Docstoc

22

Document Sample
22 Powered By Docstoc
					How to Process Payment
Documentation




Presented by
Allison Peyton

November 1, 2011
Meet our Staff

   Our staff




                November 1, 2011 UND Accounting Services
How do I receive access
to PeopleSoft?
Go to the Connect “U”ND website
 http://www.und.nodak.edu/cnd
  Help
  Finance Inquiry Navigations
  Login and Password Help




              November 1, 2011 UND Accounting Services
Coding of Purchases

   When making a purchase, the first
    step is to classify the expense.
   Account number listing
   Account number description
   The Account number determines if the
    purchase requires a Purchase
    Requisition, a Voucher or the
    Purchasing Card.
               November 1, 2011 UND Accounting Services
Forms

   Where to find our forms
    – Click on the link for Forms in the left
      column on our Home Page




                 November 1, 2011 UND Accounting Services
Awards and Prizes
   POLICY: Under University of North Dakota policy, all awards
    equal to or greater than $10 are subject to certain auditing
    requirements. Awards to employees are subject to tax
    withholding and should be processed through the Payroll
    Office.
   PROCEDURES: The following information should be provided
    for all recipients of cash awards, cash equivalent awards (gift
    cards/gift certificates) or merchandise prizes:
     – The purpose of the award
     – Name and home address of the recipient
     – Last four digits of Social Security Number or EMPLID of
        the recipient
    This information will be filed with the payment document and
    is necessary for compliance with Internal Revenue Service
    reporting requirements.
                       November 1, 2011 UND Accounting Services
Bookstore Purchases
   POLICY: The Purchasing Card should be used for
    bookstore charges. Clothing, gift items, jewelry,
    cards, candy and personal care items are not
    allowed to be purchased unless prior approval has
    been obtained from the Accounts Payable Manager,
    or Accounting Services Director.
        The following is a listing of the purchases that
          may be made via the purchasing card:
           o Office supplies/reference materials
           o Books for academic/research areas
           o Minor equipment or IT equipment - memory cards,
             modems, calculators, etc.


                   November 1, 2011 UND Accounting Services
Bookstore Purchases
   PROCEDURES: Procedures for purchasing items at the
    Bookstore are as follows:
     Because certain funding sources may prohibit purchase of certain
      items, a justification and prior approval from Accounting Services
      is required. Accounting Services will obtain the approval from
      the UND Grants and Contracts Administration Office if the
      purchase is from a grant/contract fund. Some of these items
      include, but are not limited to:
              Clothing
              Gift items
              Candy and other food items
              Magazines
              Gift card/gift certificate (name and Social Security
               Number are required for each recipient of a gift
               certificate $10 or more)


                       November 1, 2011 UND Accounting Services
Cellular Phones
   Cellular phone service for University use should be purchased
    utilizing the State Contract with Alltel, Verizon and Sprint.
   Departments are charged monthly via a Journal Entry,
    Journal Import, or Voucher from the UND
    Telecommunications Office.
   If cellular phone service is to be purchased outside of the
    state contract, approval for an exemption should be obtained
    from Telecommunications.
     – Exempted cellular phone services must be processed by
         submitting the phone service agreement and a Purchase
         Requisition to the Purchasing Office for creation of a
         Blanket Purchase Order.




                      November 1, 2011 UND Accounting Services
Debarred Vendors
   UND is required to comply with OMB Circular A-110, which
    addresses debarred and suspended parties.
   Beginning August 1, 2005, UND had added a compliance
    acknowledgement to all Purchase Requisitions and Vouchers.
    The department will be responsible for the review of the list
    and that the vendor submitted on the requisition or voucher is
    not debarred or suspended.
   The list of federally debarred and suspended parties is
    available at www.epls.gov.
   Click here for instructions on navigating the site which also
    can be found on the Purchasing website.
   Please contact Purchasing if you have any questions on
    Debarred vendors.



                      November 1, 2011 UND Accounting Services
Dues and Memberships
   All payments for memberships and service club dues must include a
    statement explaining the business purpose, why it is required, and
    the benefit to the University.
   Memberships and service club dues should not extend beyond 12
    months unless significant cost savings can be documented. If
    possible, memberships shall be in the name of the University of
    North Dakota and not an individual. This promotes transferability of
    the membership.
   Contact Grants and Contracts Administration to see if the payment of
    membership and service club dues are allowable on your sponsored
    project prior to charging the project.
   PROCEDURE: The original invoice must be included with the
    Voucher and sent to Accounting Services for payment, or if payment
    is made with the UND Purchasing Card the original invoice must be
    included with the approved statement.



