reimbursement
Expense reimbursement
Student refunds
Stipend payments
Payments for non-purchase order items.
• Now responsible for the PCard program
Statistics
• 30 management and staff
• Total funds disbursed annually: $1.8 billion
• PCard transactions: 182,000 annually totaling
$49.6 million
• Exception vouchers resolved: 36,000 annually
• Xbatch invoices resolved: 7,000 annuallyCustomer
service calls resolved: 50 daily
• 9,700 new vendors setup
• 10,000 vendor records updated annually
Statistics
AP invoices processed
415,000 annually
38,000 monthly
1,800 daily
Demand checks processed
65,000 annually
5,400 monthly
255 daily
Checks distributed
133,000 annually
11,000 monthly
525 daily
What is Accounts Payable?
Primary responsibility: processing and
payment of all invoices for purchases
made against purchase orders (A-reqs,
S-reqs, C-reqs, SPO, e-procurement,
PMM) for both the University and
Medical Center
What is Accounts Payable?
• Additional functions:
– Collection of credit for over payments or
returned goods
– Vendor statement reconciliation
– Process Vendor Refund Checks
– Process Return Checks
– Recurring Vouchers - Equipment lease
payments
– Payment of Fed Ex & UPS freight charges
What is Accounts Payable?
• Types of invoices that Accounts Payable receives
and processes
– Paper Invoices
– Electronic Invoices
• Type of invoices that Accounts Payable does not
process as these are not valid invoice types
– Order Confirmation
– Quotes from Vendor
– Delivery or Packing Slips
– Requisition and/or Purchase Order copies
What is Accounts Payable?
• Types of payments that Accounts Payable
processes
– Physical Paper Checks
– EFT – Electronic Payments
– ACH – Electronic Bank Transfers
– Wire Transfers – Foreign & Domestic
How does AP invoice processing
work?
• Department initiates purchase by issuance of a
purchase order (following procurement services
procedures) to a vendor
• Vendor ships goods/performs services.
• Vendor sends invoice to Disbursement Services.
PO number must be referenced on invoice.
• Disbursement Services enters invoice against PO
into Peoplesoft system.
– Disbursement Services verifies
 PO number
 Vendor name
 Vendor payment terms
 Invoice date
 Invoice number
 Invoice amount
 Remit Address
• Each night the Peoplesoft system runs a process
to match the detail of the invoice against the
detail of the PO.
• If all items are <= the PO then the invoice will be set
to pay, if not then an exception will occur.
• Matched invoices are set to pay from the
invoice date based on terms negotiated
for that vendor.
– Vanderbilt’s standard terms are net 45 days.
• Since the system only matches the invoice
to the PO (two-way match) the
department is responsible for verifying
that the goods/services were received and
acceptable.
– When shipment arrives compare packing list
to shipment verifying completeness
– Compare Departmental Invoice Report,
Internal PO Copy and Packing List verifying all
goods were received and billed as ordered
(three-way match).
• If there is a problem with the billing
and/or goods department should contact
Disbursement Services to have invoice put
on hold until discrepancy can be resolved.
• Disbursement Services cuts checks for
payments against PO’s each Tuesday
night.
• Checks are reviewed and mailed to
vendors each Wednesday.
Departmental Invoice Reports
(DIR)
• Currently: departments receive paper
Departmental Invoice Reports (DIR) for
use in the three-way match process.
– Now also obtainable on-line from the PDS
Reports for Departmental Use available on the
Procurement website.
– Effective April 6, 2009 the reports will only be
available on-line.
How can I check my invoice (DIR)?
www.vanderbilt.edu/procurement
• Click on PDS Reports for
Departmental Use at the top of the
page to access your reports
• Halfway down the page under “How to
Find the Reports” click on Business
Objects InfoView XI Login
• Run the PO Detail (Multiple PO’s) and the
Invoice Detail (Multiple Departmental
Invoice Report, DIR) for your centers and
the desired time frame.
OR
Run ‘Invoice Summary” Report for the centers and
period of time desired
Click any underlined voucher id on the Invoice
Summary Report to bring up the Departmental
Invoice Report (DIR) for that voucher
Click on match exceptions exist on the
Departmental Invoice Report (DIR) to bring up the
PO Invoice Activity Status report for that voucher
Detailed Explanation of
Online Invoice
• Invoice contains information such as:
– Vendor name
– Amount
– Date
– Voucher Number
– Invoice Number
– Invoice Date
– Po Number
– Match Status
Does a “Match Exception” exist?
