Invoices Payment Process Finance and Accounting Winter Training 2010

Invoice Payment Types Contract Non-Contract Petty Cash Travel Reimbursement Wire Payment Revenue Contracts (A/R)

Contract Invoice Each invoice must include the following components: Company Letterhead, including address & phone. Contract number Date Billing Period Invoice Number Budget - Current expenses, year- to-date & balance Two signatures - Prepared by & Approved by

Document Flow to generate payment in SAP SAP Contract SAP Purchase Order (PO) SAP Receiving SAP Invoice Document SAP Attach Scanned Original Invoice OMF – Generates Check

Non-Contract Invoice Non-contract invoices are for expenses less than $5,000 that can be processed without a formal Contract. The City’s list of acceptable non-contract items includes: Newspaper & magazine subscriptions & books Catering Registration for seminars & conferences Memberships Reimbursements to Employees: over petty cash $100 threshold NOTE: These invoices require two signatures per PHB’s Approval Process before they can get paid. In Process with Exec Team.

Petty Cash Form Each Request Form must include the following components: Name Date Item description Cost Center/ Internal Order Two signatures - Requested by & Approved by The form is located at I:\Fiscal\Form\Employee Petty Cash Form.doc:\

Non-Reimbursable Expenses The following are examples of expenses that are not reimbursable: Commuting expenses. Personal expenses such as hair care, shoe care, alcoholic beverages, in-room movies, personal telephone calls in excess of the allowable calls, etc. Additional expenses incurred by traveling with a companion. Lodging, when return to the employee’s residence between work shifts can reasonably be expected. Dependent care, pet boarding or house sitting expenses while the employee is traveling. Parking and/or traffic tickets for violations of laws or regulations.

Travel/Training Authorization All travel/training must be approved by your supervisor and all arrangements will be set up through the Travel Coordinator (Letimya Clayton) per the PHB Approval Process. All travel/training request should be approved by your supervisor. Once approved all information should be forwarded to the Travel Coordinator to process a Travel/Training Authorization Form and route for signature (Employee, Supervisor, Director, Commissioner or Commissioners Designee). Once all signatures have been received the Travel Coordinator will work with the employee on the arrangements before they are made final. Once all arrangements are made the Travel Coordinator will provide the employee with a packet for their travel or confirmation for their training.

CITY OF PORTLAND TRAINING/TRAVEL AUTHORIZATION/REIMBURSEMENT TRAVEL (INVOICE) NUMBER AUTHORIZATION NUMBER DATE: NAME: EMPLOYEE/VENDOR # TRAVEL DATES: INTEROFFICE ADDRESS DESTINATION: TITLE OF TRAVEL/TRAINING: PURPOSE OF TRIP AND BENEFIT TO CITY: If an outside agency is providing funding, denote here: TRAVEL COST SUMMARY: COSTS PAID BY CITY If any costs exceed City guidelines, attach an1. ESTIMATED2. ACTUAL3. CHECK4. PROCUREMENT5. COSTS PAID explanatory memo(Before)(After)OR OTHERCARDPERSONALLY 1. Transportation Airline (name): Auto: $ - per mile Rental car (agency) 2. Lodging- (Room rate) $ - Before: days x (daily rate) After: days x (daily rate) $ - 3. Meals - (include tax and gratuity) (Actual from travel log. For per diem, see #6 below) Before: days x (daily rate) After: days x (daily rate) 4. Fees, tuition Credit hours: Training dates: 5. Special Expenses: (itemize each) a. b. c. d. e. TOTALS $ - 6. Per Diem Meal Reimbursement Actual $ - a. Before: days x (daily rate) $ - b. After: days x (daily rate) $ - c. RETURN TO CITY (Line a - line b) $ - OR additional due employee (Line b - line a) TOTAL REIMBURSEMENT DUE EMPLOYEE $ - TRAVELER / AUTHORIZATION / APPROVAL SIGNATURES BEFOREDATEAFTERDATE Employee Supervisor / Group Director Bureau Administrator Elected Official FUNDCENTER CODEACCOUNT NUMBERPROJECT #AMOUNTACCTNG RULE

Travel Reimbursement All travel reimbursements must be FIRST approved and set up through the Travel Coordinator (Letimya Clayton) per the PHB Approval Process. Reimbursements are done on a POST travel/training basis only. Upon return of travel/training the employee will submit receipts or contemporaneous record for all categories to the Travel Coordinator to calculate the itemization of actual transportation, lodging, per diem, fees/tuition and special expenses. This should be turned in within a WEEK of the employees return. Once the form has been itemized it will be routed for signature (Employee, Supervisor, and Director), then submitted to Fiscal for processing. If the amount exceeds the original authorized amount the form will be forwarded to the Commissioners office for final signature, then submitted to Fiscal for processing. Employees will be reimbursed directly within two weeks.

Allowable Expenses Non-per diem expenses: these can include parking, personal calls to home, copying or faxing fees. Per Diem Expenses: include meals, tips to wait staff or house keeping staff. Meal rates per city For a comprehensive list of allowable expenses visit the City of Portland’s Bureau of Purchasing website,

Wire Transfers 1.Contract Manager transmits “Domestic Wire Transfer” form to a Contract Specialist & Accounting. 2.Contract Specialist notifies OMF/Treasury & OMF Central Accounting two business days prior to due date. 3.Wire Transfer documents and instructions are transmitted to Treasury and central Accounting Division for review and approval. 4.Contract Specialist and Accounting process payment in SAP via Wire Transfer. 5.Treasury processes the wire transfer. 6.Treasury notifies central Accounting & PHB with the wire’s confirmation number once it is processed.

Wire Transfers The form is located at I:\Fiscal\Forms\PHB Domestic Wire-Transfer:\Fiscal\Forms\PHB Domestic Wire-Transfer

Revenue Contracts Revenue Contracts are services that PHB provides to other Inter Governmental Agencies (IGA). The following information is reviewed and entered into SAP: – Contact person (within PHB) – Customer Name & Address – Nature of the IGA – Beginning/End date – Total Amount of Contract – Terms The Fiscal dept. generates a billing document based on the fully executed Contract.

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