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Guy Wilson May 2008

Accounts Payable Overview: Transition Workshop Guy Wilson May 2008 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? General Overview

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Guy Wilson May 2008

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  1. Accounts Payable Overview: Transition Workshop • Guy Wilson • May 2008

  2. 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?

  3. 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)

  4. What are the major process changes?

  5. 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

  6. How will the new processes work?

  7. How will the new processes work? We will discuss the new processes in three sections: • Accounts Payable process • Reimbursement process • Advance process

  8. Accounts Payable Payment Process

  9. 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

  10. 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

  11. Completed DPR Form

  12. Reimbursement Process

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

  14. Reimbursements For reimbursements: • Print completed Expense Report • Attach original receipts • Obtain supervisor’s 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

  15. Completed Expense Report

  16. Expense Receipts Page Tape Original Receipts Here Tape Original Receipts Here Tape Original Receipts Here Tape Original Receipts Here

  17. Travel Authorizations (TA) and Cash Advances (CA)

  18. Travel Authorizations (TA) and Cash Advances (CA) • NU Employee or proxy will prepare a Travel Authorization (TA) online • NU employee or proxy will enter an Advance (CA) based on the related Travel Authorization (TA) • The completed TA will be printed for supervisor’s signature • TA will be routed through workflow for approval and will be sent to AP

  19. Travel Authorizations (TA) and Cash Advances (CA) • Approval of TA will encumber funds • AP will apply final approval of CA • Payment will be sent to payroll account • To reconcile an advance employee will fill out Expense Report and apply CA • Advances must be fully reconciled

  20. Completed TA Example

  21. What are the biggest improvements?

  22. 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)

  23. 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

  24. What is staying the same?

  25. 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

  26. What is staying the same? • Check pick up and enclosures • Foreign-currency payments and wire transfers • Automatic payments (autopays) • Express checks

  27. What changes do you need to plan for?

  28. 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

  29. What questions do you have? Contact us at: projectcafe@northwestern.edu

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