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Vanderbilt Procurement Processes. “How to purchase the stuff you need”. Introduction to Procurement. Vanderbilt shops. . . What do we buy? How much do we spend annually? How do we purchase items?. Overview. Procurement Mission & Roles Procure-to-Pay Process Flow Chart

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Vanderbilt procurement processes l.jpg

Vanderbilt Procurement Processes

“How to purchase the stuff you need”


Introduction to procurement l.jpg
Introduction to Procurement

Vanderbilt shops. . .

What do we buy?

How much do we spend annually?

How do we purchase items?


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Overview

  • Procurement Mission & Roles

  • Procure-to-Pay Process Flow Chart

  • Methods of Purchasing

  • Steps in the Process

    • eProcurement and PMM

    • P-card

    • Requisitions

  • Details of Requisitions

  • Internal Controls

  • Special Programs

  • Resources


  • I procurement services mission l.jpg
    I. Procurement Services Mission

    • Support all purchasing activities via:

      • Medical Supply Sourcing

      • Procurement Services

    • Execute purchasing transactions

    • Negotiate contracts on your behalf for

      • Volume discounts

      • Strong supplier relationships

      • Best products and service available

    • Manage supplier programs


    I procurement services mission5 l.jpg
    I. Procurement Services Mission

    In other words, we help you to…

    • buy what you need

    • get the most for your money

    • get the best product quality from suppliers

    • get the best service from suppliers

    • purchase items in the most timely, efficient manner possible

    • help Vanderbilt keep accurate records and data on spend


    I procurement services roles l.jpg
    I. Procurement Services Roles

    How do we do this?

    With Purchasing Agents and Sourcing Officers…

    What do they do for you?

    • What is a Purchasing Agent? Your buyer

      • information, quotes by commodity

      • paperwork execution – places the order

      • exception resolution


    I procurement services roles7 l.jpg
    I. Procurement Services Roles

    How do you work with purchasing agents?

    Use the website contact list of buyers

    Use the commodity list to find buyers

    Know the location of the two offices

    Use online reporting for answers

    If need assistance, call purchasing agents directly

    More details on this topic later!


    I procurement services roles8 l.jpg
    I. Procurement Services Roles

    How do we do this?

    With Purchasing Agents and Sourcing Officers…

    What do they do for you?

    • What is a Purchasing Agent? Your buyer

      • information, quotes by commodity

      • paperwork execution – places the order

      • exception resolution

  • What is a Sourcing Officer? Your strategist

    • Research by commodity

    • Strategies for commodity purchases

    • Negotiations by commodity


  • I procurement services roles9 l.jpg
    I. Procurement Services Roles

    How do you work with Sourcing Officers?

    Ask if we have contracts for what you are purchasing - These are recorded in our Vandy Contracts Database System and the PMM Contract Manager.

    Ask if we have preferred suppliers

    Find this info on our website

    Check supplier list for active vendors before using New Vendors if possible – but let us know about those which interest you







    Iii methods of purchasing l.jpg
    III. Methods of Purchasing

    Prime methods to order products & services:

    • eProcurement or PMM online order process

    • Purchase or Procurement Credit Card

      (“P-Card”) or “AmEx Corp Card

    • Purchase Requisitions (paper form)

      • General purchases (“A” Req) (pg 4 of appendix)

      • Capital Requisition (“C” Req) (pg 8 of appendix)

      • Consultants (“S” Req) (pg 9 of appendix)

      • Small Purchase Order (“SPO”) (pg 14 of appendix)

        See http://www.vanderbilt.edu/procurement/ for

        Preferred Purchasing Methods by commodity


    Iv steps in purchasing l.jpg
    IV. Steps in Purchasing

    • Determine product/service needs

    • Identify or select supplier

      • Engage Procurement Services as needed

    • Follow procedure for best method for the product:

      • Order online with eProcurement or PMM; or

      • Purchase with a Pcard; or

      • Fill out appropriate Requisition Form


    Eprocurement l.jpg
    eProcurement

    • New online requisition and ordering system

    • Fast, flexible and paperless

    • Automates the Dept. approval process

    • Standard process for buying supplies up to $25,000

    • Select from products from 3 different sources:

