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KUALI FINANCIAL SYSTEM (KFS)
ACCOUNTS PAYABLE TRAINING
WELCOME!
APRIL 2015
JIM HEWLETT
ANALYST
Today’s Agenda
• Overview of Accounts Payable Policies and Procedures
• Checklist when Completing AP Documents
• Vendor Adds and Updates
• Attach Your Supporting Documentation!
• Wire Transfers and Foreign Drafts
Today’s Agenda
• Disbursement Voucher : When and How To Use, Routing
• Payment Request: When and How To Use, Routing
• Vendor Credit Memo: When and How To Use, Routing
• Reporting: KFS Reports in FIS Decision Support (DS)
• Help Resources
Overview of AP Policies and Procedures
•
Employees processing payments on behalf of
the university are expected to be familiar with
the Policies posted on the manuals.ucdavis.edu
website/
•
When in doubt about something, always check
the policy FIRST
•
In some cases, there may be more than one
policy that applies to a payment (due to various
funding issues); the strictest policy generally
applies
•
If there is a discrepancy between what is in this
training and what is in current policy, the policy
shall govern
Checklist when Completing AP Documents
The information on your AP document should match
what is on the bill/invoice from the vendor:
•
•
•
•
•
Dollar Totals match up?
Payment Terms Correct?
Vendor Remit To Address Correct?
Are any special approvals (Dean, etc.) required?
(e.g., Memberships); when in doubt, check policy
How is Payment to be Made? Check? Wire Transfer?
Other?
If there are problems/inaccurate information on the
bill/invoice from the vendor, you should NOT process
the information in KFS; contact the vendor and request
a corrected bill/invoice, and then process your KFS
document against the corrected document
Checklist when Completing AP Documents
Is there information you need to include to the vendor?
•
The Check Stub Notes field should be used to
enter pertinent information:
• First 40 characters in field appear on printed check
• You could type the name of the person for whom a
membership request is for
• You could use the field to indicate why the vendor is
being paid differently from their bill (in the case of a
tax discrepancy where the vendor billed the tax
incorrectly, and the bill is off by a few cents)
Adding/Updating Vendors in KFS
•
Vendor records get added and updated
using the Vendor document in KFS
•
For most payments, the payee must be
listed in the Employee database (Person
table) or Vendor database (Vendor table)
before the payment can be issued
•
Tax information/W9 information will
generally be secured by the UC Davis
Vendor team as necessary
•
The KFS Vendor document automatically
routes to Purchasing for review/approval
Attach Your Supporting Documentation!
Attach your invoice/bill/supporting documentation to the Notes
and Attachments tab
•
No more mailing invoices or bills to AP!
•
Different types of attachments (e.g., supporting backup,
remittance attachment) on AP documents:
• The Remittance Attachment type should be selected if
you want specific documentation to be sent with the check
to the vendor
•
REMOVE (block out) any sensitive information from documents
before electronically attaching them (this includes credit card
numbers and social security numbers)
•
Use attachments with caution! Once they are added to your
KFS document, they cannot be deleted/removed
Wire Transfers and Foreign Drafts
•
If selecting a Payment Method of Wire
Transfer or Foreign Draft, the Wire
Transfer or Foreign Draft sections will
need to be completed as appropriate
•
The Wire Transfer section contains
sensitive bank account information and will
not appear to other KFS users who view the
document, but will be used by Accounts
Payable for processing the wire transfer
•
You should NOT electronically attach a
document to your KFS AP document with the
wire transfer information
Disbursement Voucher Document: When and How To Use
•
The Disbursement Voucher (DV) is used to make
payments not related to the procurement of goods
or services
•
The DV only be used for the Payment Reason Codes
listed on the document; if the reason you want to use
is NOT on the document, the document cannot be
used:
• In most cases, payments that are not allowed on
a Disbursement Voucher need to be processed
using a Requisition and Payment Request
document
Disbursement Voucher Document: Phone Service and Utilities
• COM Payment Reason Code can be used to
pay telephone (land-line and cellular),
Internet, and Cable service when the bill is
in the name of the university/department
(not an individual)
• UTL Payment Reason Code can be used to
pay recurring electricity, gas, water/sewer,