                        November 1, 2011 UND Accounting Services
Employer-Employee
Relationship
   PROCEDURES: All payments for services where an
    employer/employee relationship exists will be processed through
    Payroll. This will include payments to current staff and faculty
    members providing services to other university departments where
    an employer/employee relationship exists. Payments to individuals
    for services such as guest lecturer, discussion leader, etc., including
    appropriate travel reimbursements, may be processed on a Voucher
    through the Accounting Services Office provided:
   The individual is not currently employed by the university.
   The individual has not been employed during the calendar year.
   The individual is receiving a one-time total payment for these
    services.
   Please use the Determination of Worker Status Form to determine if
    an employer-employee relationship exists. This replaces the IRS 20
    Factor Questions.



                         November 1, 2011 UND Accounting Services
Equipment Purchases
   EXPENDABLE EQUIPMENT includes all personal property with
     – (1) an extended useful life in excess of one year,
     – (2) an identity which is not altered materially through use and
     – (3) an acquisition price (invoice cost less discounts plus freight
       charges plus trade-in value given) is less than $5000.
     These types of items include desk calculators, shelving units,
       movable cabinets, coat racks, modular furniture, workstations &
       moveable walls regardless of amount, etc.
   CAPITAL EQUIPMENT includes all personal property with
     – (1) an extended life in excess of one year,
     – (2) an identity which is not altered materially through use
     – (3) an acquisition price equal to or greater than $5000.
     Capital equipment may be classified as movable equipment or
       fixed equipment.


                         November 1, 2011 UND Accounting Services
Internet Access
   If an employee has a demonstrated need for internet access
    at their residence to fulfill a requirement of their employment
    with the University, they should submit a request to their
    respective department head/dean for authorization to use
    University resources to pay for that access. If the internet
    access is paid for from University Funds, use is subject to
    North Dakota University System Procedure 1901.2, Computer
    and Network Usage, which prohibits use for private gain or
    other personal use not related to job duties or academic
    pursuits.
   If your request is approved, a copy of the approval should
    be attached to the Voucher(s).




                       November 1, 2011 UND Accounting Services
Licensed Logo Vendor
   Beginning July 1, 2007, all uses of logo or verbiage should be
    purchased with a purchase order or can be made with the
    Purchasing Card after the approved Trademarks Use Request
    is received from Purchasing. A copy of the approved
    Trademarks Use Request should be attached to the
    purchasing card record form. Vouchers will not be paid
    after first warning.
   Internal usage request form and updated purchase requisition
    form specifically for logo items and other information can be
    found on the Purchasing website.

   UND Licensed Logo Vendors – Standard Licensees




                      November 1, 2011 UND Accounting Services
Payments for Services
    Effective July 1, 2007, an actual
     invoice/agreement will be required for
     payments for services. Services equal to or
     >$5000.00 will require a purchase order.
    Departments can utilize the invoices for
     services form or the agreements located at
     http://www.und.nodak.edu/dept/purc
     hase/html/forms.html

              November 1, 2011 UND Accounting Services
Software Licenses

   Effective July 1, 2009, purchases for
    software licenses of $5,000 or more
    will require a Purchase Requisition
    (PR) through Purchasing. All purchases
    of $5,000 or more will be reviewed by
    the Office of the Chief Information
    Officer.

               November 1, 2011 UND Accounting Services
Software Licenses

 Departments may purchase if less
 than $5,000 on the University
 Purchasing Card or voucher without a
 PR if it meets the following criteria:
    a. Off-the shelf or click-through
         application software with
         standard end user license
         agreements.
            November 1, 2011 UND Accounting Services
Software Licenses

 b. Online resources (e.g. training
     tutorials, reference collections)
     with standard end user license
     agreements.
  c. Support, upgrades and renewals
      of existing software.

             November 1, 2011 UND Accounting Services
Software Licenses

Software purchased through campus
software agreements from ITSS is
exempt from the software purchasing
procedures.




            November 1, 2011 UND Accounting Services
Licenses

   Payment for professional licenses
    realated to an individual’s employment
    is allowable if the license is required or
    preferred on the Staff Requisiton Form
    or Faculty Request to Recruit form;
    included in the Position Description or
    adds value to the quality of
    instruction, research or services to
                November 1, 2011 UND Accounting Services
Licenses

    Students and/or the University.
   Grants, cooperative agreements, and
    contracts normally do not allow these
    expenditures.




