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How to Process Payment Documentation Flipbook PDF
How do I receive access to ImageNow? Go to the Accounting Services website http://und.edu/finance-operations/accounting-
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How to Process Payment Documentation
Presented by Allison Peyton March 19, 2013
March 19, 2013 UND Accounting Services
Meet our Staff • Our staff
How do I receive access to PeopleSoft? http://www.und.nodak.edu/cnd Finance Access
March 19, 2013 UND Accounting Services
Go to the Connect “U”ND website
How do I receive access to ImageNow? http://und.edu/finance-operations/accounting-services/ Other Forms ImageNowNewUserRequestForm
March 19, 2013 UND Accounting Services
Go to the Accounting Services website
Accounting Services Web Page
March 19, 2013 UND Accounting Services
• Payment Processing Page
Expense Table • For a quick reference when processing payments, check out our payment processing page on our website.
March 19, 2013 UND Accounting Services
• Use the Expense Table in the quick links to see what documentation is necessary for your payment. Expense Table
Other Quick Links & Help
March 19, 2013 UND Accounting Services
• Also on our payment processing page are other helpful reference tables. They are listed in the links. Other training and information is available on the Help tab
Glossary & Forms • Glossary
• Where to find our forms • Click on the link for Forms under the heading “other” in either the tree on the left or in the body of the Accounting Services Home Page
March 19, 2013 UND Accounting Services
• Under Resources on our web page
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, can be processed with an e-Form in ImageNow, or charged on the Purchasing Card.
March 19, 2013 UND Accounting Services
• Appendix A of the NDUS Accounting Manual (page 87)
Awards and Prizes • Awards to employees are subject to tax withholding and should be processed through the Payroll Office.
• 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.
March 19, 2013 UND Accounting Services
• Awards to UND students that are considered financial assistance should be processed through the Student Financial Aid Office
Cellular Phones • University of North Dakota allows the purchase of mobile devices and wireless plans for individuals and departments.
• In limited cases, and when the employee does not have a University-owned mobile device or does not receive a monthly payroll amount, UND may reimburse an employee for the expense of a personal mobile device plan if business usage costs the employee more than the price of their personal plan, and the reimbursement does not occur on a regular basis. Due to the nature of certain global travel, exceptions may exist. • Any provision for a cell phone or mobile device, whether through monthly payroll amount or UND-owned device, is at the sole discretion of an employee's supervising department and based on availability of funds. • Policy: Cell Phones and Other Mobile Devices (2.18)
March 19, 2013 UND Accounting Services
• If a UND mobile device and wireless plan are not provided, UND allows, but does not require, a department to pay an employee a taxable monthly payroll amount to defray expenses for business use of the mobile device.
Dues and Memberships • 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. • The original invoice must be included with the electronic payment request 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.
March 19, 2013 UND Accounting Services
• 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.
Employer-Employee Relationship
• 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.
March 19, 2013 UND Accounting Services
• 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 an eForm through the Accounting Services Office provided:
Equipment Purchases
These types of items include 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.
March 19, 2013 UND Accounting Services
• 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.
Excluded (Debarred) Vendors • UND is required to comply with OMB Circular A-110, which addresses debarred and suspended parties.
• The list of federally excluded and suspended parties is available at www.sam.gov. • Further details and instructions can be found on the Purchasing website http://und.edu/finance-operations/purchasing/sam.cfm . • Please contact Purchasing if you have any questions on Excluded vendors.
March 19, 2013 UND Accounting Services
• Beginning August 1, 2005, UND had added a compliance acknowledgement to all Purchase Requisitions and payment requests. The department will be responsible for the review of the list and that the vendor submitted on the requisition or eForm is not debarred or suspended.
Licensed Logo Vendor
• 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
March 19, 2013 UND Accounting Services
• 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 statement of account. Payments via eForm will not be paid after first warning.
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.
March 19, 2013 UND Accounting Services
• Departments can utilize the invoices for services form or the agreements located at http://und.edu/finance-operations/purchasing/forms.cfm
• Effective July 1, 2009, purchases for software licenses of $5,000 or more will require a Purchase Requisition (PR) through Purchasing. All purchases of software that are $5,000 or more will be reviewed by the Office of the Chief Information Officer. • Departments may purchase if less than $5,000 on the University Purchasing Card or eForm without a PR if it meets the following criteria: • Off-the shelf or click-through application software with standard end user license agreements • Online resources (e.g. training tutorials, reference collections) with standard end user license agreements. • Support, upgrades and renewals of existing software
Software purchased through campus software agreements from ITSS is exempt from the software purchasing procedures.
March 19, 2013 UND Accounting Services
Software Licenses
Licenses
• Grants, cooperative agreements, and contracts normally do not allow these expenditures.
March 19, 2013 UND Accounting Services
Payment for professional licenses related to an individual’s employment is allowable if the license is required or preferred on the Staff Requisition Form or Faculty Request to Recruit form; included in the Position Description, or adds value to the quality of instruction, research or services to Students and/or the University.
Missing Receipt/Invoice
March 19, 2013 UND Accounting Services
• 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.
Payment Documents We currently process four different types of payments utilizing two different processes.
• All Non-PO invoice payments • PO payments (there is no eForm for these payments) • Blanket Purchase Order Payments
•
Purchasing Card
March 19, 2013 UND Accounting Services
• ImageNow eForm and Workflow
Payment Documents What is an eForm?
• This electronic process is also utilized for purchases less than $5000 to meet the small day-today 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 an eForm. Please refer to the Account Listing to obtain this information.
March 19, 2013 UND Accounting Services
• We recently implemented a paperless payment process using a software called ImageNow. We use ImageNow to process payments for a large variety of items used by departments on a day-to-day basis. Non-employee & student travel as well as food purchases are also processed this way. In order to obtain all the information we need, an electronic form – or eForm – is completed within ImageNow
What is a PO PAYMENT? • 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 standard Purchase Order. • 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.
March 19, 2013 UND Accounting Services
Payment Documents
Payment Documents
• A Blanket Purchase Order number is obtained from the Purchasing Office by completing a Purchase Requisition. • If the invoice is received by the department it should be forwarded to Accounting Services to enter into the ImageNow process.
March 19, 2013 UND Accounting Services
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 an eForm.
Payment Documents What is a PURCHASING CARD?
• 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 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://und.edu/financeoperations/purchasing/purchasing-card.cfm
March 19, 2013 UND Accounting Services
• The purchasing card is a credit card issued in the name of the UND employee, to employees designated by UND management, to make purchases