      • VU eCATalog of high volume everyday products

      • “Punch Out” suppliers

      • Over 500+ free form suppliers

    • Most orders go directly to the supplier

      http://www.vanderbilt.edu/procurement/eprocurement/index.shtml


    Pathways materials management pmm l.jpg
    Pathways Materials Management (PMM)

    • Online ordering and inventory control system used for Medical / Surgical Supplies

    • Contract Management Module

    • Electronic PO transmission (EDI) and (FAX)

    • Automated Electronic price updates (832)

    • Par Level and Template Forms

    • Approximately 2800 active vendors

      Anyone requesting a PMM login should contact the Help Desk:

      [email protected]


    Purchase card p card l.jpg
    Purchase Card (P-Card)

    • JP Morgan Chase Credit Card

    • Issued to specific users approved by Dept.

    • Limits set by Dept.

    • Used for miscellaneous purchases

    • Advantages:

      • Widely accepted by merchants

      • Convenient; allows for internet ordering

      • Reduces paperwork and need for SPOs and Demand Checks

      • More accurate record keeping

      • Insures timely payment to suppliers


    V filling out requisition forms l.jpg
    V. Filling out Requisition Forms

    The process is the same for all types of Requisitions

    • Specify Account & Center Numbers

    • Obtain required approval signatures

    • Indicate Supplier/product/prices and terms

    • Route copy to appropriate Procurement Office, keep a copy

    • Procurement executes purchase order with supplier


    Purchase requisition a req l.jpg

    Primary method used to purchase more complex goods & services

    Generally used for orders >$500

    3-part sequentially numbered form

    Requirements:

    Dept information

    Valid Account and Center Numbers

    Authorized signatures per your Dept. procedures

    Specific customer information

    Purchase Requisition (A Req)

    Pg 4 of Appendix



    Purchase requisition a req23 l.jpg
    Purchase Requisition (A Req) services

    Other Requirements:

    • Supplier contact information

      If a new supplier:

      • Federal Tax ID Number

      • W-9 data

      • Remit to Address

  • Itemize products/services & prices

  • If no supplier provided, Procurement will select or competitively bid requirements

  • For one-time orders, service contracts and blanket purchase orders


  • Purchase requisition a req24 l.jpg
    Purchase Requisition (A Req) services

    And very important….

    • Fill the form in well….

      • Slows process if poorly written, wrong or contains omissions

      • We send the form back if not complete or legible

      • Be explicit in describing items – attach forms, etc. with a note “See attached”

    • Keep your copy; send in only top copy to Procurement

    • Send to us to order – do not order items yourself. If someone has inadvertently placed the order, please note the following on the Req:

      • “Confirmed and order has been placed” – if someone in the department placed the order

      • Be sure they did not give the Req number to the vendor as a PO number.


    Capital requisitions c req l.jpg
    Capital Requisitions (C Req) services

    Pg 8 of Appendix

    • Only used for Capital Equipment purchases

    • Capital Equipment defined as:

      • Durable products w/ life expectancy >2 years

      • Purchase Price >$3000

    • Rest of process same as A-Requisition


    Consultants s req l.jpg
    Consultants (S Req) services

    Pg 9 of Appendix

    • Rules of engagement are complex

      • Office of Contract & Grants Accounting (OCGA) sets policy

    • Use “20 Rule Test” to determine relationship

    • If spend <$5000; Demand Check

    • If spend >$5000; Purchase S Req

      http://www.vanderbilt.edu/ocga/vupolicies/consulting/consulting.htm


    Special requirements l.jpg
    Special Requirements services

    Pg 5 & 10 of Appendix

    Sole Source Justification

    • For orders >$25,000 University Policy requires:

      • Competitive bidding process, or

      • Documentation justifying no-bid awards

      • Dept. Management signature

      • Requirements printed on reverse of General Purchase “A” Req & Capital Requisition “C” Req Forms


    Special requirements28 l.jpg
    Special Requirements services

    Pg 5 of Appendix

    HIPAA Guidelines

    • Health Care Insurance Portability & Accountability Act (Federal Statute)

    • Applies to products/services that directly impact protected patient information

    • May require the supplier to sign VU Business Associates Agreement (BAA)

    • Requirements printed on reverse of new Requisition Forms (A,C,S)

      http://www.mc.vanderbilt.edu/root/vumc.php?site=HIPAA


    Forms l.jpg
    Forms services

    How do I get these forms?

