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					                      Requisition for Payment with PO exemption # - E-Form - Instructions



         The Requisition for Payment form, which is also named as Q-Req, is used to request for payments to a Supplier for goods/services received,
Purpose: including honorariums or to an Employee for expense reimbursement.

            Do NOT use Q-Req form if goods/services were purchased by using a Purchase Order or Purchase Card. Use a (TR) Travel Requisition form for all
            travel related payments.

         FIELD NAME                                                          FIELD DEFINITION AND DESCRIPTION

Q_____________________
                                    The Q# is the reference number used to track the Requisition for Payment form.


                                    An unique reference number can be obtained by going to this link: http://www.finance.ubc.ca/ap/index.cfm and click into the
                                    "Get a QRequisition Number" link. For each new unique number, this screen must be refreshed each time.

Payee*
                                    Enter name of payee as it should appear on cheque. Use full legal name.
(as it should read on the cheque)   Titles should not be included. E.g., Mr., Dr., etc.
                                    Do not use acronyms. (Eg. Use American Association of Dental Schools, not AADS).
                                    There can be only one payee per requisition. For multiple payees, prepare separate requisitions for each one. For
                                    individuals, use “Last Name,First Name”.

Address *                           Enter house number, street address, city, province/state, postal/zip code and country. This is the mailing address for the
                                    cheque, and is essential that it is clear and correct.

Invoice Date (mm/dd/yyyy)           Vendor's invoice date. The date format should be month/day/year.


Payment Method (x)*                 Please put an "X" in the box clearly identifying the payment method desired for the Requisition for Payment form.

                                    "Cheque" payment type should be selected if payment is to a Canadian payee with a Canadian address or a USA payee
                                    with a USA or a Canadian address.

                                    "Bank Draft" payment type should be selected if the payment is to a payee/vendor who resides outside of North America. A
                                    nominal bank service charge will be added by Financial Services.

                                    "Wire" payment type should be selected if the payee/vendor prefer to have the money direct deposited into their bank
                                    account. A completed EFT form must be included as part of the supporting documentation. A copy of the EFT form is
                                    located in this link...http://fmisw.adm.ubc.ca/fmis/forms/eft_form.pdf.
                                    A nominal bank service charge will be added by Financial Services.

                                    "Direct Deposit" default payment type if the re-imbursement is to an active UBC employee. The Employee I.D. number of
                                    the payee is mandatory to avoid payment made to wrong person with same name.

Invoice Number                      If a vendor/supplier is being paid, this is a required field as the invoice number is printed on cheque stub.

                                    If there are multiple invoices attached to one Requisition for Payment form, please identify " # of invoices" in this field.
                                    For invoices without an invoice number, Q (reference) # should be used.
                                    For invoices paid on a staggered basis, the same invoice number is used with a suffix (-1, -2, …, -n) to denote that the
                                    payment transaction is originated from one invoice.

Currency (x)*                       Please put an "X" in the box clearly identifying the currency desired for the Requisition for Payment form.

                                    Identify the correct currency for this requisition. If there are multiple currencies on the same requisition, please convert them
                                    all to one currency and attached a copy of the exchange rate as part of the supporting document to the Requisition for
                                    Payment form.

                                    When paying in a currency other than CAD(Canadian dollars) or USD (United States dollars) , please write it clearly in this
                                    field.

                                    Please put an "X" in the "Other" box if a currency other than CAD and USD is desired and write clearly as to the currency
                                    required.

                                    When paying CAD equivalent to other currency; please write "$CAD = Other Currency" on the top of the Requisition for
                                    Payment form. i.e. $100 CAD = GBP
Amount of Cheque          Total amount of the payment to be made to the payee.


GST Override Amount       If a GST amount is included in the gross amount and any part of the gross amount payable includes PST or GST at a rate
                          other than 5%, then you must record only the total GST payable here.

                          GST override can only be applied to either the first line or the last line of the charges to the project.

