OSU FIS 1106: Invoices

1106-01 How to Locate Vendor Numbers in FIS

Use Banner search screen FTMVEND to search by name of individuals or businesses. Helpful hints include:

• Use abbreviation lists for business names
• Use upper/lower case lettering
• Use % sign as wildcard character in Banner searches
• Banner looks for exact matches.

Use Banner Search Screen FWITXID to search by Federal Tax ID number or OSU ID number. An official, updated Vendor Abbreviation List is available from Business Affairs Accounts Payable office.

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1106-02 Payment of Multiple Invoices From the Same Vendor

Multiple vendor invoices can be paid with one Banner Direct Pay Invoice (“I” number) on FAAINVE. There is a $5,000 limit to the Banner “I” document. This option for payment of invoices is NOT to be used for Travel Reimbursements, Personal Reimbursements or capital equipment purchases. For more information, see the Invoices Section, FIS Fundamentals Reference Manual.

• The Banner invoice date on the first FAAINVE screen will be today’s date. The individual invoice dates will be on the FACICON (VIC-Vendor Invoice Consolidation) screen.
• All invoices need to be stapled in the order input on the Multi-Invoice FACICON (VIC) screen when forwarding the paper to Business Affairs Accounts Payable office. The following approval information is required on the multiple-invoice batch forwarded to the Business Affairs Accounts Payable office:
  1. “I” number, department approval, Index and Account Code are required on the sticky label. Attach the label to the first invoice in the batch.
  2. If the entire “I” document payment uses the same Index and Account Code, no further information is required.
  3. If vendor invoices are paid with a different Index and/or Account Code, it is required that the Index and Account Code be written on each invoice.

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1106-03 Paying Using a Statement

• Enter the account number exactly as provided by the vendor and include month/year in the vendor invoice number field.
• Only current charges may be paid. If not paying all current charges, a Notice of Invoice Change must be submitted with your document.
• Attach invoices to statement and submit to the Business Affairs Accounts Payable office.

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1106-04 Payment when Check Disbursed to Other than Vendor

Payments to third parties require use of the Check Vendor Field. This allows the payment history to be attached to an individual/vendor that differs from the check recipient.

Examples include:

• STUDENT FELLOWSHIP EXPENDITURES – using the check vendor field allows tracking of expenditures on fellowship funds.
• LIEN/LEVY PAYMENTS – used only after instructed to do so from the Business Affairs Accounts Payable office, appropriate documents are required.
• Employee reimbursements for out-of-pocket service or equipment expenses OVER $300.00 – the practice of Employees paying for services or equipment is discouraged per FASOM...When a purchase of this type takes place usage of the check vendor field allows the history to be attached to the vendor rather than the OSU employee.

PROCEDURE FOR BANNER ENTRY:

• In FAAINVE, enter as a direct pay document. In the vendor field use the Banner ID# of the individual who’s history the payment should be connected to.
• Enter invoice date and let Transaction date default as normal.
• In the CHECK VENDOR FIELD, enter the ID# of the vendor/individual who is to receive payment. A search can be done on this field the same as performing a search on the Vendor Field. The address should default to the check vendor selected. Change VP address accordingly.
• In the VENDOR INVOICE FIELD enter the invoice number as it appears on the vendor’s invoice or date of purchase if reimbursement to employee.
• In Document Text provide an explanation as to why check vendor field is being used. Include contact names and phone numbers.

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1106-05 Payment of Travel Reimbursements

Travel reimbursements are prepared at the department using receipts and information provided by the traveler/employee. The travel reimbursement information is entered into FAAINVE in FIS Banner. Departments should not enter the travel reimbursements into Banner if there has been a travel advance. These are entered by Business Affairs Accounts Payable office after calculation of repayment or clearing of the advance.

The Banner document is electronically routed to the Office of Post Award Administration for approval if the travel is being paid on grant funds. Final approval is in the Business Affairs Accounts Payable office.

The travel reimbursement is sent to the Business Affairs Accounts Payable office for final review and processing. Regardless of the funding source or basis of reimbursement, evidence of travel status must be provided. Evidence of travel status is normally in the form of lodging receipts; however, vehicle rental, local transportation, meal receipt, or other receipt showing the travel location may be used. OUS Meal & Incidental Expense (M&IE) and mileage per diems are used for all funds. OUS approved lodging per diem, in lieu of receipts, is a departmental option. Some specific contracts or other awards require the submission of receipts. The Office of Post Award Administration will assist departments in identifying the contract or other award by noting the requirement on the original Award Information Sheet. Departments will be held responsible for receipts that are not submitted with reimbursements, or for reimbursements that were done using incorrect methods. A cost overrun to the department will be prepared for any travel that is billed to the contractor and subsequently disallowed due to lack of receipts/documentation for the reimbursement.

