Oregon State University

1106 Invoices

Fiscal Operations Manual
Section 1100: Banner Processes
Effective: 01/01/2003
Revised: 1/10/2013

  • 1106-01 How to Locate Vendor Numbers in FIS
  • 1106-02 Payment of Multiple Invoices from same Vendor
  • 1106-03 Paying Using a Statement
  • 1106-04 Payment When Check Disbursed to Other Than Vendor
  • 1106-05 Payment of Travel Reimbursements
  • 1106-06 Payments Issued by Business Affairs
  • 1106-07 Special Check Handling
  • 1106-08 Payment if Foreign Currency
  • 1106-09 Payments for Grant and Contract Sub-Award Invoices with Encumbrances

1106-01 How to Locate Vendor Numbers in FIS

Go to the OSU Professional Development Central Registration Site for online training in Banner FIS Invoices.

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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) using 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 the appropriate Business Center. The following approval information is required on the multiple-invoice batch:
  1.  
    1. “I” number, unit approval, Index and Account Code are required on the stamp.
    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 OSU account number exactly as provided by the vendor and include month/year in the vendor invoice number field (ie 123Sample1210).
  • Only current charges may be paid. If not paying all current charges, a Notice of Invoice Change must be submitted with your document as a CTA.
  • Attach invoices to statement and submit to the appropriate Business Center for processing/scanning.

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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 Business Affairs, appropriate documents are required.
  • Employee reimbursements for out-of-pocket service or equipment expenses – the practice of Employees paying for services or equipment is discouraged per OUS Policy. 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.

Online training in Banner FIS Invoices is available at the OSU Professional Development Central Registration Site.

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1106-05 Payment of Travel Reimbursements

Travel reimbursements are prepared using receipts and information provided by the traveler/employee. The travel reimbursement information is entered into TRES. Units should not enter the travel reimbursements into Banner, if there has been a travel advance. These are entered by the appropriate Business Center after calculation of repayment or clearing of the advance.

Final approval is in the Business Center.

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 unit option. Some specific contracts or other awards require the submission of receipts. The Office of Post Award Administration (OPAA) will assist units in identifying the contract or other award by noting the requirement on the original Award Information Sheet. Units 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 unit will be prepared for any travel that is billed to the contractor and subsequently disallowed due to lack of receipts/documentation for the reimbursement.

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1106-06 Payments Issued by Business Affairs

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

All checks have a stub attached which indicates the Check No., Vendor Reference No. (Invoice No.), Invoice Date, Banner “I” Document No., and Check Amount in US Currency. When payments are made to vendors and/or employees by ACH, check notification will be sent to the vendor or employee with payment detail.

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

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1106-07 Special Check Handling Information

Because of the volume of checks issued, 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).

  • Scan the original document into Nolij.
  • A copy will be mailed with the check.

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 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 pick up is utilized, the person who entered this I-doc is responsible for receiving and disbursing the check to the Vendor named on check.  Do not send the vendor to Business Affairs to inquire about the check. The vendor should contact the responsible unit directly, if there is a problem with the payment.

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

If a vendor normally receives payments via ACH, they can have a manual check processed to override the ACH default payment. 

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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 through OSCAR. 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 unit picks up the check issued by Business Affairs 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 sub-grant 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.

Use the invoice 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. 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. Sub-award encumbrances are setup, maintained, and liquidated only by the Office of Post Award Administration (OPAA).

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