Vendor ID Number          Vendor number are available on the FMS nQuery (FMS on the web) program. Providing this number will facilitate processing
                          of your requisition in Finance.

                          If an existing vendor file is located, please write the (10 digits) vendor number in this field with the correct address location
                          number.

                          If the payee is a UBC employee, please use the Employee I.D. number which is the (7 digits) vendor file number prefixed by
                          an "E".

                          If no existing vendor file is located, please leave this field blank. Financial Services will locate/setup a vendor file for this
                          payee.

Employee ID#              Employee number is required for any payment to an employee. Enter the 7-digit Employee ID prefixed by an "E".

                          Honorarium payment cannot be made to an active UBC employee on a Requisition for Payment form. (Any payment of this
                          type will be forwarded to Payroll for further processing)

S.I.N or Student Number   If payee has a UBC student status, please provide their 8-digit student number prefixed by a "S".

                          For any payment involves a tax form, the 9-digit SIN# of the payee must be provided.

GST Registration #        If payee is a company, their GST registration number must be provided in this field.

                          Small companies not charging GST do not normally require a GST number. They are subject to the Small Supplier Rule
                          which applies to small businesses that will earn $30,000 or less in a calendar year from all sources.

PST Self-assess Amount
                          There is no box on the form for this. Please print in RED at the top of the form if PST needs to be self assessed.

                          Calculate PST (Provincial Sales Tax) at 7% of taxable items, if PST is not already included in the amount to be paid. This
                          usually relates to taxable goods purchased from outside the Province.

                          Items exempt from PST include: food, clothing and shelter; health and safety supplies; publications and school supplies;
                          agriculture and fisheries supplies; fuel, energy and conservation supplies; items for resale or lease. Refer to
                          http://www.qp.gov.bc.ca/statreg/stat/S/96431_01.htm#part3 for details.


GST Self-assess Amount
                          There is no box on the form for this. Please print in RED at the top of the form if GST needs to be self assessed.

                          If GST is not already included in the amount to be paid, calculate GST (Goods and Services Tax) at 5% of taxable items.

                          Do not calculate GST if the items purchased are from outside of Canada as GST will be added on a Customs Broker
                          invoice. The GST rebate is calculated by FMIS and included in the net amount charged to your ledger.

                                                                        LINE INFORMATION AND CHARGES

Amount                    This is the total amount per line to be paid, including GST & PST if applicable.

                          NOTE: A line amount may be the sum of several items/receipts. If so, all items in that line amount must have the same
                          GST/PST coding.

GST                       Please put an "X" in this box if GST is included in the amount of the invoice/receipt.
                          Note that if the entire amount have different tax treatment but have the same account code, separate the amounts into
                          multiple lines depending on their tax implications.

PST                       Please put an "X" in this box if PST is included in the amount of the invoice/receipt.
                          Note that the PST box cannot be checked if the GST box is unchecked.

Speedchart                Your Speedchart is set up with only some of the chartfields (ie Fund, Dept ID and PG if applicable). Make sure you also fill
                          in any missing required chartfields.
                          Complete the Project/Grant chartfield to allow for Speedchart verification during data entry.

Account                   Enter the Account code (6 characters) for each distribution line.
FUND, DEPT ID (ORG),
                                  Enter the required set of chartfields for verification.
PROGRAM AND
PROJECT/GRANT (PG)                a. Fund (5 characters) required
                                  b. Deptid (Org) (6 characters) required
                                  c. Program (5 characters) optional
                                  d. Project/Grant (8 characters) optional

Alternate Vendor Number           Record employee number, prefixed with "E", when a payment is made to a third party, on behalf of a UBC employee.

                                  Examples of these types of payments are travel expenses, membership dues, registration fees, vehicle leases, tuition, or
                                  relocation.