See Travel (TRA) Manual for more detailed information.

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1106-06 Checks Issued by Business Affairs Accounts Payable office

Checks issued by the Business Affairs Accounts Payable office are automatically sent to the address listed on the check. This address is determined by the “VP” sequence selected when inputting documents for payment. Checks showing on-campus addresses are sent via Campus Mail. Non-campus addressed checks are sent via US Postal Service. Checks are normally mailed on the date of issue.

All checks have a stub attached which indicate the:

Check No.
Vendor Reference No. (Invoice No.)
Invoice Date
Banner “I” Document No.
Check Amount in US Dollars.

Checks including payment for more than one invoice will have the above information listed separately for each invoice.

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1106-07 Special Check Handling Information

Because of the volume of checks issued daily, the course of action described below has been established as a way of quickly identifying those checks that require special handling.

Check to Accompany and Check Pick-ups

• Change the Document Indicator from "M" (many) to "1" (one). This does not allow other invoices to be included on the check and causes the check to be placed at the beginning of the check-run.
• As a way of indicating that the check should be "pulled" from the check-run use "CTA" or "PU" in the Vendor Invoice No. field as described below:

Check to Accompany-CTA

This indicates that paperwork needs to be attached to the check before mailing. After “CTA” indicate the vendors invoice no. (if known), a department name, date, or other relevant description. (Example: CTA food sci 99).

• Make a copy of the original document before sending to the Business Affairs Accounts Payable office for Approval, and send with the original paperwork.
• The copy will be mailed with the check and the original document will remain on file in the Business Affairs Accounts Payable office.

Check Pick-ups/PU

This indicates that the Banner user (not the Vendor) would like to pick up the check, rather than having it mailed to the vendor address on the check. After ”PU” include the campus phone number (7XXXX) and as much of the person’s name, or initials as possible. This person will be called when the check has been cut. Checks with pick-up indicated will be logged. The recipient will be required to show picture identification as well as sign the Business Affairs Accounts Payable check-log before the check can be released. At the time of notification it is acceptable to request the check(s) be sent via Campus Mail. A notation will be made in the log as to the person requesting the change and the campus address to which the check(s) have been sent.

Please be aware that when PU is utilized, the person who entered this document is responsible for receiving and disbursing the check to the Vendor named on check.  Do not send the vendor to the Business Affairs Accounts Payable office the to inquire about check. The vendor should contact the responsible department directly if there is a problem with the payment.

NOTE:  US Postmaster checks must have Document Indicator 1 selected for Pick Up. 

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1106-08 Payment in Foreign Currency

There are times when an invoice must be paid in foreign currency. For payment over $100, the payment must be done by wire transfer, through Cashiers. Wire Transfer forms pdf format) may be found on the Business Affairs website. For invoices under $100, a Payment Request Form is completed and entered into Banner with a local bank as the check vendor, and the receiving party as the vendor. Indicate “PU” pickup in the vendor invoice field. The department picks up the check issued by the Business Affairs Accounts Payable office and takes it to the bank for purchase of a foreign draft.

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1106-09 Payment of Grants and Contracts Sub-Award Invoices with Encumbrance

The subgrant or subcontract process is used when OSU passes through a portion of the sponsored award to another entity for the purpose of programmatic effort on the project. All the terms and conditions that are part of the primary award must be included in the sub-award document.

Accounts codes were established for subcontracts in July 2001. The series of account codes allows for tracking of up to fifteen different subawards per fund.

Use the FAAINVE screen. Begin as you would for any payment document. When you come to the method of payment field, change from direct pay to General Encumbrance. TAB, and this brings up the Encumbrance field and will allow the input of the encumbrance number E000XXXX. This is what ties the payment document to the general encumbrance. Proceed to process as any other payment document. The accounting information will default in, so be sure to check the dollar amount and account codes. If more than one account code is associated with the encumbrance, and you are only paying on one, be sure to enter a zero amount in the one not being used. All invoices must be tied to their encumbrance number or they will be disapproved. Subaward encumbrances are setup, maintained, and liquidated only by the Office of Post Award Administration.

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