               November 1, 2011 UND Accounting Services
White-Out

   Effective June 1, 2008:
    – Discontinue the use of white-out.
      Instead, cross out incorrect amounts
      and/or chartfields and write the correct
      amounts and/or chartfields and initial
      each change.



                 November 1, 2011 UND Accounting Services
Missing Receipt/Invoice

   Effective July 1, 2010, a Certificate of
    Missing Receipt/Invoice Form must be
    completed for any lost or unobtainable
    receipt/invoice. A notarized statement
    is no longer required.




                November 1, 2011 UND Accounting Services
Payment Documents
   Vouchers
   Receiving Reports
   Blanket Purchase Order Payments
   Prepayments
   Purchasing Card
   ImageNow E-Form and Work Flow in ImageNow




                   November 1, 2011 UND Accounting Services
Payment Documents
What is a VOUCHER?
  – Vouchers are utilized to process payment for a
    large variety of items used by departments on a
    day-to-day basis. Non-employee travel and food
    purchases are also processed using a Voucher.
  – The voucher is also utilized for purchases less
    than $5000 to meet the small day-to-day needs
    of those departments that are large users of a
    variety of different items. The Account Listing
    indicates whether or not a transaction can be
    processed on a Voucher. Please refer to the
    Account Listing to obtain this information.

                 November 1, 2011 UND Accounting Services
     Payment Documents
What is a RECEIVING REPORT?
 Under University of North Dakota policy, purchases greater than or
  equal to $5000 and those that fall under certain Accounts require
  that a Purchase Requisition be obtained from the Purchasing Office.
  The Account Listing should be reviewed to ascertain whether or not
  a given Account requires a Purchase Requisition. The Purchase
  Order number that is obtained may be used in connection with a
  Blanket Purchase Order or Receiving Report. The Receiving Report
  is sent to the department at the time of order from Purchasing.
 When an item that meets the above criteria for a Purchase Order
  number has been ordered by a department within the university,
  the item will generally be shipped to Central Receiving. Central
  Receiving delivers the merchandise to the department. Items that
  have been received by the department should be noted on the
  Receiving Report. It should then be forwarded to the Accounting
  Services Office for processing.
                          November 1, 2011 UND Accounting Services
Payment Documents
What is a BLANKET PURCHASE ORDER?
 Blanket purchase order payments are utilized for recurring
  purchases from the same vendor that would normally require
  a purchase order. Under University of North Dakota policy, all
  Blanket Purchase Order payments are to be processed with a
  Voucher.
 A Blanket Purchase Order number is obtained from the
  Purchasing Office by completing a Purchase Requisition.
 Complete a Voucher, attach the original invoice(s) and
  forward to Accounting Services for processing.




                     November 1, 2011 UND Accounting Services
Payment Documents
What is a PREPAYMENT?
 Under University of North Dakota policy, prepayments are
  allowed but should be avoided if possible. If an order form
  asks for a Purchase Order number, a Voucher number can be
  used if the purchase is less than $5000 and a prepayment
  does not have to be made.




                    November 1, 2011 UND Accounting Services
Payment Documents
What is a PURCHASING CARD?
 The purchasing card is a credit card issued in the name of the UND
  employee, to employees designated by UND management, to make
  purchases <$5000 for official UND business needs. The purchasing
  card will enable employees to purchase goods and services more
  efficiently and eliminate the preparation of Vouchers to make these
  purchases.
 The purchasing card payment system is an individual bill / central
  payment system. The cardholder receives a monthly account
  statement for information and reconciliation purposes only. UND
  Accounting Services obtains a consolidated electronic billing file and
  makes payment on a Voucher to the purchasing card vendor on
  behalf of all cardholders. Expenditure transactions are processed and
  posted to the appropriate departmental fund that has been
  reallocated by the cardholder in Payment Net or using the default
  account code string assigned to each purchasing card.
 Purchasing Card procedures are located at
  http://www.und.nodak.edu/dept/purchase/html/pcardmanual.html
                        November 1, 2011 UND Accounting Services
Payment Documents

   What is an ImageNow E-Form & Work
    Flow in Image Now?
   ImageNow is a process that routes
    invoices/documents electronically to
    the department, and through
    Accounting Services to process
    payments.