                                  Example: A group travels and one person pays for all airfare. Airfare for each person must be recorded on a separate line.
                                  Enter the employee I.D. # under Alternate Vendor section for individual separate line to ensure the University comply with
                                  the Financial Information Act.

Total                             This is the sum that adds up all the line items entered above this line.

From (Dept):/ Direct Queries to:/ The department name, identification and contact information of the originator.
Phone Number/E-mail*
                                  To avoid payment delay, these fields must be completed as the "direct queries to" person may be contacted for
                                  missing/additional information for this requisition form.

Return to/Pick-up by              Enter Name of person and Department that cheque is to be returned to if the Handling code used is CD.

                                  Enter Name of person and telephone number who needs to know when the cheque is ready for pickup if the Handling code
                                  used is PN.

Handling Code (x)*                Used to identify the method of distribution for the cheque printed from this requisition. Handling codes start with "M" ,"C" or
                                  "P" stand for Mail via Canada Post, Campus Mail or Pick up respectively. Chose one from the drop down box.

                                  When paying a UBC employee, Direct Deposit is the default payment type. The advice will be sent via Campus Mail to the
                                  payee (CN, default handling code).

                                  If an attachment is required with a cheque, the originator must prepare the attachment and forward it to cheque dispatcher
                                  at UBC Financial Service before the cheque is issued.

Separate Cheque                   Check here if you do not want this payment to be included on a cheque with other payments to this vendor. i.e. you require a
                                  separate cheque payable to the vendor for this requisition only.

Details of Payment or Summary Explanation of expenditure(s) to be paid. Attach all necessary, supporting documents.
of Attached Invoices
                              For non-residents performing services in Canada, the no. of days in Canada must be specified as this information is
                              required in the T4ANR form.

                                  For Subject payments, please include the project name and a brief description with a time frame for the study/project.

PO Exemption #                    Effective from May 1, 2009, all requisitions which is over $3,500 require to be paid under UBC Purchase Order. However,
                                  some exemptions to this $3,500 PO limit exist. Those exemptions will allow a Q-Req, with proper authorization and support,
                                  to be used to process payments over $3,500. Chose one of the exemption numbers or <$3500, N/A from the drop down
                                  box.

                                  For PO Exemption details, please refer to UBC Finance website:         PO Exemption Matrix

Authorization Signature 1 *       Enter the name of the person who has authority to sign on the Dept Id or P/G.

                                  If payee is a UBC employee, the person who authorize the requisition must be at least one administrative level
                                  above the payee.

Authorization Signature 2         If 2nd signature are required, enter the name of another person who has authority to approve payment. In most cases, this
                                  person is senior to the first signatory (known as one-over-one signing authority).

Print Name and Date               Printed/typed name of person who authorized the form. The date the form was signed by the Authorizing Signature.
(mm/dd/yyyy)                      Identify the date the form was signed by the Authorizing Signature.

Approved by                       An authorized person needs to approve the AP voucher entry once it has been completed by the data clerk.

Checked by                        An authorized person needs to have checked the AP voucher entry once it has been completed by the data clerk.

Entered by                        Initialed by the Data Entry clerk once the requisition has been entered into the PeopleSoft FMS Live system.

Date                              Enter the date that the requisition was entered into the PeopleSoft FMS Live system.
Date

Voucher Number   Enter the voucher number assigned to this requisition entered into the PeopleSoft FMS Live system.
                 This voucher number is used to assist with information lookup in both the FMS Live and FMS nQuery system.
                                               Travel Requisiton E-Form - Instructions

Purpose: The Travel Requisition Form is used to request that payments to be issued for a travel advance, a travel reimbursement, and a travel
settlement (expenses against a previous Travel Advance).

         FIELD NAME                                                   FIELD DEFINITION AND DESCRIPTION

TR_____________________
                                    The TR# is the reference number used to track the Travel Requisition form.