    • Purchase forms on eProcurement


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    Small Purchase Order (SPO) services

    Pg 14 of Appendix

    • Pre-approved purchase orders

      • (222 / 255 prefix)

    • For miscellaneous purchases <$500 in total value

    • Certain products & services excluded (list)

    • Disadvantages:

      • Paper intensive process

      • Some suppliers won’t accept

      • Can’t be used for internet ordering

    • eProcurement is a more efficient means to order supplies


    Vi internal controls for purchasing l.jpg
    VI. Internal Controls for Purchasing services

    • Foundation is the adequate segregation of duties. Reduces the likelihood that errors (intentional or unintentional) will go undetected:

      • by providing separate processing by different individuals at various stages of a transaction

      • by independent reviews of the work performed

    • No employee or group should be in a position both to perpetrate and to conceal errors or fraud in the normal course of their duties.


    Segregation of duties l.jpg
    Segregation of Duties services

    • The principal incompatible duties to be segregated are:

    Authorization or approval of transactions

    related to

    those assets

    Recording or reporting of

    related

    Transactions

    Execution of

    the transaction

    or

    transaction

    activity

    Custody of asset

    • The same person generally should not process a transaction and record or report the transaction.


    Vii campus travel management l.jpg

    VII. Campus Travel Management services

    The Vanderbilt Travel Portal

    http://www.campustravel.com/university/vanderbilt/

    Faculty and Staff Travel Portal

    Travel Tutorial

    First Time Users

    Flights

    Rail and Bus

    Hotels

    Colleague Reciprocity

    Travel Marketplace

    Travel Agencies

    Airport Parking

    Car Rental

    Internal Resources

    Meeting/Event Spaces

    Visitor’s Travel Portal

    Travel Resources


    Viii procurement resources l.jpg
    VIII. Procurement Resources services

    Comprehensive information about Procurement Services is on the web page:

    http://www.vanderbilt.edu/procurement/

    • Procurement Services

    • Medical Supply Sourcing

    • eProcurement

    • P-Card Program

    • Policies and Procedures

    • Request invoice copies to work on exceptions

    • Request purchase order copies

    • Request an encumbrance removal

    • Travel Program

    • Contacts

    • Supplier Directory

    • FAQs



    What is disbursement services l.jpg
    What is Disbursement Services? services

    Responsible for review and disbursement of the University's funds in accordance with its policies and procedures

    • Manages the Accounts Payable function

      • Reconciliation of vendor statements

      • Distribution of checks and document imaging of purchase orders and invoices for both the University and Medical Center

      • Processing and payment of all invoices


    What is disbursement services37 l.jpg
    What is Disbursement Services? services

    • Manages the ACH, wire transfer and 1099 tax reporting functions for the institution

    • Maintains the University Central demand check function

      • Travel advances and reimbursement

      • Expense reimbursement

      • Student refunds

      • Stipend payments

      • Payments for non-purchase order items.

    • Now responsible for the PCard program


    Statistics l.jpg
    Statistics services

    • 30 management and staff

    • Total funds disbursed annually: $1.8 billion

    • PCard transactions: 182,000 annually totaling $49.6 million

    • Exception vouchers resolved: 36,000 annually

    • Xbatch invoices resolved: 7,000 annuallyCustomer service calls resolved: 50 daily

    • 9,700 new vendors setup

    • 10,000 vendor records updated annually


    Statistics39 l.jpg
    Statistics services

    AP invoices processed

    415,000 annually

    38,000 monthly

    1,800 daily

    Demand checks processed

    65,000 annually

    5,400 monthly

    255 daily

    Checks distributed

    133,000 annually

    11,000 monthly

    525 daily


    What is accounts payable l.jpg
    What is Accounts Payable? services

    Primary responsibility: processing and payment of all invoices for purchases made against purchase orders (A-reqs, S-reqs, C-reqs, SPO, e-procurement, PMM) for both the University and Medical Center