• Identify the type of discrepancy
– If there are quantity or pricing discrepanciescontact Procurement to authorize correction
or payment hold
– If there is a duplicate invoice, credit due, or
other issue- contact Disbursement Services
– If merchandise was returned- call vendor for
credit memo
Match Rules
•
•
•
•
•
•
•
Quantity/Price Check
Qty + tol, Unit Prc + .01 + tol
Accept qty=Vchr, Unit Price
Amount plus tolerance
Small Purchase Orders
Unit Price
Each Voucher <= Blnkt PO Price
PDS Reports Training
Information
• Online Training to Access PDS Reports via
Business Objects InfoView
www.vanderbilt.edu/procurement
– Click on PDS Reports for Departmental
Use at the top of the page to access the
Business Objects page
– Scroll three quarters down the page to see
the “Training” section
VICE Squad
For Exceptions and Past Due invoice inquiries and
resolution contact:
Suppliers A-C
Kevin Ward
(615)343-2798
kevin.ward@vanderbilt.edu
Suppliers D-K
Jamillah Allen
(615)343-6585
jamillah.allen@vanderbilt.edu
Suppliers L-P
Charlotte Lawson
(615)343-7096
charlotte.lawson@vanderbilt.edu
Suppliers Q-Z
Wanda Graves
(615)343-2796
wanda.graves@vanderbilt.edu
(suppliers are listed alphabetically reading from left to right- ex. Alan Smith
and A Matter of Taste are both listed in the A's)
How can I help the process?
• Use the preferred purchasing method
• When ordering, verify that the vendor has
the correct PO number to keep payments
on track
• Submit purchase orders to Procurement as
soon as possible
• Submit completed purchase orders to
vendors
How can I help the process?
• Always keep departmental copies of
purchase orders
• Instruct vendors to mail invoices directly
to Disbursement Services
• Review DIR’s on a regular basis- per
departmental policy or monthly at a
minimum
• Promptly contact procurement or
disbursements for discrepancy resolution
Shipping Account Setup
• Who are the approved Shippers for Vanderbilt?
– Federal Express
–UPS
• Benefits of using approved Shippers
– Volume discounts
– Electronic invoicing
– Late deliveries are automatically researched and
adjusted
– Online air bills, supply orders, and reporting
Setting up a Fed Ex/UPS account as
a Vanderbilt department
www.vanderbilt.edu/procurement
Under “Disbursement” quick links click on “Request
FedEx/UPS Account Setup”
Setting up a Fed Ex/UPS account as
a Vanderbilt department
• Email to sylvia.graham@vanderbilt.edu opens
• In the subject line of the email type “FedEx Setup” or
“UPS Setup” and in the body of the email request a
setup form for the account that needs to be setup
• Sylvia Graham will then fax or email a Fed Ex/UPS set up
form which will need to be returned to her in order to
receive a Fed Ex/UPS account number
• On this form type your contact information, department
name, US mailing address, phone number and cost
center and account number
• Fax completed form to Sylvia Graham or scan/e-mail
form to sylvia.graham@vanderbilt.edu
Demand Check Processing
•
•
•
•
•
Check Requests
Travel Forms
External Consultant Forms
Stipends
Wire Transfers
Check Requests
•
Payments to Individuals or Partnerships who perform a
service to the University
–
Caterers, Accountants, Attorneys, Photographers, Banks,
Speakers, Honoraria, Subject Participants, etc.
–
Must include full name, Social Security or Employer Identification
Number and a complete mailing address for federal reporting
purposes.
–
"Payment to External Consultant" Form or "Requisition for
Services" Form must be used in lieu of the Check Request to pay
consultants.
–
Payments for services performed in the U.S. made to individuals
who are not U.S. citizens or permanent residents will be made
through Human Resources to comply with federal regulations
Check Requests
• Reimbursements for business expenses.
• Membership dues to professional organizations and
associations
• Magazines, brochures, and professional trade journals
• Postage
• Petty Cash reimbursements
• Advertisements
• Requests for payment of registration fees to attend
conferences, workshops, etc.
– Check requests should charge the departmental
account/center number
• Refunds
What is a vendor?
A “vendor” is how we identify any payee
that is not a Vanderbilt employee or
student. It can be a business or an
individual.
Request comes into
Disbursements - then what?
• Requests marked "RUSH"
– Drop in the RUSH tray at reception desk.
– Sign into the Rush Log next to the rush tray.
– 11am deadline for next day turn around
– Emergency nature only
– Should include a brief statement indicating
the nature of the emergency requiring
expedited handling of the payment.
– Requires department head approval.
Request comes into
Disbursements - then what?
• Regular requests
– Dropped in tray at reception desk.
– Normal turn around is 3-5 business days
for complete requests payable to
Vanderbilt employees or students
– Vendor payments are processed within
3-5 business days and payment is
released according to Vanderbilt’s
standard vendor payment terms
Request comes into
Disbursements - then what?