                                    An unique reference number can be obtained by going to this link: http://www.finance.ubc.ca/ap/index.cfm and
                                    click into the "Get a TRRequisition Number" link. For each new unique number, this screen must be refreshed
                                    each time.

Type of Travel Requisition          Please put an "X" in the box to identify the type of travel requisition from being submitted.
                                    Select Travel Claim if the requisition is for the reimbursement of travel expenses where no previous travel
   -Travel Claim                    advance is given, or if the requisition is for a corporate payment, e.g. American Express, North South Travel, etc.
   -Travel Advance                  Select Travel Advance if the requisition is for money to be given to the traveler prior to the
   -Travel Advance Clearance        commencement of the trip. Note that data can only be entered in the Advance line
                                    Travel Advance can only to issue to an UBC employee or an UBC student. only one outstanding
                                    Advance is allow for one person at any time.
                                    Select Travel Advance Clearance if the receipts/invoices are submitted with the requisition to
                                    settle/clear a previous travel advance.

Payee
                                    Enter name of payee as it should appear on cheque. Use full legal name.
(as it should read on the cheque)   Titles should not be included. E.g., Mr., Dr., etc.
                                    Do not use acronyms. (Eg. Use American Association of Dental Schools, not AADS).
                                    There can be only one payee per requisition. For multiple payees, prepare separate requisitions for each one.
                                    For individuals, use “Last Name,First Name”.

Address *                           Enter house number, street address, city, province/state, postal/zip code and country. This is the mailing
                                    address for the cheque, and is essential that it is clear and correct.

Invoice Date (mm/dd/yyyy)           Vendor's invoice date. The preferred format is month/day/year.


Payment Method (x)*                 Please put an "X" in the box clearly identifying the payment method desired for the Travel Requisition form.


                                    "Cheque" payment type should be selected if payment is to a Canadian payee with a Canadian address or a
                                    USA payee with a US or a Canadian address.

                                    "Bank Draft" payment type should be selected if the payment is to a payee/vendor who resides outside of North
                                    America. A nominal bank service charge will be added by Financial Services.

                                    "Wire" payment type should be selected if the payee/vendor prefer to have the money direct deposited into their
                                    bank account. A completed EFT form must be included as part of the supporting documentation. A copy of the
                                    EFT form is located in this link...http://fmisw.adm.ubc.ca/fmis/forms/eft_form.pdf.
                                    A nominal bank service charge will be added by Financial Services.

                                    "Direct Deposit" default payment type if the re-imbursement is to an active UBC employee. The employee
                                    number of the payee is manatory to avoid payment made to wrong person with same name.

Invoice Number                      If a vendor/supplier is being paid, this is a required field as the invoice number is printed on cheque stub.
                                    If there are multiple invoices attached to one Requisition for Payment form, please identified " # of invoices" in
                                    this field.
                                    For invoice submitted is without invoice number, enter TR# should be used.
                               For invoices paid on a staggered basis, the same invoice number is used with a suffix (-1, -2, …, -n) to denote
                               that the payment transaction originated from one invoice.

Currency (x)*                  Please put an "X" in the box clearly identifying the currency desired for the Requisition for Payment form.

                               Identify the correct currency for this requisition. If there are multiple currencies on the same requisition, please
                               convert them all to one currency and attached a copy of the exchange rate as part of the supporting document to
                               the Requisition for Payment form.

                               When paying in a currency other than USD (United States dollars) or CAD (Canadian dollars), please put an "X"
                               clearly in the desired field.

                               Please put an "X" in the "Other" box if a currency other than CAD and USD is desired and write clearly as to the
                               currency required.

                               When paying CAD equivalent to other currency; please write "$$CAD = Other Currency" on the top of the
                               Requisition for Payment form. Ie. $100 CAD = GBP

Amount of Cheque               Total amount of the payment to be made to the payee.


GST Override Amount            If a GST amount is, included in the gross amount and any part of the gross amount payable includes PST or
                               GST at a rate other than 6%, then you must record only the total GST payable here.

