Accounts PayableTravel

1
Accounts Payable/Travel Proudly
Presents THESE ARE THE DAYS OF OUR LIVES
2
Tools Utilized

• FRS (Financial Records System)
• On-line System
• dPR System
• PSOS (Personnel Services Operating System)
• Employee payments
• SIS (Student Information System)
• Student Payment
• Docuware (Imaging System)
• AP file cabinet
• W9 file cabinet
• UIS
• Statistical Data
• Foreign Travel data

• Internet Web Sites
• JP Morgan Chase Paymentnet
• Share Point Procedures
• Federal Express shipping / tracking
• Artic International - GLACIER
• Wellsnet (ie wires/drafts/ach)
• FX Converter - Exchange rates
• Vendor Websites
• And many more
• ISW (Information Services Web)
• AP Invoice Document Images
• Check Information
• Dakotacom.net Invoicing
• Fed Ex Invoicing
• Electronic Reports
• E-Forms
• FSO Applications
• Pcard Images

3
Policy References

• ABOR Policy
• State of Arizona Policy (ie Travel lodging,
  meals, etc)
• FRS Departmental Manual/Policy
• IRS Regulations
• Procurement and Contracting Policy
• Human Resources Policy
• Risk Management Policy

4
Information Services Web
5
Scene I

• Act 1 Travel Skit
• Act 2 Travel Summary
•  

6
Travel

• Valid business purpose is needed.
• The travel has a legitimate business purpose in
  the best interest of the university.
• Also follow the IRS Accountable plan, which
  indicates that
• Reimbursements or other expense allowances made
  under an accountable plan generally are
  nontaxable and do not have to be reported by the
  employer on the employees Form W-2. See 14.12
• Date and Time of Departure/Arrival
• These items are needed to determine how meal per
  diem is calculated. We follow state guidelines
  for meal reimbursement rates and how partial meal
  per diems are calculated. See 14.13, paragraph
  4.
• Employee/Traveler signature is required
• Employee Reimbursements - Signature Requirement
  For reimbursement of business-related expenses,
  the original signature of the employee is
  required on the Check Request/Expense Report.
  This responsibility cannot be delegated
• Valid FRS Account is needed
• Authorized Approver Signature
• FRS Screen 09x
• E-Signature database

7
Travel

• Valid receipts attached
• Must be kept on file in FSO-Operations for
  auditing purposes. See 14.16, Receipt
  requirements.
• Conference designated lodging does not fall under
  the state default rates.
• Conference designated lodging exempts conference
  hotels from established lodging allowances. See
  14.14, paragraph 5, Note 3.
• Miscellaneous Duties
• Travel Advances/Travel Advance Settlements
• Employee Reimbursements via Check Requests
• Payment to Vendors for employee related travel
  items

8
Scene II

• Act 1 Check Request Skit
• Act 2 Check Request Summary
•  

9
Check Request

• Mailing address incorrect or not supplied
• Social security number not provided
• W-9 required for new vendors
• Three questions not answered incorrectly
• Student? Employee? US Citizen?
• Check above in PSOS SIS
• Frozen FRS account or missing
• Invalid object code or missing
• Business purpose
• Authorized signer signature missing (FRS screen
  09X or 09W)
• Additional approvals required (amount, sponsored
  projects, etc.)
• Signatures must match e-signatures
• Invoice missing or does not meet criteria
• Missing ICON form

10
Check Request

• Itemized receipts
• Number of attendees and relationship to the
  University
• Supporting Documentation missing (flyer, letter
  of invitation etc.)
• Study name
• Job number if interview
• Foreign documents not included
• Amounts do not match
• Late Submission for reimbursement
• Should be within 10 days
• Unallowable expenditures
• Does not meet policy requirements
• Policy requires expense submitted via dPR System
• Prepaying on check request
• Need original check request

11
Scene III 

• Act 1 Purchase Order Skit
• Act 2 Purchase Order Summary
•  

12
Purchase Orders

• No purchase order referenced on the Invoice
• No funding on the purchase order
• Waiting for approval to pay from department
• Waiting for receiving to be entered on the
  purchase order

13
Scene IV 

• Act 1 Vendor Maintenance Skit
• Act 2 Vendor Maintenance Summary
•  
•  

14
Vendor Maintenance Overview

• Purpose
• Maintain a database for University vendors,
  employees, students, and non employees in FRS to
  initiate and track payments and taxation
  information
• Responsibilities
• Assist the Purchase Order, travel, check
  request and payroll teams in creating or changing
  information in the Vendor database. Ex setting
  up new vendors, or changing existing vendor
  information to reflect current information.
• Review new set ups and changes for tax
  reporting requirements. Contact vendors when
  necessary to obtain initial or updated w9 forms.
• Determine what type of vendor needs to be
  created, new number, scrolling number (same
  vendor different remits, such as Universities)
  reestablish a existing vendor number
• Research current vendor information for
  duplication of vendors (i.e. same vendor, more
  than one vendor number, freeze or modify these
  duplicate vendors) overall maintenance of the
  vendor file.

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Scene V

• Act 1 Check Control Skit
• Act 2 Check Control Summary
•  
•  

16
Check Control

• Checks
• ACH
• Domestic Wires
• International Wires
• Foreign Wires
• Foreign Drafts
• PCard

17
Epilogue

• Introduction of Cast and Crew

18
The Cast Crew

• Travel Team Check Request Team
• Mike Goodyke Lois Kimball
• Alvera Pope Betty Shambo
• Roberta Carrillo Jolene Elliott
• Jamie Hussell Marisela Figueroa
• ?
• Purchase Order Team
• Joseph Moreland
• Sang Mi Bowen
• Mary Baum
• Yvonne Krok
• Juanita McCune
• Amanda Wong

19

• Check Control Team
• Dianne Richardson
• Megan Sego
• ?
• Specialty Area
• Vendor Maintenance Diana Greer
• Foreign Payments Amy Dougherty
• ?
• Management Team
• Tammy Strom - Jose Montante
• Hollie Apodaca - Dorothy Ashton

20
Training

• One on One training with departments via customer
  service
• Campus training
• Travel Training
• ISW FSO Resources Training
• Upcoming - We have been hard at work on
  developing additional training for the campus
  community on Payments to foreign Individuals
  utilizing the GLACIER program.

21
Projects

• Purchase of new check folding machine
• Maintaining current procedures
• Foreign Travel Tracking/Reporting
• Assisting in testing Sci Quest / AZ Buyways feed
  into FRS.
• FRS Enhancement - Multiple addresses for vendors
• Kuali - AP/Purchasing Module
• IKON/Xerox electronic invoicing ISW project.

22
Q A Session Thank you for your time