CREATING A PAYMENT REQUEST USING A GRANT ACCOUNT-5 LEDGERS ONLY

Transcription

1 CREATING A PAYMENT REQUEST USING A GRANT ACCOUNT-5 LEDGERS ONLY I. Creating a payment request using a grant account without exception expense type II. Creating a payment request using a grant account with exception expense types (6713, 6714, 6722, 6731 & 7512) 1

2 SECTION I CREATING A PAYMENT REQUEST USING A GRANT ACCOUNT (5-LEDGER ONLY) WITHOUT AN EXCEPTION EXPENSE TYPE Exception Expense Types are as follows: Other Professional and Consulting 6714-Consultant Travel 6722-Honoria and Fees 6731-Subcontractor Fees 7512-Minor Equipment-Computer Exception expense types require an extra step in the approval process which will be covered in Section II of this manual 2

3 CREATING A PAYMENT REQUEST USING A GRANT ACCOUNT -5 LEDGER ONLY Search box to look for a vendor not in your list of most recently used vendors Click on the Invoice Tab Choose the vendor of choice If the vendor is not in your Most Recently Used Vendors pane, do a search If you need to create a new vendor, see manual on with a New Vendor 3

4 CREATING A PAYMENT REQUEST USING A GRANT ACCOUNT(5 Ledger Only) WITHOUT EXCEPTION EXPENSE TYPE (6713,6714,6722,6731,7512 ) Enter expense type, description, and amount where the red arrows appear. Click save which is circled in red BE SURE TO CHOOSE YES, YOU WILL CHARGE TO A 5- LEDGER In the Invoice Details pane, complete all required fields (those edged in red) Click Save Enter the expense type in the New Item pane Enter a brief line description Enter the amount and click Save 4

5 DISTRIBUTING PAYMENT REQUEST USING A GRANT ACCOUNT(5 Ledger Only) WITHOUT EXCEPTION EXPENSE TYPE (6713,6714,6722,6731,7512 ) The expense type, line description, and amount has now moved into the Distribution Pane Check the box next to the expense line Click the Distribute button Choose Distribute Selected Items 5

6 CREATING A PAYMENT REQUEST USING A GRANT ACCOUNT(5 Ledger Only) WITHOUT EXCEPTION EXPENSE TYPE (6713,6714,6722,6731,7512 ) Click here to add additional allocations Click here for single allocation and click Save Fill in all fields shown with the red arrows when choosing to add a new allocation and then click Save If you are only charging the 5-ledger account you chose in the invoice details pane (the previous step), then click in the box next to 100% and click Save If you are charging an additional account, click Add New Allocation, choose the Org #, account, and the Org # in the second Org field The system automatically allocates evenly between the accounts chosen. If you want to change the allocation % or amount, click in that field and manually make your changes Click Save 6

7 CREATING A PAYMENT REQUEST USING A GRANT ACCOUNT(5 Ledger Only) WITHOUT EXCEPTION EXPENSE TYPE (6713,6714,6722,6731,7512 ) Once you have allocated your expense, the pie chart icon will appear next to the expense line If the icon is blue and gray, open and distribute again as this indicates the distribution is not 100% 7

8 UPLOADING THE INVOICE FOR THE PAYMENT REQUEST To upload your invoice, click Actions Choose Upload Image from the dropdown menu A dialogue box appears prompting you to attach your invoice 8

9 UPLOADING THE INVOICE FOR THE PAYMENT REQUEST Click the Browse button A dialogue box appears that allows you to search your computer for the saved invoice PDF Click on the appropriate invoice Click Open The document will move into the Upload Box 9

10 UPLOADING THE INVOICE FOR THE PAYMENT REQUEST The invoice now appears in the Filename pane for uploading If you accidently uploaded the wrong invoice, you can click Cancel and browse again for the correct invoice Once you have verified that the document is correct, click Attach 10

11 UPLOADING THE INVOICE FOR THE PAYMENT REQUEST Once the Status column shows Received, click Done The Payment Request is now ready to submit 11

12 SUBMITTING A PAYMENT REQUEST USING A GRANT ACCOUNT(5 Ledger Only) WITHOUT EXCEPTION EXPENSE TYPE (6713,6714,6722,6731,7512 ) Enter an * here to bring up the PI s name After clicking on Submit Report, an Authorized Approver dialogue box will appear Enter an asterisk (*) to bring up PI s name 12

13 SUBMITTING A PAYMENT REQUEST USING A GRANT ACCOUNT(5 Ledger Only) WITHOUT EXCEPTION EXPENSE TYPE (6713,6714,6722,6731,7512 ) If the Authorized Approver box (which contains the PI s name) does not appear, click on the up arrow next to the default payment approver s box The Authorized Approver box will not appear if the amount falls within the dollar limit of the default approver who usually is not the same person as the PI; PI s MUST see everything charged to their grant Clicking the up arrow will give you a User Added Approver Box where you can type in the PI s last name Click on his or her name, click Save Workflow, and Submit Request After entering an *, the PI s name will appear Click on the PI s name Click Save Workflow Click Submit Request 13