               November 1, 2011 UND Accounting Services
 Payment Documents
The following procedures should be followed when utilizing Vouchers, Receiving
   Reports, and Blanket Purchase Orders:
     – OFFICEMAX DOES NOT ACCEPT VOUCHERs/Purchase Orders
     – WAL-MART DOES NOT ACCEPT VOUCHERs/Purchase Orders
     – BEST BUY DOES NOT ACCEPT VOUCHERs/Purchase Orders
     – TSC - TRACTOR SUPPLY COMPANY DOES NOT ACCEPT VOUCHERs/Purchase
         Orders
     – TARGET DOES NOT ACCEPT VOUCHERs/Purchase Orders
     – SAM’s DOES NOT ACCEPT VOUCHERs/Purchase Orders
  The customer copy of the invoice should be submitted with the Voucher. If a copy
   of the invoice is to accompany the check, the department should provide the
   copy. If you are not certain as to whether or not you have the correct invoice from
   the vendor, please contact the Accounting Services Office. If the original invoice is
   not available, the department should write on the invoice, "Only Copy
   Available". Invoices should be billed to the University of North Dakota.




                             November 1, 2011 UND Accounting Services
Payment Documents
   The following documentation will be required when paying reimbursements to
    individuals:
       A detailed original invoice/receipt. If the invoice/receipt provided for
         reimbursement does NOT indicate amount “paid” or balance due as zero,
         the following will also need to be provided:
            If paid by credit card, a copy of the credit card statement showing
              the charge (if a credit card statement is submitted, information not
              related to the reimbursement can be “hidden” with a black marker)
            If paid by check, a copy of the bank statement or canceled check.
            If paid by cash, please provide the Certificate of Missing
              Receipt/Invoice Form.
       The original detailed invoice is required for both individuals and
         companies and faxed copies won’t be paid from unless the department
         provides justification as to why they are using a faxed copy.




                           November 1, 2011 UND Accounting Services
Payment Documents
   With regards to signatures, payment should include the following:
     –   Proper departmental signatures (in ink). Faxed signatures are allowed, however,
         every effort should be made to obtain original signatures.
     –   Signatures should be on the Departmental Signature Authorization List.
     –   Signature(s) of an authorized individual from the applicable department(s).
     –   Authorized individuals should utilize their own signature, rather than signing
         another person's name to a document or using a signature stamp and initialing.
     –   When reimbursing someone for expenses incurred, someone other than the person
         being reimbursed should authorize payment for the department.
   Sufficient funds should be available in the fund to cover the expenditure.
   Include the last 4 digits of the social security number and permanent home
    address for all payments to individuals as well as their full legal name. Do not
    use initials, nick-names, or Mrs. John Doe, for example. W-9’s (for companies
    and individuals) will be required to be on file.
   Indicate on the voucher if the person being paid is:

     –   UND Employee
     –   UND Student
     –   Non-Employee

                             November 1, 2011 UND Accounting Services
Payment Documents
   Vouchers should include a complete, accurate remit address (where payments
    are to be mailed). This information should be written in the "Pay to the Order
    of" section (upper left side of Voucher). Do not leave address area
    blank. Accounting Services will process the Voucher and mail the payment to
    the address listed on the Voucher, unless departments specifically request
    that the payment be held for pickup, by marking "Hold Check" (on the upper
    right side of the Voucher).
   No payments should be made from vendor statements.
   Discounts should be taken when within the vendor terms.
   Sales tax should be deducted from the invoice if the item is shipped to UND
    or was purchased in North Dakota.
   Include the proper Fund(s), Department(s), Account(s), Program Number(s)
    and Project Number(s).
   The correct Account(s) should be used. Please refer to the Account Listing.
   Receipt(s) or invoice(s) should equal the Voucher amount.
   Vouchers that have a total payment amount of $1.00 (one dollar) or
    less will not be processed.


                           November 1, 2011 UND Accounting Services
Payment Documents
   The vendor name and address on the Voucher should be the same as on the invoice.
   Purchases exceeding $5000 may not be submitted on multiple vouchers to comply
    with the $5000 limitation.
   For payments to organizations, the full name of the organization should be given,
    not just the initials (no acronyms). A federal ID# is required for all payments for
    services, rentals or awards. Refer to the Account Listing for additional information.
   If there is an error on an invoice from the vendor, the department should contact
    the vendor and either get a corrected invoice or approval from the vendor to change
    the invoice. If the invoice is to be changed, there should be a notation on the
    invoice stating the name of the person at the company who approved the change
    and the date the change was approved. If an item has been returned or removed
    from the invoice, a credit memo from the vendor should accompany the invoice.
   Freight should be included as part of the cost of the item.
   Compliance with all University Policies pertaining to expenditure of funds should be
    followed.