    What is accounts payable41 l.jpg
    What is Accounts Payable? services

    • Additional functions:

      • Collection of credit for over payments or returned goods

      • Vendor statement reconciliation

      • Process Vendor Refund Checks

      • Process Return Checks

      • Recurring Vouchers - Equipment lease payments

      • Paymentof Fed Ex & UPS freight charges


    What is accounts payable42 l.jpg
    What is Accounts Payable? services

    • Types of invoices that Accounts Payable receives and processes

      • Paper Invoices

      • Electronic Invoices

    • Type of invoices that Accounts Payable does notprocess as these are not valid invoice types

      • Order Confirmation

      • Quotes from Vendor

      • Delivery or Packing Slips

      • Requisitionand/or Purchase Order copies


    What is accounts payable43 l.jpg
    What is Accounts Payable? services

    • Types of payments that Accounts Payable processes

      • Physical Paper Checks

      • EFT – Electronic Payments

      • ACH – Electronic Bank Transfers

      • Wire Transfers – Foreign & Domestic


    How does ap invoice processing work l.jpg
    How does AP invoice processing work? services

    • Department initiates purchase by issuance of a purchase order (following procurement services procedures) to a vendor

    • Vendor ships goods/performs services.

    • Vendor sends invoice to Disbursement Services. PO number must be referenced on invoice.

    • Disbursement Services enters invoice against PO into Peoplesoft system.


    Slide45 l.jpg

  • Each night the Peoplesoft system runs a process to match the detail of the invoice against the detail of the PO.

    • If all items are <= the PO then the invoice will be set to pay, if not then an exception will occur.


  • Slide46 l.jpg

    • Matched invoices are set to pay from the invoice date based on terms negotiated for that vendor.

      • Vanderbilt’s standard terms are net 45 days.

    • Since the system only matches the invoice to the PO (two-way match) the department is responsible for verifying that the goods/services were received and acceptable.

      • When shipment arrives compare packing list to shipment verifying completeness


    Slide47 l.jpg

  • If there is a problem with the billing and/or goods department should contact Disbursement Services to have invoice put on hold until discrepancy can be resolved.

  • Disbursement Services cuts checks for payments against PO’s each Tuesday night.

  • Checks are reviewed and mailed to vendors each Wednesday.


  • Departmental invoice reports dir l.jpg
    Departmental Invoice Reports (DIR) Packing List verifying all goods were received and billed as ordered (three-way match).

    • Currently: departments receive paper Departmental Invoice Reports (DIR) for use in the three-way match process.

      • Now also obtainable on-line from the PDS Reports for Departmental Use available on the Procurement website.

      • Effective April 6, 2009 the reports will only be available on-line.


    How can i check my invoice dir l.jpg
    How can I check my invoice (DIR)? Packing List verifying all goods were received and billed as ordered (three-way match).

    www.vanderbilt.edu/procurement

    • Click on PDS Reports for Departmental Use at the top of the page to access your reports

    • Halfway down the page under “How to Find the Reports” click on Business Objects InfoView XI Login

    • Run thePO Detail (Multiple PO’s) and the Invoice Detail (Multiple Departmental Invoice Report, DIR) for your centers and the desired time frame.


    Or run invoice summary report for the centers and period of time desired l.jpg
    OR Packing List verifying all goods were received and billed as ordered (three-way match).Run ‘Invoice Summary” Report for the centers and period of time desired


    Slide51 l.jpg
    Click any underlined voucher id on the Invoice Summary Report to bring up the Departmental Invoice Report (DIR) for that voucher


    Slide52 l.jpg

    Click on Report to bring up the Departmental Invoice Report (DIR) for that vouchermatch exceptions exist on the Departmental Invoice Report (DIR) to bring up the PO Invoice Activity Status report for that voucher


    Detailed explanation of online invoice l.jpg
    Detailed Explanation of Report to bring up the Departmental Invoice Report (DIR) for that voucherOnline Invoice