                               GST override can only be applied to either the first line or the last line of the charges to the project.

Vendor/Employee/Student ID#    Vendor number are available on the FMS nQuery (FMS on the web) program. Providing this number will facilitate
                               processing of your requisition in Finance.

                               If an existing vendor file is located, please write the (10 digits) vendor number in this field with the correct
                               address location number.

                               Employee number is required for any payment to an UBC employee. Enter the 7-digit Employee ID prefixed by
                               an "E".

                               If payee has a UBC student status, please provide their 8-digit student number prefixed by a "S".

                               If no existing vendor file located, please leave this field blank. Financial Services will locate/setup a file for this
                               payee.

SIN /GST#                      For any payment involves a tax form, the 9-digit SIN# of the payee must be provided.

                               If payee is a company, their GST registration number must be provided in this field.

                               Small companies not charging GST do not require a GST number. This is the Small Supplier Rule which applies
                               to small businesses that will earn $30,000 or less in a calendar year from all sources.

PREPAID EXPENSES               Please put an "X" in the box and write down the previous requisition number submitted for processing that is
                               related to this claim.
- Previous Requisition TR___   This field is required if several travel requisition forms are completed for one trip.
                               Example: The conference registration fee was paid through an earlier requisition form before the travel
                               commenced. After the trip has concluded, a new requisition form is prepared for the travel clearance. The
                               previous requisition number must be entered here for reference purposes. This field is required if several travel
                               requisition forms are completed for one trip.


                                                                  BELOW LINE INFORMATION AND CHARGES

Amount                         This is the total amount per line to be paid, including GST & PST if applicable.

                               NOTE: A line amount may be the sum of several items/receipts. If so, all items in that line amount must have the
                               same GST/PST coding.
GST                                Please put an "X" in this box if GST is included in the amount of the invoice/receipt.
                                   Note that if the entire amount has different tax treatment, but have the same account code, separate the
                                   amounts into two or more lines depending on their tax implications.
                                   Example: There is no GST on international airfare, but there is GST on the booking fee. Separate the amount of


PST                                Please put an "X" in this box if PST is included in the amount of the invoice/receipt.
                                   Note that the PST box cannot be checked if the GST box is unchecked.

TRV                                Please put an "X" in this box if the expense type is Meals or Entertainment incurred in Canada.
                                   Checking the TRV box indicates that a simplified formula can be used to estimate the GST amount and the
                                   expenditure does not have to be separated between taxable and non-taxable components.
                                   Note that if TRV is checked, both GST and PST must be unchecked.
                                   TRV cannot be used for Expense Types other than Meals and Entertainment.

Expense Type                       Use the drop box in this field on each line to assist you in identifying the type of expense is being claimed.

Speedchart                         Your Speedchart is set up with only some of the chartfields (ie Fund, Dept ID and PG if applicable). Make sure
                                   you also fill in any missing required chartfields.
                                   Complete the Project/Grant chartfield to allow for Speedchart verification during data entry.

Account                            Enter the Account code (6 characters) for each distribution line.
                                   Please use the drop box in this field on each line to assist you in identifying the account code needed to clearly
                                   describe this expense.

FUND, DEPT ID (ORG),               Enter the required set of chartfields for verification.
PROGRAM AND                        a. Fund (5 characters) required
                                   b. Deptid (Org) (6 characters) required
                                   c. Program (5 characters) optional
                                   d. Project/Grant (8 characters) optional

Alternate Vendor Number            Record employee number, prefixed with "E", when a payment is made to a third party, on behalf of a UBC

                                   Examples of these types of payments are travel expenses, membership dues, registration fees, vehicle leases,
                                   tuition, or relocation.

                                   Example: A group travels and one person pays for all airfare. Airfare for each person must be recorded on a
                                   separate line and enter epmloyee # in Alternate Vendor section to ensure the University can comply with
                                   Financial Information Act.

