1. 0 Guy Wilson May 2008 Accounts Payable Overview: Transition Workshop

2. 1 We will answer these questions: 1. What are the major process changes? 2. How will the new processes work? 3. What are the biggest improvements? 4. What is staying the same? 5. What changes do I need to plan for?

3. 2 General Overview Accounts Payable will utilize two PeopleSoft modules to generate payments:  Accounts Payable Module  Expenses Module o Expense Reports o Cash Advance (CA) o Travel Authorization (TA)

4. 3 What are the major process changes?

5. 4 Accounts Payable Direct Payment Request (DPR) All invoices will be sent to AP – including blanket invoices Expenses NU employee reimbursement process Process for requesting and obtaining advances General Changes Bursar Cash Advances discontinued Direct deposit of employee reimbursements

6. 5 How will the new processes work?

7. 6 We will discuss the new processes in three sections:  Accounts Payable process  Reimbursement process  Advance process

8. 7 Accounts Payable Payment Process

9. 8 Direct Payment Requests (DPR) Do not require PO Are allowed for certain categories of payments The following categories will require the use of the DPR form:  Registration fees  Subscription renewals  Membership dues  Unplanned Equipment repairs  Research Subject fees

10. 9 Direct Payment Requests (DPR) The following categories will also use the DPR process but will have their own forms:  Independent Contractor payments  Student Travel Reimbursements  Visitor Travel Reimbursements The DPR process cannot be used to pay invoices for the purchase of products that should have been ordered using a PO

11. 10 Completed DPR Form

12. 11 Reimbursement Process

13. 12 Reimbursements NU employee reimbursements will be processed using an Expense Report Visitor, Student and other reimbursements will be processed using Direct Payment Requests

14. 13 Reimbursements For reimbursements: 1. Print completed Expense Report 2. Attach original receipts 3. Obtain supervisor’s signature 4. Business Office applies approvals in workflow and sends documentation to AP 5. AP reviews and applies final approval 6. Payments will be sent to payroll account

15. 14 Completed Expense Report

16. 15 Expense Receipts Page Tape Original Receipts Here

17. 16 Travel Authorizations (TA) and Cash Advances (CA)

18. 17 Travel Authorizations (TA) and Cash Advances (CA) 1. NU Employee or proxy will prepare a Travel Authorization (TA) online 2. NU employee or proxy will enter an Advance (CA) based on the related Travel Authorization (TA) 3. The completed TA will be printed for supervisor’s signature 4. TA will be routed through workflow for approval and will be sent to AP

19. 18 Travel Authorizations (TA) and Cash Advances (CA) 5. Approval of TA will encumber funds 6. AP will apply final approval of CA 7. Payment will be sent to payroll account 8. To reconcile an advance employee will fill out Expense Report and apply CA 9. Advances must be fully reconciled

20. 19 Completed TA Example

21. 20 What are the biggest improvements?

22. 21 What are the biggest improvements? More expeditious payments Automated notification to process Receipts eInvoicing from some iBuyNU vendors Improved vendor code management and tracking Credit processing Direct Payment Requests (DPR)

23. 22 Tolerance will be set at the line level of the PO Freight amount does not affect tolerance limit Longer invoice number field Check-sorting codes used to segregate checks Control Groups will reduce errors Closer relationship with Purchasing What are the biggest improvements?

24. 23 What is staying the same?

25. 24 What is staying the same? University policies AP will review reimbursement requests and receipts Some paper forms and receipts will still be needed All advances must be fully reconciled Travel Exception process

26. 25 What is staying the same? Check pick up and enclosures Foreign-currency payments and wire transfers Automatic payments (autopays) Express checks

27. 26 What changes do you need to plan for?

28. 27 What changes do you need to plan for? Training for Faculty and Staff on these new processes Set up comprehensive approval processes Obtain P-cards Be patient

29. 28 What questions do you have? Contact us at: projectcafe@northwestern.edu