    • Invoice contains information such as:

      • Vendor name

      • Amount

      • Date

      • Voucher Number

      • Invoice Number

      • Invoice Date

      • Po Number

      • Match Status


    Does a match exception exist l.jpg
    Does a “Match Exception” exist? Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • Identify the type of discrepancy

      • If there are quantity or pricing discrepancies- contact Procurement to authorize correction or payment hold

      • If there is a duplicate invoice, credit due, or other issue- contact Disbursement Services

      • If merchandise was returned- call vendor for credit memo


    Match rules l.jpg
    Match Rules Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • Quantity/Price Check

    • Qty + tol, Unit Prc + .01 + tol

    • Accept qty=Vchr, Unit Price

    • Amount plus tolerance

    • Small Purchase Orders

    • Unit Price

    • Each Voucher <= Blnkt PO Price


    Pds reports training information l.jpg
    PDS Reports Training Information Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • Online Training to Access PDS Reports via Business Objects InfoView

      www.vanderbilt.edu/procurement

      • Click on PDS Reports for Departmental Use at the top of the page to access the Business Objects page

      • Scroll three quarters down the page to see the “Training” section


    Vice squad l.jpg
    VICE Squad Report to bring up the Departmental Invoice Report (DIR) for that voucher

    For Exceptions and Past Due invoice inquiries and resolution contact:

    Suppliers A-C

    Kevin Ward

    (615)343-2798

    [email protected]

    Suppliers D-K

    Jamillah Allen

    (615)343-6585

    [email protected]

    Suppliers L-P

    Charlotte Lawson

    (615)343-7096

    [email protected]

    Suppliers Q-Z

    Wanda Graves

    (615)343-2796

    [email protected]

    (suppliers are listed alphabetically reading from left to right-ex. Alan Smith and A Matter of Taste are both listed in the A's)


    How can i help the process l.jpg
    How can I help the process? Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • Use the preferred purchasing method

    • When ordering, verify that the vendor has the correct PO number to keep payments on track

    • Submit purchase orders to Procurement as soon as possible

    • Submit completed purchase orders to vendors


    How can i help the process59 l.jpg
    How can I help the process? Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • Always keep departmental copies of purchase orders

    • Instruct vendors to mail invoices directly to Disbursement Services

    • Review DIR’s on a regular basis- per departmental policy or monthly at a minimum

    • Promptly contact procurement or disbursements for discrepancy resolution


    Shipping account setup l.jpg
    Shipping Account Setup Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • Who are the approved Shippers for Vanderbilt?

      • Federal Express

      • U P S

    • Benefits of using approved Shippers

      • Volume discounts

      • Electronic invoicing

      • Late deliveries are automatically researched and adjusted

      • Online air bills, supply orders, and reporting


    Setting up a fed ex ups account as a vanderbilt department l.jpg
    Setting up a Fed Ex/UPS account as a Vanderbilt department Report to bring up the Departmental Invoice Report (DIR) for that voucher

    www.vanderbilt.edu/procurement

    Under “Disbursement” quick links click on “Request FedEx/UPS Account Setup”


    Setting up a fed ex ups account as a vanderbilt department62 l.jpg
    Setting up a Fed Ex/UPS account as a Vanderbilt department Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • Email to [email protected] opens

    • In the subject line of the email type “FedEx Setup” or “UPS Setup” and in the body of the email request a setup form for the account that needs to be setup

    • Sylvia Graham will then fax or email a Fed Ex/UPS set up form which will need to be returned to her in order to receive a Fed Ex/UPS account number

    • On this form type your contact information, department name, US mailing address, phone number and cost center and account number

    • Fax completed form to Sylvia Graham or scan/e-mail form to [email protected]


    Demand check processing l.jpg
    Demand Check Processing Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • Check Requests

    • Travel Forms

    • External Consultant Forms

    • Stipends

    • Wire Transfers


    Check requests l.jpg
    Check Requests Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • Payments to Individuals or Partnerships who perform a service to the University

      • Caterers, Accountants, Attorneys, Photographers, Banks, Speakers, Honoraria, Subject Participants, etc.