14 SECTION II CREATING A PAYMENT REQUEST USING A GRANT ACCOUNT (5-LEDGER ONLY) WITH AN EXCEPTION EXPENSE TYPE Exception Expense Types are as follows: Other Professional and Consulting 6714-Consultant Travel 6722-Honoria and Fees 6731-Subcontractor Fees 7512-Minor Equipment-Computer Exception expense types require an extra step in the approval process 14

15 CREATING A PAYMENT REQUEST USING A GRANT ACCOUNT(5 Ledger Only) WITH EXCEPTION EXPENSE TYPE (6713,6714,6722,6731,7512 ) Click on the Invoice Tab Click on New Payment Request In the Invoice Details pane, complete all required fields (those edged in red) Be sure to choose Yes, you will charge to a 5-ledger 15

16 CREATING A PAYMENT REQUEST USING A GRANT ACCOUNT(5 Ledger Only) WITH EXCEPTION EXPENSE TYPE (6713,6714,6722,6731,7512 ) Exception Expense Types are as follows: 6713 Other Professional and Consulting 6714 Consultant Travel 6722 Honoraria and Fees 6731 Subcontractor Fees 7512 Minor Equipment-Computer The exception expense types require an extra step in the approval process These exception expense types must be reviewed by ORA downtown and Grants and Contracts Accounting uptown Choose your expense type Enter a line description and the amount. Click Save 16

17 DISTRIBUTING A PAYMENT REQUEST USING A GRANT ACCOUNT(5 Ledger Only) WITH EXCEPTION EXPENSE TYPE (6713,6714,6722,6731,7512 ) The Expense Type now moves into the middle pane for distribution(charging an account) Click in the box next to the Expense Line Click Distribute Choose Distribute Selected Items 17

18 CREATING A PAYMENT REQUEST USING A GRANT ACCOUNT(5 Ledger Only) WITH EXCEPTION EXPENSE TYPE (6713,6714,6722,6731,7512 ) Click in the box next to the Percentage box Click Save If you want to charge additional accounts, click Add New Allocation (See the Allocating Expenses manual for detailed instructions on this procedure) You must keep at least one 5-ledger account in the allocation since you chose Yes, you will be using a 5-Ledger at the header level Once you add a new allocation, be sure to check all boxes next to each allocation line and then click Save 18

19 UPLOADING THE INVOICE FOR THE PAYMENT REQUEST To upload your invoice, click Actions Click Upload Image A dialogue box appears prompting you to attach your invoice 19

20 UPLOADING THE INVOICE FOR THE PAYMENT REQUEST Click the Browse button A dialogue box appears that allows you to search your computer for the saved invoice PDF Click on the appropriate invoice Click Open The document will move into the Upload Box 20

21 UPLOADING THE INVOICE FOR THE PAYMENT REQUEST The invoice now appears in the Filename pane for uploading If you accidently uploaded the wrong invoice, you can click Cancel and browse again for the correct invoice Once you have verified that the document is correct, click Attach 21

22 UPLOADING THE INVOICE FOR THE PAYMENT REQUEST Once the Status columns shows Received, click Done The Payment Request is now ready to submit 22

23 SUBMITTING A PAYMENT REQUEST USING A GRANT ACCOUNT(5 Ledger Only) WITH EXCEPTION EXPENSE TYPE (6713,6714,6722,6731,7512 ) You are now ready to submit your payment request Before submitting, check to be sure the invoice is uploaded, the expense type is correct, and the expense has been allocated Click Submit Request 23

24 SUBMITTING A PAYMENT REQUEST USING A GRANT ACCOUNT(5 Ledger Only) WITH EXCEPTION EXPENSE TYPE (6713,6714,6722,6731,7512 ) If the Authorized Approver box (which contains the PI s name) does not appear, click on the up arrow next to the default payment approver s box The Authorized Approver box will not appear if the amount falls within the dollar limit of the default approver who usually is not the same person as the PI; PI s MUST see everything charged to their grant Clicking the up arrow will give you a User Added Approver Box where you can type in the PI s last name Click on his or her name, click Save Workflow, and Submit Request Using an Exception Expense Type will require the preparer to fill in two boxes in the Approval Flow box The Authorized Approver box is for choosing the PI Enter an asterisk (*) and the PI s name will appear Click on the PI s name The Authorized Approver with Exceptions box will also appear just below the Authorized Approver Both boxes will be Pink (not shown in this example as the asterisk has already been entered in the Authorized Approver Box) 24

25 SUBMITTING A PAYMENT REQUEST USING A GRANT ACCOUNT(5 Ledger Only) WITH EXCEPTION EXPENSE TYPE (6713,6714,6722,6731,7512 ) Enter an asterisk (*) in the Authorized Approver (w/exceptions) Click on the applicable approver ORA (Office of Research Administration) will appear if you are downtown Accounting, GCA (Grants and Contracts Accounting) will appear if you are uptown 25

26 SUBMITTING A PAYMENT REQUEST USING A GRANT ACCOUNT(5 Ledger Only) WITH EXCEPTION EXPENSE TYPE (6713,6714,6722,6731,7512 ) The Approval Flow for Payment Request: Grant Pymt w/exception Expense Code box should now have both Authorized Approver (PI) and Authorized Approver w/exception (GCA or ORA) filled in Click Save Workflow Click Submit Request 26