• All requests
–
–
–
–
–
Collected
Time stamped
Delivered to the UDCK supervisor for initial review
Forwarded to a processor
Thoroughly reviewed for accuracy, complete
supporting documentation, and approval signatures
– Also checked to ensure the request is in compliance
with various Vanderbilt policies and IRS regulations
Request comes into
Disbursements - then what?
• If everything is complete they are entered
into our system and assigned a voucher
number
• Checks are cut overnight and delivered to
disbursements the next morning
• Checks are then distributed via US mail,
campus mail, picked up by department
personnel, or sent FedEx
Processing the Forms
• Is Payee US Citizen or Permanent
Resident?
– Due to IRS regulations all payments to
persons other than US Citizens/permanent
residents require additional review by the HR
International Tax Office.
– Additional paperwork may be required by HR
International Tax.
– To find out more about this process:
http://hr.vanderbilt.edu/hrdepts/InternationalTaxOffice.htm
Processing the Forms
• Payee Name and Address Including
Country and Phone Number
– Regardless of check distribution include a full
legal name and a current mailing address.
• Social Security, Tax ID, or VU Employee ID
Number
• Business Purpose
– A valid business reason for the expense.
• Account/Center Information
Processing the Forms
• US Dollar Amounts (may be foreign
currency for Wire Transfers)
– If receipts are in foreign currency convert
them into US Dollars and include the
conversion chart (specific to the date on the
receipt) with the check request
• Supporting Documentation
– Original complete back-up documentation
and/or invoice.
What is considered appropriate
supporting documentation?
• Business Meal
–
–
–
–
Date
Place
Identities of the persons who took part
Nature and duration of the business discussion or
activity (if not otherwise apparent)
– Business purpose for the expense or the business
benefit gained or expected to be gained.
– Original cash register or credit card receipts for all
meals greater than $25
What is considered appropriate
supporting documentation?
• Alcoholic beverage costs are generally
considered personal expenses
– If reimbursement is approved, charges must
always be classified separately as
entertainment expenses and coded to account
number 62110 regardless of the funding
source for the trip
What is considered appropriate
supporting documentation?
• Honorarium
– Something showing payee’s name, date,
event, and business topic such as a printed
program, flyer, or written communications
with the third party
• Reimbursement
– Original cash register or credit card receipts
for any expense over $25.00
What is considered appropriate
supporting documentation?
• Travel reimbursements
– Non-VU personnel reimbursements
• VU employees travel: should be submitted on the
Travel Expense Report form
• VU students travel: should be submitted on STU
form
– Itemized hotel statement showing check-in /
check-out dates, room charges, taxes and
fees, total amount paid and method of
payment
Training module and travel manual available on our website
What is considered appropriate
supporting documentation?
• Travel reimbursements
– If applicable receipts must be converted from
foreign currency to US dollars, include a
conversion chart showing the date and rate
attached
– Airline tickets should show the travelers
name, beginning location and ending
destination, total amount paid and method of
payment
Can I submit my credit card
statement in place of all my receipts?
• No: a credit card statement does not usually
provided required details
• However, if you have a receipt that got lost and
cannot obtain a duplicate then you can submit a
CC statement showing the charge
• You also need to include a description of what
was purchased and an explanation that the
original was lost and will not be used for future
reimbursement
Processing the Forms
• Authorized Signature(s)
– Minimum of two original ink signatures required for all
requests
– Approval signature: someone authorized to sign for
the designated amount and center on the request
– If signature is a copy or of someone not authorized
for that center, the request will be returned to the
department for additional signatures
– Authorizing signature cannot be the same as the
requestor and cannot be the payee
Check Request Approval Signatures
• Demand checks may be requested by
faculty or staff
• “Requested by” and “approved by” lines of
the check request must be signed by two
different individuals
• Individual approving the Check Request
must be an authorized signer
• Stamped signatures will not be accepted
Check Request Approval Signatures
• Check Request cannot be "made payable to" and
"approved by" the same individual
• Reimbursements must be approved by an
individual with higher authority than the payee
• All check requests must have proper authorized
approval – all authorized signatures for each
center number must be on file in the Office of
Financial Affairs
www.vanderbilt.edu/procurement/reporting/sigauth.shtml
Processing the Forms
• Special Handling/Mailing Instructions
– Pick up checks: available to VU employees
and students only
– Checks payable to parties external to
Vanderbilt cannot be picked up by
departments or mailed to departments.
– If an exception to this policy is needed, note
the reason for the exception on the check
request form. The exception is subject to
approval from disbursements management.
Processing the Forms
• Remittance Advice
– Two copies must be provided
• First remains with request for imaging and
documentation purposes
• Second is included with check
– Mark “Remittance Attached” on form
How are checks distributed?
•
•
•
•
Regular US mail
US mail with a remittance included
Campus mail
Pick Up (payable to a VU employee of
student)
• Federal Express Shipping
High dollar checks (anything over $100,000) require an
additional signature on the check prior to mailing
What could cause a delay?