      • Must include full name, Social Security or Employer Identification Number and a complete mailing address for federal reporting purposes.

      • "Payment to External Consultant" Form or "Requisition for Services" Form must be used in lieu of the Check Request to pay consultants.

      • Payments for services performed in the U.S. made to individuals who are not U.S. citizens or permanent residents will be made through Human Resources to comply with federal regulations


    Check requests65 l.jpg
    Check Requests Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • Reimbursements for business expenses.

    • Membership dues to professional organizations and associations

    • Magazines, brochures, and professional trade journals

    • Postage

    • Petty Cash reimbursements

    • Advertisements

    • Requests for payment of registration fees to attend conferences, workshops, etc.

      • Check requests should charge the departmental account/center number

    • Refunds


    What is a vendor l.jpg
    What is a vendor? Report to bring up the Departmental Invoice Report (DIR) for that voucher

    A “vendor” is how we identify any payee that is not a Vanderbilt employee or student. It can be a business or an individual.


    Request comes into disbursements then what l.jpg
    Request comes into Disbursements - then what? Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • Requests marked "RUSH"

      • Drop in the RUSH tray at reception desk.

      • Sign into the Rush Log next to the rush tray.

      • 11am deadline for next day turn around

      • Emergency nature only

      • Should include a brief statement indicating the nature of the emergency requiring expedited handling of the payment.

      • Requires department head approval.


    Request comes into disbursements then what68 l.jpg
    Request comes into Disbursements - then what? Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • Regular requests

      • Dropped in tray at reception desk.

      • Normal turn around is 3-5 business days for complete requests payable to Vanderbilt employees or students

      • Vendor payments are processed within 3-5 business days and payment is released according to Vanderbilt’s standard vendor payment terms


    Request comes into disbursements then what69 l.jpg
    Request comes into Disbursements - then what? Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • All requests

      • Collected

      • Time stamped

      • Delivered to the UDCK supervisor for initial review

      • Forwarded to a processor

      • Thoroughly reviewed for accuracy, complete supporting documentation, and approval signatures

      • Also checked to ensure the request is in compliance with various Vanderbilt policies and IRS regulations


    Request comes into disbursements then what70 l.jpg
    Request comes into Disbursements - then what? Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • If everything is complete they are entered into our system and assigned a voucher number

    • Checks are cut overnight and delivered to disbursements the next morning

    • Checks are then distributed via US mail, campus mail, picked up by department personnel, or sent FedEx


    Processing the forms l.jpg
    Processing the Forms Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • Is Payee US Citizen or Permanent Resident?

      • Due to IRS regulations all payments to persons other than US Citizens/permanent residents require additional review by the HR International Tax Office.

      • Additional paperwork may be required by HR International Tax.

      • To find out more about this process:http://hr.vanderbilt.edu/hrdepts/InternationalTaxOffice.htm


    Processing the forms72 l.jpg
    Processing the Forms Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • Payee Name and Address Including Country and Phone Number

      • Regardless of check distribution include a full legal name and a current mailing address.

    • Social Security, Tax ID, or VU Employee ID Number

    • Business Purpose

      • A valid business reason for the expense.

    • Account/Center Information


    Processing the forms73 l.jpg
    Processing the Forms Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • US Dollar Amounts (may be foreign currency for Wire Transfers)

      • If receipts are in foreign currency convert them into US Dollars and include the conversion chart (specific to the date on the receipt) with the check request

    • Supporting Documentation

      • Original complete back-up documentation and/or invoice.


    What is considered appropriate supporting documentation l.jpg
    What is considered appropriate supporting documentation? Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • Business Meal

      • Date

      • Place

      • Identities of the persons who took part

      • Nature and duration of the business discussion or activity (if not otherwise apparent) 

      • Business purpose for the expense or the business benefit gained or expected to be gained. 

