Accounts Payable Training

1. Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation

2. Vendor Information • Before you purchase anything from a vendor you must make sure they are set-up in FAMIS, have a W-9 on file with us and are not on state hold. This is done on FAMIS Screen 103.

3. If a vendor has a W-9 on file with Business Services there will be a date listed in the W-9 field of screen 103.

4. The W-9 Form is listed on the Business Services homepage under Accounts Payable Forms & Info.

5. Vendor Information • If the vendor is not set-up in FAMIS you will need the following information (located on the W-9 form): • Vendor name • Vendor address • Vendor phone and fax numbers • Vendor Federal Employer Identification Number • Also referred to as the Tax ID # or FEIN • Is the vendor a sole proprietor, partnership, or corporation?

6. Further Information needed depending on the Type of Business • Sole Proprietor – you will need the persons name and SS# (ID Number) If the Vendor gives you a FEI #, but marks sole Proprietor we still need the owner’s name & SS# • Partnership – you must get the owners names and SS# (ID numbers) • Corporation • Out of State – just their tax id number is needed • Texas Corp – they will need to provide their Charter Number

7. If you have any questions about any of the information you need to get about a vendor, please do not hesitate to call Christi Pfau at ext 9606. • Once you receive all of this information please email this to Christi Pfau at cpfau@tarleton.edu • You will be contacted once the vendor is approved. • If this procedure is not followed your payment could be delayed.

8. REQUEST TO PURCHASE-When do I use this form?

9. Request to purchase Form is Available on the Business Services homepage under Accounts Payable Forms

10. Request to Purchase • Food Purchases • Alcoholic Beverage Purchase • Registration Fees • Award Items • Clothing • Memberships • Flowers, Floral Arrangements, and Plants

11. Food Purchases • Request to Purchase (RTP) is required on all food purchases (including Sodexo Invoices) • Must have an alcohol statement (alcohol was or was not purchased) • Reimbursement for business lunches • Maximum reimbursement for a gratuity is 20%

12. Entertainment Policy • Entertainment RTP’s must have the required signatures to be processed. • If under $100.00 then one signature from the signature card and the Department Head’s or Director’s signature. (If delegated) • If Over $100.00 then the Department Head’s or Director’s signature and the Department Vice President’s signature. • Any RTP for Entertainment for a VP, or Executive Director must be signed by the President. • President’s RTP for Entertainment signed by Jerry Graham • An individual can not approve their own expenses. • The signatures must be on the RTP when submitted to Business Services or payment will be delayed.

13. Alcoholic Beverage Purchase • The President must pre-approve all purchases of alcohol. • Please send a memo to the President’s office for approval • Can not use state funds to purchase • Business meal receipts, which contain alcohol, must show dollar amount of alcohol purchased for coding purposes.

14. Registration Fees • Advanced payment of fee • 6 weeks in advance only • The following items must be included with the RTP • Invoice &/or registration form • Copy of the Travel Request

15. Award Items • All award items must have an RTP • No more than $100.00 per item when using state funds. • Local funds may be used to grant employee service awards. • All cash awards must go through payroll and are subject to taxes. (including gift cards) • Requires the following information: • Who received award • Why • When • What award is it

16. Clothing Purchases • All clothing purchases require an RTP • This needs to explain who will be receiving the clothing • What it will be used for • Why the clothing is being purchased • This is considered a personal item and must be explained for auditing purposes.

17. Memberships • All memberships must be approved by your Vice President (even if it is a renewal) • Must be under the name “Tarleton State University” not an individual. • Some memberships are required for an individual to perform his or her specific job. (attach verification documents) • Benefit Statement and Beginning and Ending date must be included on the request. • 6 weeks in advance • Please route through your Vice President’s office. Once the RTP is signed the Vice President’s office will forward the paperwork to Business Services for processing.

18. Flowers, Floral Arrangements, and Plants • Can not use state funds for these purchases • May use local funds for purchase of floral arrangements for a common office space (waiting room) and landscaping plants • President’s office will send flowers from the University in case of illness or death. • Please contact Susie Fagan in the President’s office at 9921 or fagan@tarleton.edu.

19. Voucher Preparation Form

20. Voucher Preparation Form

21. Voucher Preparation Form Information • Must be attached to each invoice submitted for payment (except those paid by RTP) • All information is important on the voucher prep form • Payments will be made using the information provided by each department on the voucher prep form. • Please completely fill out each voucher prep form • Left side of form is for the department to fill out, and the right side is for payment processing.

22. Basic Voucher Prep Form Information • Department is responsible for the following information. • Account # • Purchase Order # • Date invoice received • Date goods/services received • Amount approved to pay • Comments

23. Invoice Requirements • Remit to address • Charged to TSU • PO# referenced • Valid description of purchase • Correct prices • Check to make sure NO tax was charged • Does the invoice match what is in FAMIS?