                            November 1, 2011 UND Accounting Services
Payment Documents
   Vouchers that include food purchases should include the
    following information:
      Type of function
      Location of function (city and state)
      Date of function
      Meal served (breakfast, lunch, dinner, break)
      Number attending
      List of those attending
      Itemized, original receipt/invoice; credit card slip or
        statement is not acceptable
      Food Purchase Policy


                       November 1, 2011 UND Accounting Services
Payment Documents
Vouchers for tangible items
 Vouchers as indicated on the account listing are valid only for
  purchases <$5000 and are NOT valid for capital asset
  acquisitions (inventory items).
 The voucher number should appear on the vendor invoice.
 The copy of the Voucher form is to be given to the vendor. If
  the vendor requires the Voucher form to be faxed, the
  Voucher should include the following: “Order faxed in-do not
  duplicate.”
 The Voucher form, along with the original invoice, is
  forwarded to the Accounting Services Office for processing the
  payment to the vendor.
 Purchases exceeding $5000 may not be submitted on multiple
  vouchers to comply with the $5000 limitation.

                     November 1, 2011 UND Accounting Services
     Payment Documents
Receiving Reports
 Original invoice(s) are received at Accounting Services, EERC and
  Facilities. Sometimes the invoice(s) may be mailed to the
  department. The department should forward the invoice to
  Accounting Services. All invoices should be billed to the University
  of North Dakota.
 The item description on the invoice should match the item
  description on the Receiving Report .
 Quantities received should agree with the quantities ordered.
 If an item was obtained via a bid, the department should verify that
  the items are paid at the unit price per item as set in the bid.
 Verify whether or not shipping is FOB (freight on board). If it is
  FOB, no freight should be charged.


                          November 1, 2011 UND Accounting Services
Payment Documents
   The Blanket Purchase Order number should appear on the
    Voucher (lower left-hand corner in the box labeled "Purchase
    Order No.").
   Fund number(s) and Account(s) charged on the Voucher
    should be authorized on the blanket order.
   If additional funds or Accounts need to be authorized on a
    blanket order, a written request to modify the Blanket
    Purchase Order should be sent to the Purchasing Office prior
    to the payment being submitted to Accounting Services.
   Capital equipment equal to or greater than $5000 should not
    be purchased on a blanket order.




                      November 1, 2011 UND Accounting Services
Corrections to Payment
Documents
   A Journal Voucher is used to make corrections to Voucher
    payments for all non Grant Funds.
   A Journal Entry/Journal Import is used to correct Voucher
    Payments for Grant & Contract Funds (40000-49999).




                      November 1, 2011 UND Accounting Services
Tax Exempt Status
   The university is exempt from sales taxes applicable to purchases,
    rentals and leases of tangible personal property that is purchased
    and shipped to UND or is purchased from a North Dakota vendor.
   The university's tax exempt certificate number is E-2001. A
    copy of the Tax Exempt Certificate is available in the Accounting
    Services Office or the Purchasing Office or on the Accounting
    Services Forms page.
   For those departments utilizing the UND Purchasing Card, the UND
    tax exempt number is embossed on the purchasing card.
   The university currently has tax exempt status with many
    states. Prior to incurring expenses with a vendor located within
    these states, departments should thoroughly review the certificate
    instructions to ensure that all required procedures are followed. The
    certificates are located at
    http://www.und.edu/dept/accounts/TaxExemptCertificates.html



                         November 1, 2011 UND Accounting Services
Unallowable Expenditures
     POLICY: The following items are unallowable expenditures from
      university funds:
     Air Cleaners/Purifiers/Filters
     Alcoholic beverages
     Calling Cards
     Christmas Cards
     Coffeepots
     Cups, water glasses, napkins, tableware, etc
     Decorations
     Flowers
     Food or beverages for departmental activities
     Gifts
     Gift Cards for Employees
     GPS (global positioning system) or NVRLST (car rental navigational systems)
     Greeting Cards
     Holiday Cards
     Holiday Decorations
     Late check-out charges
     Lost Departmental Keys
     Parking Permits for UND Staff/Faculty/Students
     Parking or other traffic tickets
     Personal care items
     Phone Cards
     Pictures
     Picture Frames
     Plants
     Software installed on Non-University owned computers
     Water Coolers                             November 1, 2011 UND Accounting Services
Any additional exceptions will be approved on a case-by-case basis.
 Please note that this is not an all inclusive listing. If you have questions please contact Accounting Services.
Other

Questions?




             November 1, 2011 UND Accounting Services
The End
  Thanks for Coming!




            November 1, 2011 UND Accounting Services

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:2
posted:12/16/2011
language:
pages:45