      • Original cash register or credit card receipts for all meals greater than $25

    Check our website


    What is considered appropriate supporting documentation75 l.jpg
    What is considered appropriate supporting documentation? Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • Alcoholic beverage costs are generally considered personal expenses

      • If reimbursement is approved, charges must always be classified separately as entertainment expenses and coded to account number 62110 regardless of the funding source for the trip


    What is considered appropriate supporting documentation76 l.jpg
    What is considered appropriate supporting documentation? Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • Honorarium

      • Something showing payee’s name, date, event, and business topic such as a printed program, flyer, or written communications with the third party

    • Reimbursement

      • Original cash register or credit card receipts for any expense over $25.00


    What is considered appropriate supporting documentation77 l.jpg
    What is considered appropriate supporting documentation? Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • Travel reimbursements

      • Non-VU personnel reimbursements

        • VU employees travel: should be submitted on the Travel Expense Report form

        • VU students travel: should be submitted on STU form

      • Itemized hotel statement showing check-in / check-out dates, room charges, taxes and fees, total amount paid and method of payment

    Training module and travel manual available on our website


    What is considered appropriate supporting documentation78 l.jpg
    What is considered appropriate supporting documentation? Report to bring up the Departmental Invoice Report (DIR) for that voucher

    • Travel reimbursements

      • If applicable receipts must be converted from foreign currency to US dollars, include a conversion chart showing the date and rate attached

      • Airline tickets should show the travelers name, beginning location and ending destination, total amount paid and method of payment


    Can i submit my credit card statement in place of all my receipts l.jpg
    Can I submit my credit card statement in place of all my receipts?

    • No: a credit card statement does not usually provided required details

    • However, if you have a receipt that got lost and cannot obtain a duplicate then you can submit a CC statement showing the charge

    • You also need to include a description of what was purchased and an explanation that the original was lost and will not be used for future reimbursement


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    Processing the Forms receipts?

    • Authorized Signature(s)

      • Minimum of two original ink signatures required for all requests

      • Approval signature: someone authorized to sign for the designated amount and center on the request

      • If signature is a copy or of someone not authorized for that center, the request will be returned to the department for additional signatures

      • Authorizing signature cannot be the same as the requestor and cannot be the payee


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    Check Request Approval Signatures receipts?

    • Demand checks may be requested by faculty or staff

    • “Requested by” and “approved by” lines of the check request must be signed by two different individuals

    • Individual approving the Check Request must be an authorized signer

    • Stamped signatures will not be accepted


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    Check Request Approval Signatures receipts?

    • Check Request cannot be "made payable to" and "approved by" the same individual

    • Reimbursements must be approved by an individual with higher authority than the payee

    • All check requests must have proper authorized approval – all authorized signatures for each center number must be on file in the Office of Financial Affairs

      www.vanderbilt.edu/procurement/reporting/sigauth.shtml


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    Processing the Forms receipts?

    • Special Handling/Mailing Instructions

      • Pick up checks: available to VU employees and students only

      • Checks payable to parties external to Vanderbilt cannot be picked up by departments or mailed to departments.

      • If an exception to this policy is needed, note the reason for the exception on the check request form. The exception is subject to approval from disbursements management.


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    Processing the Forms receipts?

    • Remittance Advice

      • Two copies must be provided

        • First remains with request for imaging and documentation purposes

        • Second is included with check

      • Mark “Remittance Attached” on form


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    How are checks distributed? receipts?

    • Regular US mail

    • US mail with a remittance included

    • Campus mail

    • Pick Up (payable to a VU employee of student)

    • Federal Express Shipping

      High dollar checks (anything over $100,000) require an additional signature on the check prior to mailing


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    What could cause a delay? receipts?

    • Any requests over $3000 from a restricted center require additional approval and time

    • Any requests over $1000 from a “9” center require additional approval and time

    • Any requests that are incomplete in any way will be delayed until completed

    • If your request is missing signatures, it will be returned to the department

    • If your request is missing supporting documentation, you will be contacted via email then phone

      • If we are unable to resolve the problem the request might be returned to the department until it can be resubmitted complete


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    What could cause a delay? receipts?

    • Any request payable to anyone who is not a US Citizen or Permanent Resident could require further review and additional approval from HR International Tax

      • If your request needs to be forwarded to HR International Tax for additional approval you will be notified via email

    • A new payee who needs to be set up in our system could require additional paperwork and take longer to get processed


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    What if a person has never been paid before? receipts?

