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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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Accounts Payable Overview: Transition Workshop

  • Guy Wilson

  • May 2008


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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?


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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)



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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



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How will the new processes work?

We will discuss the new processes in three sections:

  • Accounts Payable process

  • Reimbursement process

  • Advance process



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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


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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




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Reimbursements

  • NU employee reimbursements will be processed using an Expense Report

  • Visitor, Student and other reimbursements will be processed using Direct Payment Requests


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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



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Expense Receipts Page

Tape Original Receipts Here

Tape Original Receipts Here

Tape Original Receipts Here

Tape Original Receipts Here



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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


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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




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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)


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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



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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


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What is staying the same?

  • Check pick up and enclosures

  • Foreign-currency payments and wire transfers

  • Automatic payments (autopays)

  • Express checks



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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



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