Purchasing and Accounts Payable

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PurchasingandAccounts Payable

• Overview of changes in
• Requisitions
• Purchase Orders
• LPOs
• 1099s
• Travel Expense Reports

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Changes in Requisitions
No longer area org numbers - You will now use a 3
character department code
PUR
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Changes in Requisitions
Requisitions are pre-numbered, alpha numeric
sequence (R plus 6 digits)
PUR
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Changes in Requisitions
Vendor codes If you currently put vendor codes
on your reqs as an aid to us, all codes are
changing. You will be able to obtain new ones
from copies of orders.
PUR
ACEHASU
Ace Hardware Supply 300 S. College Oxford, Ohio
45056
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Changes in Requisitions

• Requisitions will be picked up in the supply
  room as in the past, but a log will be kept
  recording requisition numbers with the
  corresponding department. A permission slip will
  not be required to pick up requisitions.

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Changes in Requisitions

• Where you formerly entered your CUFS account
  code, you will now enter your Banner number.
  This shall consist of
• A Chart code
• An Index code
• An Account
• An Activity code (optional)
• This could be up to a 16 character sequence and
  should be as
• C PUR000 155073 024

C PUR000 155073 024
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Changes in Requisitions

• Information entered on requisitions for purchase
  orders should be broken down as much as possible.
  Banner requires a unit cost for every item.
  Each item should be listed individually and a
  cost, if known, listed for each item.
• Requisitions with items per the attached list
  - If the items can be broken down to a reasonable
  number, they should be itemized on the
  requisition with the backup or detailed
  specifications/instructions included as an
  attachment. If the length of the list is such
  that it cannot be broken down (10 items or more)
  then include the list as an attachment.

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Changes in Requisitions

• Return all unused, un-numbered requisitions to
  the Office Supply Room in Robertson. We are going
  to send them to a printer to have them numbered
  so as not to waste forms.

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Reimbursements

• Use new requisition form
• Use department code in place of area org
  number
• Use Banner number in place of CUFS account
  code
• Two signatures are required
• Remember - Approvals must go up the ladder
• An Administrative Assistant cannot approve a
  reimbursement for their Director or Chair
• If the receipt which is attached has the
  requestors signature, this is acceptable. That
  individual will not have to re-sign the
  requisition.

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Direct Payments
(Previously Payment Vouchers)

• Use new requisition form
• Use department code in place of area org
  number
• Use Banner number in place of CUFS account
  code
• Attach ORIGINAL invoice to back of requisition

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1099s
Use new requisition form - in the vendor section
in large numbers write in 1099 Separate 1099
forms will no longer be used
1099
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1099s

• The following information is to be included when
  filling out requisitions for use as 1099s
• Social Security Number
• The name and home address of the recipient
• Country of residence
• Visa type (if non - U.S. resident)
• Actual calendar date(s) worked
• Number of days worked
• Type of payment (options on next page)
• Provide complete address (even if check is not
  to be mailed, a complete address
  must be provided to comply with IRS
  regulations)

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1099s

• Type of payment (one must be selected and listed
  on the requisition)
• Services
• Scholarship
• Fellowship
• Prizes
• Scholastic
• Service
• Contest
• Awards
• Scholastic
• Service
• Contest
• Other

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1099s
Use department code in place of area org number
PUR
1099
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1099s
Use Banner number in place of CUFS account code
C PUR000 155073 024
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1099s
1099s for prizes, awards, scholarships must be
sent to Donna Hoffman at Student Financial Aid
for approval prior to being processed in Accounts
Payable. 1099s for payment of services are to be
sent to Purchasing.
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1099s

• When Donna has approved, the processing sequence
  is as follows
• Donna forwards to Purchasing
• Purchasing forwards to Payroll (after verifying
  signatures)
• Payroll forwards to Accounts Payable
• This is a change in the processing sequence from
  CUFS. We feel this will actually speed up the
  process. All of the verification processes are
  required for IRS reporting.