    • Requests forwarded to vendor maintenance for set up in the payables system

      • Sometimes this can require additional paperwork and time

    • If payment is payable to a vendor for services provided and the vendor is new to the system

      • Social security number for an individual or W-9 for an organization/company will be required

      • Having this information attached to the check request will prevent possible delays


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    What if their name has changed since last being paid? receipts?

    Vendor: copy of a legal document (driver’s license, W-9, etc.) should be included with the request so the name can be updated in our system

    Vanderbilt employee: include full legal name and employee ID

    Vanderbilt student: full legal name and social security number


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    Travel Advances receipts?4-part carbon copy forms

    • RE: registrations (blue)

      • ALWAYS charged to the department account and center as registrations are never advanced to a person’s GAR account - they are paid up front

    • HD: hotel deposits (yellow)

      • Acct 14010, Center 1-97-060-0000, & linked to a GAR Acct #

    • SS: super savers (gold)

      • Acct 14010, Center 1-97-060-0000, & linked to a GAR Acct #

    • TA: travel cash advances (pink)

      • Acct 14010, Center 1-97-060-0000, & linked to a GAR Acct #


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    What is a GAR account? receipts?

    • General Accounts Receivable: account numbers issued for employees or students for official University business

    • Super savers, hotel deposits, and cash advances are tracked through the GAR account

    • Any excess money advanced over expenses incurred need to be returned to the University, referencing the GAR number in order to clear the account GAR statements are emailed monthly to the account holders

    • It is the travelers’ responsibility to clear the account in a timely manner

    • Outstanding advances (more than 90 days) are considered due and may be subject to payroll deduction


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    How do I get a GAR account? receipts?

    Contact Office of Financial Affairs to have one set up prior to advances being processed

    Form and instructions are available online

    www.vanderbilt.edu/stop/forms/uploads/GARNewAcctRequestv6.pdf


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    How do I complete the travel report? receipts?

    • Brand new travel manual and training modules

      • Step by step walk through the travel report

      • Covers everything you should need to know and is available on our website

        www.vanderbilt.edu/procurement/disbursement/training.shtml


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    External Consultant Contract and Payment Form receipts?

    • Payments for services that will not total $5000 or more

    • If travel expenses are being reimbursed but original travel receipts are not attached, the reimbursement is considered reportable

    • All signatures on the payment (bottom) portion must be original ink signatures for each payment

      • No additional supporting documentation for services is required as long as the form is complete and has a detailed description of services


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    Do you still process stipends? receipts?

    • Yes: Disbursement Services now processes undergraduate stipends only

      • They should be submitted on the usual pink form with the award letter attached

      • All other stipends are processed through HR Processing.

      • See www.vanderbilt.edu/stipends for more information and to download the appropriate forms.

      • Questions regarding this new form/process should be directed to [email protected] or call HR Processing at 343-6603


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    What if I need payment sent via wire/bank transfer? receipts?

    • We process through an international broker (They also can provide draft checks in foreign currencies)

    • Bank transfers in either foreign or US currency

    • Priority status

    • May require additional approval from HR International Tax

    • Additional fees apply


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    What if I need payment sent via wire/bank transfer? receipts?

    • Payee on the request should be the payee due the money and not the bank receiving the funds

      • All banking information needs to be supplied from the payee, included within the supporting documentation and not hand written by the department requesting payment


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    How can I get a status on my request? receipts?

    Once a voucher has been processed it will show in Business Objects

    in the Demand Check Payment Status Report.

    • Go to www.vanderbilt.edu/procurement/reporting/index.shtml

    • Navigate to the InfoView login:  Business Objects InfoView XI Login

    • Set Authentication Type to LDAP, enter your VUnet ID and e-password, and click Log-On

    • Under Public Folders, expand APPO, and then click Prod Reports. The list of available reports will be listed.


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    If your request does not show after 5 days and you have not been notified of any reason for delay you can send a status request to [email protected]

    You should get a status within 24-48 hours.


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    Questions? been notified of any reason for delay you can send a status request to

    Disbursement Services


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