24. Invoices • If the invoice is correct then attach a completed voucher prep form and send to Business Services T-0120 • If the invoice is not correct then contact the vendor to make changes. • Credits • New invoice

25. Dates • Prompt Payment Law • Must pay invoice within 30 days of: • The day you receive the goods or service • The day you received a correct invoice • Do not send invoices to us for payment if there is a dispute with the vendor.

26. Partial Payments • Several invoice for 1 order • Invoice should be paid if all items are received on that invoice • Do not hold the completed invoices until the whole order is completed • Holding these could cause interest to build

27. Multiple Deliveries on One Invoice • Do not send invoice for payment until all items or service is received in proper working condition. • This is if the vendor is shipping your order in several shipments.

28. Discounts • We should take advantage of these discounts that vendors offer. • Examples • 2/10 (2% discount if paid within 10 days) • 2% by 10th (2% discount if paid by the 10th of the next month) • Cash discount • These can be found in the terms section of an invoice.

29. Advanced Payments • Subscriptions (6 weeks) • Rental Fees (6 weeks) • Maintenance Agreements (6 weeks) • Rent (14 days) • If payment is required by the vendor before the item will be delivered. • Cost Savings involved

30. Accounts PayableFAMIS Screens

31. OPEN FAMISOn this Screen, Where the cursor is Blinking: Type TPX and then press ENTER.

32. USERID: Enter the USER ID assigned to you. Hit the TAB key. PASSWORD: Enter the temporary password assigned to you. Hit the TAB key. NEW PASSWORD: Enter a new Password using 5 to 7 alpha-numeric characters. Hit ENTER You will be asked to re-enter your password, enter your NEW PASSWORD again and hit ENTER. You have been given a temporary password. The first time you use FAMIS, you will need to change your password.

33. Once you get to this screen,where the cursor is blinking: press ENTER

34. Once you get to this screen, where the cursor is blinking: press F2 key on your keyboard

35. IMPORTANTDO NOT type anything on the New Password line unless you want to change your password. • Once you get to this screen, where the cursor is blinking: USERID: Type your user ID and hit the TAB key PASSWORD: Type your password (the new password you selected in the previous step) and press ENTER.

36. NOTEIf you forget to clear the screen before typing FAMI, you may get a “transaction is unrecognized” message. If you get this message, clear the screen, retype FAMI and then press ENTER. • Once you get to this Screen: • Click on the “clear” button on your screen • Then type FAMI and hit ENTER

37. For first time users, you will see a screen for FAMIS security requesting you to read and accept the Statement of Responsibility.

38. To proceed you must enter a “Y” to accept the agreement. If you do not enter a “Y” you will not be allowed to continue.

39. On this screen you need to provide or update the appropriate information. • Enter your legal name. • Hit the TAB key. • Enter your business phone number. • Hit the TAB key. • Enter your email address (optional). • Hit the TAB Key • Enter your office name and T-Box number. • Then hit ENTER. (you may have to hit Enter again) On the next screen hit ENTER.

40. You are now at the Main Menu You can access any screen by entering the screen number in the Screen field. Start with screen 103. Type 103 in the Screen field and press ENTER.

41. Vendor Information • Screen 103-Let’s search for the vendor Austin Ribbon & Computer • With cursor at Vendor line type as much of the name as you can & hit enter

42. This screen lists what matches to the search name-the Search line is longer now so if need be you can enter more of the name and hit enter to narrow down the list.

43. F10 will allow you to see the Remit to address of the Vendor. To select the Vendor place an X by the name and press enter.

44. On this screen we see the Vendor info. for Austin Ribbon & Computer and also that they do have a W-9 on file.

45. Vendor on State Hold • Screen 103 will show you if a Vendor is on Hold with the State of Texas.

46. Vendor Payments in FAMIS • Screen 162 Allows you to see all payments to vendor for fiscal year. • Enter Vendor number and press enter-or search by name, choose the vendor and press enter

47. See Vendor Payment by Invoice • Screen 160 allows you to search by invoice-enter vendor number or name, invoice number and press enter (if you entered name you will have to select one of the names with a X and then press enter) • Let’s search for Invoice SI-164696 for Austin Ribbon and Computer—After invoice number is entered press enter.

48. This screen shows that it was paid with voucher number 0100707. The check number was 579496. For more detail you can look up the voucher on screen 168.

49. Screen 168 • Enter the voucher number (0100787) and press enter. • This shows check number, description, Invoice number, etc.

50. This screen shows more information for each line item on the voucher. Screen 169