FINAPS and Prompt Payment Review

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FINAPS and Prompt Payment Review

• Mike Glisson
• UH Accounts Payable
• September 28, 2000

2
Creating a Voucher

• VCHM Screen
• Choose the vendor
• Choose the type of account
• Choose the type of voucher
• Enclosure or special instructions (optional)

3
Creating a Voucher

• VODM Screen
• Type of transaction
• FRS account number
• Subcode or account control
• Amount
• Description
• Invoice number
• Dates (order, invoice, invoice rcvd, delivery)
• Reference No. and P or F (if applicable)

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Creating a Voucher

• LDT Screen
• Special instructions (if s entered on VCHM)
• Purpose/benefit statement
• Contract or blanket PO balance info
• Additional info required for payment
• Requested payment date
• Request to refuse interest

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Inquiry in FINAPS

• VCHS Screen
• Type SEL at NEXT
• Search by Ref No., Invoice No., Description,
  Voucher No., Vendor No., or Vendor Name
• Five screens wide (press arrow key and ENTER)
• Pending partition P unprocessed vouchers
• Current partition C processed vouchers

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Inquiry in FINAPS

• VODI Screen
• Enter voucher no., suffix, and partition (p or c)
• Includes
• suffix amount
• payment due date
• requested payment date (if applicable)
• AP clock date
• interest control flag/reason code (if applicable)
• check number and date
• Type LDT at NEXT to view LDT

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Inquiry in FINAPS

• VCHI Screen
• Includes
• voucher amount
• AP status
• selected info for each line of voucher
• Type HIS at NEXT to view history of voucher
• Type LDT at NEXT to view LDT

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Inquiry in FINAPS

• VNDS Screen
• Search by vendor name or number
• Vendor number includes
• type of vendor (1st digit)
• 1 is corp, 2 is individual, 3 is foreign or
  state, 4 is student
• SSN or federal ID number (2nd-10th digit)
• check digit (11th digit)
• mail code (12th-14th digit)
• H for vendors on hold
• DF for vendors paid direct deposit (state only)

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Inquiry in FINAPS

• CHKI Screen
• Enter UH check number (7 digits)
• View voucher lines paid on check
• Reconciled means it has cleared UH bank
• WARI Screen
• Enter state warrant number (9 digits)
• View voucher lines paid on warrant

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Prompt Payment Dates

• Payment Due Date 30 days after later of
• Invoice received date
• Delivery date (goods received or services
  completed)
• Requested Payment Date pmt before PDD
• Department inputs request in LDT
• Accounts Payable approves request and enters in
  FINAPS

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Requested Payment Date

• Price discount (PD)
• Attach invoice with price discount
• Submit voucher at least 5 days before discount
  deadline
• Vendor agreement (VA)
• Stated in PO or contract
• Stated on invoice is not sufficient
• Implied by nature of transaction
• membership, registration, subscription, lease

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Requested Payment Date

• University student (US)
• Reimbursement
• Stipend or scholarship (may be future date)
• Intra-university transaction/transfer (IU)
• Move expenses between state and local accts
• Payment to a UH auxiliary

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Requested Payment Date

• Interruption of normal operations (NO)
• Utility payments
• Other critical payments - justify
• Recurring transactions with vendor (RT)
• Boise Cascade, Airborne Express, etc.
• Other vendors with frequent transactions
• Government agency (GV)
• Local, state, or federal agency

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Requested Payment Date

• Not subject to payment scheduling (NT)
• Not payments for goods or services
• Auxiliary refund to customer, etc.
• Vendor hardship/relationship (HS)
• Small business would suffer hardship
• Repeated use requires statement from vendor
• UH employees - automatic
• Ledger 9 - automatic

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Late Payment Interest

• Calculation 1 per month X late payment
• Automatically calculated and added to pmt
• Separate voucher automatically created for
  interest
• Charged to subcode 5179
• Charged to same account as late payment
• College/division receives monthly reports

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Refusing Interest

• No invoice received (NI)
• Payment based on contract, lease agreement, etc.
  only if vendor will not supply invoice
• Invoice is a written demand for payment
• Federal contract prohibits timely pmt (FC)
• Terms of federal contract or grant that prohibit
  timely payment must be explained
• Does not apply to all federal grants or contracts

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Refusing Interest

• Invoice mailing instructions on PO or contract
  were not followed (MI)
• PO invoices should be mailed to AP
• Departments may give vendor written instructions
  for other invoices
• Disputed payment (DP)
• Dispute over invoice or delivery
• Must notify vendor within 21 days of invoice
  receipt

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Refusing Interest

• General Services Commission granted exception
  (GE)
• No exceptions granted currently
• Automation issue (AI)
• Payment for consultant or professional services
• subcodes 3002-3027, except 3020 and 3025
• Vendors on hold with state - automatic, if on
  hold first time payment is scheduled

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Refusing Interest

• Agency discretion (AD)
• Payments to UH students
• Payments UH auxiliaries, except
• Barnes and Noble Bookstore
• University Copy Center
• Chartwells
• Computize (Cougar Byte)
• UH employees - automatic
• Ledger 9 - automatic

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Forcing Interest

• Direct payment to travel vendor (DT)
• Payment to travel agency, hotel, rental car
  company, travel credit card company under travel
  subcode (75XX)
• Only pays interest if payment is late
• Accounts Payable will input

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More About Prompt Pmt

• State Comptrollers Web Site
• http//www.window.state.tx.us/comptrol/san/fm1.htm
  l
• Includes
• overview of prompt payment (under For Vendors)
• web-based training on prompt payment (For State
  Agencies)
• prompt payment interest calculator (For State
  Agencies)