and garbage service fees when the bill is in
the name of the university/department (not
an individual)
• This code should NOT be used for
propane/butane or solar energy
purchases
Disbursement Voucher Document: Selecting a Payee
•
When selecting a payee:
• The Person First Name and Person Last Name
fields are used to search against the UCD
Employee database (external vendor results do
NOT appear when searching these fields)
• Vendor Name field is used to search against
external vendor records, including independent
contractors (e.g., Mary Smith vendor, NOT Mary
Smith employee)
Disbursement Voucher Document: Employee Reimbursements
•
Make sure your employee reimbursements
cited on a Disbursement Voucher are in
accordance with policy:
• Employee reimbursements cited with the
EER- Employee Reimbursement code
which exceed $500 require Department
Chair and Dean/Vice-Chancellor approval
(secured through ad hoc routing or by
electronically attaching signed document
in Notes and Attachments section)
• BEFORE selecting the EER option, make
sure that another more SPECIFIC option is
not more appropriate (e.g. Employee being
reimbursed for payment of professional
certification should have the Payment
Reason Code of PCL selected)
Disbursement Voucher Document: Routing
•
The Disbursement Voucher document
routes to Fiscal Officer, any
Organization Review, and Central
Accounts Payable for final approval
How about Travel and Entertainment Expenses?
•
Most University Travel and Entertainment-Related Expenses are
processed through the UC Davis MyTravel system (refer to the
Travel class available through the UC Learning Center to learn more
about this system):
• MyTravel is generally used when UCD traveler is using their UC
Davis Corporate Card to make payments or when UCD traveler
is paying personally out-of-pocket for expenses and are to be
reimbursed
• NOTE: Pre-Trip Payment Requests in MyTravel will create a
Disbursement Voucher document that will appear in the Fiscal
Officer’s Action List to approve the expense request
•
If a travel or entertainment expense needs to be processed outside
of MyTravel, you can do so on the Disbursement Voucher
document by selecting the appropriate Payment Reason Code (TEVTravel Expense Voucher, EEV-Entertainment Expense Voucher)
Time for a Disbursement Voucher Demo!
Payment Request Document: When/How To Use, Routing
•
Payment Request document is used to make payments against the Purchase
Order document
•
If Line Item Receiving is required (either because it’s for a purchase of capital
equipment or because the department selected the Receiving Required option
on the Requisition document), it should be completed BEFORE the Payment
Request document
• The Payment Request document will generate a warning message that the
Line Item Receiving document must be completed before the Payment
Request can be approved
•
Changes to information on the Purchase Order (quantity, account, etc.) should
be made by processing an amendment to the Purchase Order before processing
the Payment Request document
• Account Changes can be entered directly on the Payment Request (no PO
Amendment needed) as long as you are not citing Federally-funded accounts
Payment Request Document: When and How To Use, Routing
•
If dollar amount difference between the referenced
Purchase Order and the Payment Request document
is over $100, an Amendment will need to be processed
to the Purchase Order before the Payment Request
can be processed.
• If dollar amount difference is LESS than $100, the
Payment Request can be processed without the need to
process an Amendment to the Purchase Order
•
Qty Invoiced field can be entered with decimal places
(e.g., 10.25)
•
Payment Request document routes to Fiscal Officer,
any Organization Review, and Central Accounts Payable
for final approval
Time for a Payment Request Demo!
Vendor Credit Memo: When and How To Use, Routing
• Vendor Credit Memo is used to record a credit from a vendor
• Credit can be issued towards a Purchase Order, a previous
Payment Request, or a specific Vendor
• Vendor Credit Memo document routes to Fiscal Officer, any
Organization Review, and Central Accounts Payable for final
approval
Time for a Vendor Credit Memo Demo!
FIS Decision Support Reporting
• KFS Accounts Payable Reports are available in FIS DS
• Previous DaFIS DS reports and data continue to be available as
well
Help Resources
• Accounting website:
http://afs.ucdavis.edu.ucdavis.edu
://afs.ucdavis.edu tp://afs.ucdavis.edu
• FIS Help Desk: (530) 752-3855 OR
fishelp@ucdavis.edu help@ucdavis.edu
• We want to ensure your success in KFS!
Thank You for Your Time!