Total Expenses                     This is a system-calculated sum that adds all line items entered above this line.

Advance (deduct if this is a       Enter a positive amount for Travel Advances in the Amount column.
clearance)                         Enter a negative amount for Travel Advance Clearances in the Amount column. The Speed Chart, Fund Code,
                                   Dept ID and PG must be the same as the original Travel Advance.
                                   The account code 139400 must be used.

Reference# of Original Advance Enter the TR- Reference No. of the original travel advance. This field is required for travel clearances.
TR________

Net Amount to be Paid by           This is a system-calculated sum and will have an amount when Total Expenses < Travel Advance.
Traveler                           This is the amount to be paid by the traveler back to UBC as the expenses incurred during the trip are less than
                                   the Travel Advance given. Please attach a cheque payable to UBC.

Net Amount to Traveler             This is a system-calculated sum and will have an amount when Total Expenses > Travel Advance.
                                   This is the amount to be paid to the traveler as the expenses incurred during the trip are greater than the original
                                   Travel Advance given.
From (Dept):/ Direct Queries to:/ The department name, identification and contact information of the originator.
Phone #
                                  These fields must be completed as the "direct queries to" person may be contacted for missing/additional
                                  information for this requisition form.

Return to/Pick-up by                Enter Name of person and Department that cheque is to be returned to if the Handling code used is CD.

                                    Enter Name of person and telephone number who needs to know when the cheque is ready for pickup if the
                                    Handling code used is PN.

Handling Code (x)*                  Used to identify the method of distribution for the cheque printed from this requisition. M,C,P means Mail via
                                    Canada Post, Campus Mail or Pick up. Chose one from the drop down box.
                                    When paying a UBC employee, Direct Deposit is the default payment type and the advice will be Campus Mail
                                    to the payee (CN, default handling code).
                                    If an attachment is required with a cheque, the originator must prepare the attachment and forward it to cheque
                                    dispatcher at UBC Financial Service before the cheque is issued.

Separate Cheque                     Check here if you do not want this payment to be included on a cheque with other payments to this vendor. I.e.
                                    you require a cheque payable to the vendor for this payment only.

Purpose/Destination/Duration of Enter the purpose of trip and destination(s) traveled.
Trip(s)*                        Include the start and end date of the trip.

Signature of Traveler*              Require an original signature of the traveler.


Direct Supervisor's Approval       Require an original signature, a print name of the traveler’s direct supervisor and his/her title.
(signature, print name, and title)

Special Notes (Required for “S” Include in this field any additional information regarding the claim to aid in processing of the travel requisition,
or “R” Funds)                   e.g. additional personnel that accompanied the traveler, different countries visited, and any other information that
                                may explain the receipts attached.

Authorization Signature 1           Enter the name of the person who has authority to sign on the Dept Id or P/G.
                                    If payee is a UBC employee, the person who has authority to sign must have the one over one administrative
                                    level above the payee.

Authorization Signature 2           If 2nd signature are required, enter the name of another person who has authority to approve payment. In most
                                    cases, this person is senior to the first signatory (known as one-over-one signing authority).

Print Name and Date                 Printed/typed name of person who authorized the form. The date the form was signed by the Authorizing
(mm/dd/yyyy)                        Identify the date the form was signed by the Authorizing Signature.

Approved by                         An authorized person needs to approve the AP voucher entry once it has been completed by the data clerk.

Checked by                          An authorized person needs to have checked the AP voucher entry once it has been completed by the data
                                    clerk.

Entered by                          Initialed by the Data Entry clerk once the requisition has been entered into the PeopleSoft FMS Live system.

Date                                Enter the date that the requisition was entered into the PeopleSoft FMS Live system.

Voucher Number                      Enter the voucher number assigned to this requisition entered into the PeopleSoft FMS Live system.
                                    This voucher number is used to assist with information lookup in both the FMS Live and FMS nQuery system.