administrative support workshop
DESCRIPTION
Administrative Support Workshop. January 16, 2014. WELCOME. Introduction Accounts Payable Payroll General Ledger. Accounts Payable. Cindy Dickson. Payments. Frequent Questions about Payments. Why is my payment delayed? How can I get my payment processed faster? - PowerPoint PPT PresentationTRANSCRIPT
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Administrative SupportWorkshop
January 16, 2014
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WELCOME•Introduction
•Accounts Payable
•Payroll
•General Ledger
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Accounts PayableCindy Dickson
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Payments
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Frequent Questions about Payments•Why is my payment delayed?
•How can I get my payment processed faster?
•Which form do I use?
•Should I, and can I enter Invoices, VP & TME’s?
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Reasons for Delayed Payments•Missing information; paperwork
▫Receipts▫Support documentation
•Incorrect information; paperwork▫Wrong or missing voucher #▫Incorrect form▫W9 information doesn’t match Payee▫Incorrect General Ledger Information
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Reasons for Delayed Payments•Missing Approvals
•Batching and holding invoices instead of sending them daily.
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Prevent Delayed Payments
•The Business Office website has the most current forms for your use.▫TME▫VP▫W9
•Reminders and Pop-ups in each field to help complete the forms accurately
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Prevent Delayed Payments•Enter the Invoice, VP or TME into
Colleague and include the voucher number on each payment request.
▫Ensures accurate General Ledger input▫Allows a true verification of information
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Invoices
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InvoicesDefinition:
An invoice is a document issued by a vendor listing the price and product or services
received.
This does not include statements, estimates, quotes, order acknowledgments, etc
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InvoicesUse a stamp to code for payment if possibleBe sure to include:•Department Name•G/L account number•Department Authorization/Signature•Budget Officer Signature if over $5,000•Business Purpose if not clearly listed•Sales tax detail listed
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InvoicesDiscounts
•Make sure you take advantage of any discounts the vendor is offering if possible.
• Note the amount paying on the invoice.
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Invoices•Do not write or stamp on the remittance
portion of any invoice
•Registration fees and Subscription renewals- the invoice usually is the renewal document, so make a copy and do all the coding and signing on the copy.
•No need to make copies unless you need it to be sent with the check.
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Vendor Payment form
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Vendor Payment FormThe vendor payment form is to be used when no invoice is provided
Examples:•Receipt reimbursement•Email for a refund
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Vendor Payment FormThe vendor payment form is also used when paying:
•Honorariums•Services with a Personal Service Contract
(PSC) or Performance Contract (PC)
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Vendor Payment Form• Include your Dept. name & initials• Include a VP #• Business Purpose in Description• Correct Vendor/WID #• Payment Delivery Instructions• Correct Voucher #• Department signature• Budget Officer signature, if over $5,000• Include PSC or PC & W9*, if required• Include page 2 of PSC to report hours, if required.
*Vendor payment (name) must match W9 information
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TME formTravel, Meals & Entertainment
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TME •The TME form is to be used for payment
and reimbursement of all travel, meals and entertainment expenses.
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TME•Include your Dept. name & initials•Business Purpose in Description
▫Reason for expense (detailed)▫Location▫Dates
•Correct Vendor/WID #•Payment Delivery Instructions•Correct Voucher #•Department signature•Budget Officer signature
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Voucher EntryThe following steps help speed up the vendor payment process for all TME, Vendor Payment forms and invoice
payments
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Voucher EntryChanges
•Red fields are required fields
•Default Pay Voucher “N”
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Voucher Entry- Invoice # fieldInvoices & TME (paid directly to Vendor)• Include the invoice number as listed on the invoice
with spaces, dashes, and letters as they are shown
VP and TME’s (paid to individuals)• Begin field with VP or TME
The combination of the invoice number and the vendor number is what gives Colleague the correct information to show you the duplicate payment error.
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Voucher Entry-Date FieldInvoices & TME (paid directly to Vendor)•The invoice date should be the date listed
on the invoice, not the date the voucher is entered into the system or the order date
VP and TME’s (paid to individuals)•The invoice date should be the date listed
on the payment form, not the date voucher is entered into the system.
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Voucher Entry•Select the correct remittance address. If
the correct remittance address is not available e-mail [email protected] and ask for it to be added/corrected.
•Do not type address corrections in the voucher screen. It will not be saved.
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Voucher Entry (address look-up)
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Voucher Entry (address look-up)
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Voucher EntryThird Screen for Direct Vendor Payment
(Invoices & some TME’s)•In description field, include the account
number or customer number as listed on the invoice
•If no account number is shown, use whatever makes that order unique; order #, po #, item description, folio #
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Voucher Entry-Invoices
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Voucher EntryThird Screen for Vendor Payment Form
• In description field*, use identifying information so recipient knows what the payment is for.
Examples:▫RMB- books, supplies▫Honorarium, 4-18-13▫Performance fee, 4-18-13
*We use this field to sort for reporting purposes as well as for tax reporting.
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Voucher Entry- Vendor Payment
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Voucher EntryThird Screen for TME Form(individuals)
•In description field*, include the location and date of the expense
Examples:▫Rmb- Japan- 4/5 – 5/5▫Rmb- airfare- SEA 4/15 – 4/30▫Rmb- trvl- CA- 5/2 – 5/22
*We use this information for IRS reporting requirements.
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Voucher Entry- TME (individuals)
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Voucher Entry- Use tax•Check for sales tax.
•Enter ‘UT’ in the tax code field if it was not added to invoice or paid when the expense was incurred.
•Use tax will be added to the amount in the price field of the VOUD screen.
•You can use two VOUD screens if only a portion of the amount needs use tax added
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Voucher Entry
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Voucher EntryMultiple G/L account numbers•Enter first G/L account in field•Enter the amount to be charged in the
amount field•‘Enter’ or ‘Tab’ to advance to a blank G/L
account number field•Repeat until total amount has been
distributed
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Voucher Entry•Make sure to save your screens before
‘canceling’ out of them•Use VOIL screen to verify that your
voucher is in balance•Make sure to note the voucher number on
the invoice, VP or TME•Make sure ‘Invoice done” field is ‘Yes”•Make sure “Pay Voucher’ field is ‘No’•SAVE
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Questions?
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PayrollKellie Emigh
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General LedgerKathy Yeager
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Associate ControllerSusan Brown
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