Entering an Online Voucher

Transcription

1 Entering an Online Voucher This training guide describes the procedure of entering an Online Voucher in NUFinancials. Before you begin... Upon completion of this guide you will be able to enter an Online Voucher for the following occasions: Direct Payment Request (DPR). A DPR is used for registration fees, subscriptions, memberships, renewals, research subject fees, unplanned emergency equipment repairs, and recurring payments such as rent or utilities. Visitor s Expense Report. This is to reimburse individuals who are not university faculty or staff, but who have incurred expenses for University-approved, business-related expenses, including transportation, lodging, and other travel or non-travel costs. Contracted Services Form (for U.S. Residents). This is for payment to individuals for contracted services (i.e. consulting, speaker fees, honoraria etc.). Who has access? Users with the AP Online Voucher role in NUFinancials What documentation is needed? Accounts Payable accepts scanned and attached signatures and documents. For a Contracted Services Form (CSF) charged to a nongrant chartstring, attach a signed and approved CSF to the Online Voucher. For a Contracted Services Form (CSF) charged to a grant chartstring, the original signed and approved CSF must be sent to ASRSP for their approval. ASRSP then forwards the CSFs to Accounts Payable for approval. For vouchers over $25,000.00, the Bid Documentation Form (BD-1) or the Sole Source Justification Form (SSJ-1) must be completed and attached to the voucher. What does it affect? The voucher appears as an expense on your budget when it is successfully budget checked. Where to get help? Contact the Help Desk at HELP (4357) or consultant@northwestern.edu Page 1 of 14

2 Navigation: NUPortal > Financial > tab > Online Voucher Entry Page or NUFinancials Accounts Payable Vouchers Add/Update Online Voucher Step 1: Add a New Value Note: Allow pop-ups before entering a voucher. Accept the default values as they appear on the screen. Click Add. Page 2 of 14

3 Step 2: Enter Header Information 1. Enter the Invoice Number from the document you are paying. Numbers and/or letters may be used. Use the barcode number for a Visitor s Expense Report or Contracted Services Form. An Invoice Number can only be used once per vendor. 2. Enter the Invoice Date/service date from the document you are paying or enter today s date. 3. Look up the Vendor. 4. Select a check Handling Code by clicking on the magnifying glass (see page 6). 5. Select the Voucher Type from drop-down menu: Direct Payment Request; Contracted Serv - US Resident; or Visitor s Expense Report. Page 3 of 14

4 Step 3: Look Up Vendor When you click Advanced Vendor Search on the Voucher Entry page, the Vendor Lookup appears (shown below). 1. Enter Search Criteria. 2. Click Search. From the Search Results, review the vendor s remit-to Address for accuracy. 3. Click the checkmark icon on the line you wish to select. If the vendor is not found, or the vendor address is not correct, complete the Vendor Add/Update request on the NUPortal. The voucher cannot be completed until the vendor exists. Page 4 of 14

5 Step 4: Look Up Payment Handling Code Select the appropriate check Handling Code by clicking its Description. EN Enclosures; mail check with an enclosure (invoice copy, subscription form, etc.).* HC Hold for pickup Chicago; send the check to the Chicago Bursar s office (Abbott Hall, Room 130) for pickup.* HE Hold for pickup Evanston; hold the check in Accounts Payable (2020 Ridge) for pickup.* RE Regular mail; mail the check when it is ready (default). *Comments are required for Enclosures and Hold for Pickup. Refer to Step 6. Page 5 of 14

6 Step 5: Add Attachments (for DPR, Visitor s Expense Report, and non-grant Contracted Services) Attach scanned document files supporting payment or expense (invoices and visitor s receipts, etc.). Refer to Documentation and Scanning Tips at the end of this guide. For a Contracted Services Form (CSF) charged to a non-grant chartstring, attach a signed and approved CSF to the Online Voucher. For a Contracted Services Form (CSF) charged to a grant chartstring, the original signed and approved CSFs must be sent to ASRSP for their approval. ASRSP then forwards the CSFs to Accounts Payable for approval. Refer to Online Voucher Policies at the end of this guide. 1. Click Attach. Result: The document browser appears (shown below). 2. Click Browse and locate the scanned file. Select the file and click Open. 3. Click Upload. 4. Click View after attaching to verify that attachment is legible. To remove an attachment, click the minus sign (-). To add another attachment, click the plus sign (+). Page 6 of 14

7 Step 6: Enter Comments Enter a Message to Vendor (optional, limited to 70 characters). This message will be printed on the check stub in addition to the Invoice number. Message to vendor can include customer account, payment description, contact info. etc. Enter a Payment Instruction for AP (limited to 254 characters). For handling code Hold for Pickup, include the name and phone number of the person picking up the check. For handling code Enclosures, specify which document(s) should be enclosed with the check. Note if any paper attachments are being sent via campus mail (see step 10 for print instructions). Accounts Payable asks that you be clear but brief in your message. Page 7 of 14

