Enter Title Here

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Accounts Payable Overview Transition Workshop
Guy Wilson May 2008
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We will answer these questions

• What are the major process changes?
• How will the new processes work?
• What are the biggest improvements?
• What is staying the same?
• What changes do I need to plan for?

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General Overview

• Accounts Payable will utilize two PeopleSoft
  modules to generate payments
• Accounts Payable Module
• Expenses Module
• Expense Reports
• Cash Advance (CA)
• Travel Authorization (TA)

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What are the major process changes?
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What are the major process changes?

• Accounts Payable
• Direct Payment Request (DPR)
• All invoices will be sent to AP including
  blanket invoices
• Expenses
• NU employee reimbursement process
• Process for requesting and obtaining advances
• General Changes
• Bursar Cash Advances discontinued
• Direct deposit of employee reimbursements

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How will the new processes work?
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How will the new processes work?

• We will discuss the new processes in three
  sections
• Accounts Payable process
• Reimbursement process
• Advance process

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Accounts Payable Payment Process
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Direct Payment Requests (DPR)

• Do not require PO
• Are allowed for certain categories of payments
• The following categories will require the use of
  the DPR form
• Registration fees
• Subscription renewals
• Membership dues
• Unplanned Equipment repairs
• Research Subject fees

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Direct Payment Requests (DPR)

• The following categories will also use the DPR
  process but will have their own forms
• Independent Contractor payments
• Student Travel Reimbursements
• Visitor Travel Reimbursements
• The DPR process cannot be used to pay invoices
  for the purchase of products that should have
  been ordered using a PO

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Completed DPR Form
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Reimbursement Process
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Reimbursements

• NU employee reimbursements will be processed
  using an Expense Report
• Visitor, Student and other reimbursements will be
  processed using Direct Payment Requests

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Reimbursements

• For reimbursements
• Print completed Expense Report
• Attach original receipts
• Obtain supervisors signature
• Business Office applies approvals in workflow and
  sends documentation to AP
• AP reviews and applies final approval
• Payments will be sent to payroll account

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Completed Expense Report
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Expense Receipts Page
Tape Original Receipts Here
Tape Original Receipts Here
Tape Original Receipts Here
Tape Original Receipts Here
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Travel Authorizations (TA) and Cash Advances (CA)
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Travel Authorizations (TA) and Cash Advances (CA)

1. NU Employee or proxy will prepare a Travel
   Authorization (TA) online
2. NU employee or proxy will enter an Advance (CA)
   based on the related Travel Authorization (TA)
3. The completed TA will be printed for supervisors
   signature
4. TA will be routed through workflow for approval
   and will be sent to AP

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Travel Authorizations (TA) and Cash Advances (CA)

1. Approval of TA will encumber funds
2. AP will apply final approval of CA
3. Payment will be sent to payroll account
4. To reconcile an advance employee will fill out
   Expense Report and apply CA
5. Advances must be fully reconciled

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Completed TA Example
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What are the biggest improvements?
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What are the biggest improvements?

• More expeditious payments
• Automated notification to process Receipts
• eInvoicing from some iBuyNU vendors
• Improved vendor code management and tracking
• Credit processing
• Direct Payment Requests (DPR)

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What are the biggest improvements?

• Tolerance will be set at the line level of the PO
  
• Freight amount does not affect tolerance limit
• Longer invoice number field
• Check-sorting codes used to segregate checks
• Control Groups will reduce errors
• Closer relationship with Purchasing

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What is staying the same?
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What is staying the same?

• University policies
• AP will review reimbursement requests and
  receipts
• Some paper forms and receipts will still be
  needed
• All advances must be fully reconciled
• Travel Exception process

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What is staying the same?

• Check pick up and enclosures
• Foreign-currency payments and wire transfers
• Automatic payments (autopays)
• Express checks

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What changes do you need to plan for?
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What changes do you need to plan for?

• Training for Faculty and Staff on these new
  processes
• Set up comprehensive approval processes
• Obtain P-cards
• Be patient

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What questions do you have?
Contact us at projectcafe_at_northwestern.edu