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Purchase Orders
For now, departments will continue to receive
copies of purchase orders from Purchasing Banner
number will NOT appear on purchase orders. In
the future, there will be a screen available in
Banner for lookup of purchase orders by
departments. This screen will include the Banner
number. Purchase order numbers can no longer be
assigned without a requisition. Purchase order
numbers are system assigned and in order to
access the system, a requisition must be
available to enter data necessary to obtain a
purchase order number.
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Purchase Orders
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Purchase Order Invoices
Departments will no longer receive copies of
invoices advising them of payment on orders under
500. This follows the same philosophy as LPOs.
They will be paid upon receipt of the invoice
unless Accounts Payable is notified there is a
problem.
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Purchase Order Invoices
Orders for 500 - 2000 - Accounts Payable will
continue to forward a green sheet to departments
along with a copy of the invoice advising you
that payment will be processed within 3 days
unless they are notified of a problem.
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Purchase Order Invoices
Orders for 2000 or more - Accounts Payable will
continue to forward a gold sheet to departments
along with a copy of the invoice.
This form requires action on your part. You must
approve payment of this invoice either by phone,
by signing the form and returning the form or by
E-mailing the person listed on the form
indicating your approval to process. E-mail is
the preferred and most expedient method.
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Purchase Orders
There is a major change in the way information is
shown in Banner. If you go into Banner and look
at a purchase order to see if a payment has been
made, or look at your printouts, it may appear
that payment has been made. Accounts Payable
enters the invoice into the system, then sends
out notices requesting approval of the invoice.
The invoice is expensed against your account as
soon as it is entered, but is not actually paid
until approval has been received and it is
released by Accounts Payable.
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Purchase Orders
If there are changes, problems, returns or
cancellations with orders purchasing should be
advised. Advise Accounts Payable concerning
problems on invoicing Banner requires each item
to be processed individually for payment
therefore, any changes which may occur either at
the department level or by the vendor, must be
handled a change order in purchasing before the
invoice can be processed for payment.
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LPOs
No major changes in preparation of LPOs Use
department code in place of area org number
L111111
PUR
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LPOs
Use Banner number in place of CUFS account code.
C PUR000 155073 024
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LPO Reminders
An LPO does not encumber your money (if your
grant is expiring, issuing LPOs to cover the
remaining amount, will not work. The only way to
encumber your money is with a purchase
order LPOs are the preferred method of handling
pre-pays Be sure to attach the hosting form if
the LPO is for food or food related items
(available on the web from the handbook at
http//www.muohio.edu/accountspayable/ ) If you
receive an invoice with your shipment or in a
separate envelope, forward to purchasing at once
for payment. Forward LPOs to purchasing at least
once per week, no exceptions.
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Travel Expense Reports
Use department code in place of area org
number Use Banner number in place of CUFS account
code Mileage rates are increasing as of 07/01/99
from .27 to .31 Per diem rates are increasing
on 07/01/99 for certain cities. Check our web
site for exact amounts for specific cities.
http//www.muohio.edu/accountspayable/ You may
continue to use the old forms or as of 07/01/99 a
new form will be available from the web site.
This form can be downloaded and is in Excel
format. http//www.muohio.edu/accountspayable/
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Mailroom and Office Supply Room
Both areas will be using Banner numbers Mailroom
charges for fiscal year 2000 will begin the week
of June 28. The mailroom will not be able to
process Activity codes as a part of your regular
Banner number. If you used sub-orgs in the past
and want to continue by using Activity codes, you
will be required to obtain a separate Index code
and provide that Index code to us, which will
reflect the Activity code
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Comments / Reminders
Please plan in advance as much as possible. This
new system impacts numerous areas within the
university and until everyone is up to speed,
processes will be slower. If possible, contact
either Accounts Payable or Purchasing by E-mail.
Your request can then be researched and a
response forwarded to you as soon as possible If
you forwarded a requisition a few days ago,
please dont call to see if the check is cut,
yet. Standard university payment terms are net
30 days. Prepays are normally processed within 2
days Staff reimbursements are processed as
quickly as possible, normally within 3-5
days. Please be patient. This is a new system
for all of us. We know there will be some
problems. We hope these will be kept to a
minimum.
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Banner2000Finance
Purchasing and Accounts Payable Questions? Please
visit http//www.muohio.edu/financialaffairs/ ban
ner/geninfo/addtlrsrcs.htm