8 Step 7: Enter Invoice and Distribution Lines 1. Enter the Total Invoice Amount. 2. Enter the Purpose of payment. 3. Enter Invoice Line(s). Enter a Line Description for each line appearing on invoice or payment form. Confirm Amount (populated from Total Invoice Amount). Edit the amount for multiple Invoice Lines. To add more lines, click the plus sign (+). 4. Enter Distribution Line(s). Confirm Amount to be charged to chart string (populated from Total Invoice Amount). Edit the amount for multiple Distribution Lines. Enter chart string. To add more lines, click the plus sign (+). (Note: A Prompt appears asking you to Enter number of rows to add. ) Page 8 of 14

9 Step 8: Save and Budget Check the completed voucher Click Save & BudChk (the voucher appears as an expense on your budget when it is successfully budget checked). Alternately, you can save for later by clicking Save. Upon saving, you will see a Confirmation, Error, or Warning message: Confirmation message: Voucher ID has been saved and budget checked. Click OK to continue. Record the Voucher ID on any paper attachments you are mailing. Error message: Duplicate invoice detected Verify that this invoice has not been previously paid. Change the invoice number if unpaid, Save & Budget Check again. Warning message: Budget Check Warnings Exist The voucher amount exceeds the available chartstring budget. However, it has passed the Budget Check and you may proceed. Click OK to continue. Page 9 of 14

10 Step 9: Review Statuses, Save & Submit Budget Statuses: Valid: Budget Check is successful. Blank. Voucher has been entered, but not saved, and budget check has not been performed yet. Not Chk d. Voucher has been saved but not budget checked. Error Exceptions. Click Exceptions to view budget errors. Refer to the Tracking & Troubleshooting Online Vouchers job aid. Approval Statuses: Pending. Voucher has been saved but not submitted. In Workflow. Voucher has been submitted for approval. 1. Upon a Valid Budget Status, click Save & Submit. 2. Upon successful submission, the Review Voucher Approval page appears. 3. Click Return to go back to the voucher. Page 10 of 14

11 Step 10: Print (optional) Once the Approval Status is In Workflow Optionally, click Print for a PDF version of the completed voucher which can be saved or printed and submitted with paper documentation sent to approvers. To create a new voucher, click Add. Page 11 of 14

12 Step 10: Print (continued) This PDF page can be saved or printed and submitted with any paper documentation sent to approvers. Page 12 of 14

13 Appendix A - Online Voucher Policies Type of Payment Request Uses Submission Method Signatures Needed Original? Documentation Needed Original? Direct Payment Request (DPR) Registration fees, subscription renewals, membership dues, unplanned, emergency equipment repairs, research subject fees, direct billed services (ex. staffing agency fees, hotel charges when hosting a conference), Online Voucher with attached electronic documentation NUFinancials workflow approvals related to chart string no Invoice or other support for expense no Petty cash and wire transfers continue to use the paper Direct Payment Request form. Visitor's Expense Report Reimbursement of individuals who are not university faculty and staff, but who have incurred expenses for university approved, business related expenses, including transportation and lodging Online Voucher with attached electronic documentation Visitor, Department, Dean, or Principal Investigator, as necessary, on form, then NUFinancials workflow approvals related to chart string no receipts or other support for expense no Contracted Services form charged to a non-grant chartstring to U.S. resident independent contractor individuals, honoraria Online Voucher with attached electronic documentation Contractor, Department, Dean, as necessary no Contract supporting expense no Contracted Services form charged to a grant chartstring to U.S. resident independent contractor individuals, honoraria Online Voucher and physical submission of supporting original signatures and documentation to ASRSP (attachment of electronic copies is optional) Contractor, Department, Dean, or Principal Investigator, as necessary yes Contract supporting expense yes Page 13 of 14

14 Appendix B Documentation and Scanning Tips It is recommended that original documentation not submitted to Accounts Payable should be retained by departments for 3 years for audit purposes. A Contracted Services Form, fully completed and signed, can serve as sole documentation, if appropriate. PRS will be part of workflow approvals for all vouchers over 25K. PRS will still require BD-1 or SSJ for Direct Payment Requests over 25K. When submitting proof of mileage to ASRSP for expenses on sponsored project chart strings, you may use Google Maps or MapQuest to calculate mileage. However, in order to stay within attachment size limits, please submit only the page that shows (in text) the names of the start and end points as well as number of miles driven. The accepted file formats are XLS, XLSX, DOC, DOCX, JPEG, PDF, TIFF, TIF, and ZIP Resolution of 200x200 DPI. You may attach 5 MB per individual attachment up 20 MB (Megabyte) total per transaction. 1 MB = 1000 KB Do not include a period in your file name, as it interferes with the file extension verification: John.smith.pdf = incorrect John_smith.pdf = correct Preview scanned documentation for file size and legibility. Illegible files will be returned by Accounts Payable. Receipts with faint print should be copied and darkened for scanning. Do not use dark-colored highlighters to mark names, invoice numbers, or important information. The highlights scan as blacked out. Black out sensitive information such as Social Security Numbers. Tape small receipts to an 8 ½ x 11 white sheet of paper. Be sure to tape all four sides to white paper. Clear adhesive tape should not be placed on top of important information when prepping for sending or scanning. Scanners and fax machines do not read through clear adhesive tape, thus anything under the tape, while legible to the human eye, is not legible to the scanner/fax. In particular, do not tape over cash register receipts as the print disappears. Make sure no staples are used. They can damage the scanner. Page 14 of 14