• Any requests over $3000 from a restricted center require additional
approval and time
• Any requests over $1000 from a “9” center require additional
approval and time
• Any requests that are incomplete in any way will be delayed until
completed
• If your request is missing signatures, it will be returned to the
department
• If your request is missing supporting documentation, you will be
contacted via email then phone
– If we are unable to resolve the problem the request might be returned
to the department until it can be resubmitted complete
What could cause a delay?
• Any request payable to anyone who is not a US
Citizen or Permanent Resident could require
further review and additional approval from HR
International Tax
– If your request needs to be forwarded to HR
International Tax for additional approval you will be
notified via email
• A new payee who needs to be set up in our
system could require additional paperwork and
take longer to get processed
What if a person has never
been paid before?
• Requests forwarded to vendor maintenance for
set up in the payables system
– Sometimes this can require additional paperwork and
time
• If payment is payable to a vendor for services
provided and the vendor is new to the system
– Social security number for an individual or W-9 for an
organization/company will be required
– Having this information attached to the check request
will prevent possible delays
What if their name has changed
since last being paid?
Vendor:
copy of a legal document (driver’s license, W-9,
etc.) should be included with the request so the name
can be updated in our system
Vanderbilt employee:
include full legal name and
employee ID
Vanderbilt student:
security number
full legal name and social
Travel Advances
4-part carbon copy forms
• RE: registrations (blue)
– ALWAYS charged to the department account and center as
registrations are never advanced to a person’s GAR account
they are paid up front
• HD: hotel deposits (yellow)
– Acct 14010, Center 1-97-060-0000, & linked to a GAR Acct #
• SS: super savers (gold)
– Acct 14010, Center 1-97-060-0000, & linked to a GAR Acct #
• TA: travel cash advances (pink)
– Acct 14010, Center 1-97-060-0000, & linked to a GAR Acct #
-
What is a GAR account?
• General Accounts Receivable: account numbers issued for employees or
students for official University business
• Super savers, hotel deposits, and cash advances are tracked through
the GAR account
• Any excess money advanced over expenses incurred need to be
returned to the University, referencing the GAR number in order to clear
the account GAR statements are emailed monthly to the account
holders
• It is the travelers’ responsibility to clear the account in a timely manner
• Outstanding advances (more than 90 days) are considered due and
may be subject to payroll deduction
How do I get a GAR account?
Contact Office of Financial Affairs to have one
set up prior to advances being processed
Form and instructions are available online
www.vanderbilt.edu/stop/forms/uploads/GARNewAcctRequestv6.pdf
How do I complete the travel report?
• Brand new travel manual and training
modules
– Step by step walk through the travel report
– Covers everything you should need to know
and is available on our website
www.vanderbilt.edu/procurement/disbursement/training.shtml
External Consultant Contract
and Payment Form
• Payments for services that will not total $5000
or more
• If travel expenses are being reimbursed but
original travel receipts are not attached, the
reimbursement is considered reportable
• All signatures on the payment (bottom) portion
must be original ink signatures for each payment
– No additional supporting documentation for services
is required as long as the form is complete and has a
detailed description of services
Do you still process stipends?
• Yes: Disbursement Services now processes
undergraduate stipends only
– They should be submitted on the usual pink form with
the award letter attached
– All other stipends are processed through HR
Processing.
– See www.vanderbilt.edu/stipends for more
information and to download the appropriate forms.
– Questions regarding this new form/process should be
directed to stipends@vanderbilt.edu or call HR
Processing at 343-6603
What if I need payment sent via
wire/bank transfer?
• We process through an international broker
(They also can provide draft checks in foreign currencies)
• Bank transfers in either foreign or US currency
• Priority status
• May require additional approval from HR
International Tax
• Additional fees apply
What if I need payment sent via
wire/bank transfer?
• Payee on the request should be the payee
due the money and not the bank
receiving the funds
– All banking information needs to be supplied
from the payee, included within the
supporting documentation and not hand
written by the department requesting
payment
How can I get a status on my request?
Once a voucher has been processed it will show in Business Objects
in the Demand Check Payment Status Report.
1.
Go to
2.
Navigate to the InfoView login: Business Objects
InfoView XI Login
3.
Set Authentication Type to LDAP, enter your VUnet ID
and e-password, and click Log-On
4.
Under Public Folders, expand APPO, and then click Prod
Reports. The list of available reports will be listed.
www.vanderbilt.edu/procurement/reporting/index.shtml
If your request does not show after 5 days and you have not been notified of any reason for
delay you can send a status request to udc.disbursements@list.vanderbilt.edu.
You should get a status within 24-48 hours.
Questions?
Disbursement Services