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Vice President FA

A/P Invoice Payments

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Procedures

Check Pick Ups, Special Handling, & Holds on Invoices Contract and Long Form PSC Payments Credit Memo Information Departmental Instructions FY 09 Foreign Bank Draft Moving Expenses Outgoing wire transfers Currencies we can use Definitions Participant Support/Stipend Stamp Orders Travel UO Tax Identification Number Vendor Set Up

Resources

Business Expense Policies OANDA Currency Converter Account Codes / OUS Fiscal Policy Manual (FASOM) Chapter 2 IT/Research, Scientific and Medical Account Codes Find a Code(FIS Guide) FIS Invoice Instructions (FIS Guide) A/P and Purchasing Large Group Meetings

Vendor Set Up

All vendors are established by Accounts Payable (AP).  To get a new vendor set up in Banner, a UO Substitute W-9 form (US entities) or an original W-8 form (foreign entities) must accompany all vendor requests. The only exception in regards to any of these forms will be for refunds.

Although the information recorded on the UO Substitute W-9 form may be similar to what is typically provided on an IRS W-9 Form, an IRS W-9 Form may not be submitted in lieu of the UO Substitute W-9 Form.  

The University is now required to report to the State of Oregon our annual expenditures with minority, women owned, and emerging small businesses (MWESB).  This information is not available on a standard IRS W-9 form; therefore to ensure that we are in compliance, we must ask vendors to complete the UO Substitute W-9 form.

The UO Substitute W-9 form is a fillable pdf form and can be emailed to vendors.  The form may also be faxed or mailed to the vendor to be filled out and returned to the department.  (Departments may not fill the form out for the vendor).

UO Substitute W-9 forms accompanying a vendor request (US entities) may be imaged, copied or faxed.

W-8 forms accompanying a vendor request (foreign entities) must be originals. Please send campus mail the original W-8 form with your vendor request or you may deliver the form with your request to Accounts Payable.  Again, originals are required. 

A UO Substitute W-9 form or an original W-8 form must accompany all vendor requests regarding:

• Invoices
• Registrations
• Subscriptions
•  Travel Reimbursements
• Participant Support payments
• Survey payments
• Subject payments
• Stipends
• Hotels
• Professional Service Contracts (PSC’s)
• Contracts
• All other types of payments (except refunds)

The UO Substitute W-9, W-8 forms, and fax cover sheets are available at:

http://baowww.uoregon.edu/forms.htm#InvoiceForms

Please review the following tips for working with BANNER vendor records:

Vendor Searches New Vendor Requests Address Changes PSC/Contracts Activation Requests Invalid or Terminated Vendors

1. Vendor Searches

Conduct a thorough vendor search in BANNER. Try several spellings, for example, McDonald or Mc Donald or Mc donald, IKON or Ikon. BANNER is case sensitive. You also need to be aware that many vendors use a 'Doing Business As' (DBA) name. Their legal name will appear before their business name.  For example, "John Doe dba/Creative Vendors." Their invoice may only say "Creative Vendors." The only way to find this vendor is to use the percent sign in front of and at the end of the name. For example, %Creative Ven%. It may take a little longer to do a search this way but you will find most vendors this way.

Below is a list of tips to use when conducting vendor queries:

• Use % both before and after the vendor name.
• Drop the word ‘The” off the beginning of your vendor name search.
• Leave off all punctuation except dashes or apostrophes.
•  Try all upper case.
• Try all lower case.
• Try the vendor name with just the first word capitalized and no spaces between the words.
• Try capitalizing each word in the vendor name with no spaces between words.
• Try the acronym for the vendor name.
• Try the vendor name exactly as it appears including any upper and lower case numbers or letters.
• Try the less is sometimes might be better rule.  Try % before and after any unusual or less commonly used words.

2. New Vendor Requests

For any new vendor set up, as well as for any activation of an inactive vendor that begins with a V000_ _ _ _ _ number, at least two pieces of documentation are required.  If you send just the UO Substitute W-9 alone or the invoice alone, we will not be able to process your request.  You will need to send both pieces of documentation at the same time to AP.  The two pieces of documentation are required regardless of whether you are purchasing or paying a vendor. 

If you are trying to place a purchase order with a company, you will need to send to AP:

1. A UO Substitute W-9 or an original W-8 form.

2. A copy of a quote, estimate, web page, email, fax cover letter, business card, or something from the vendor so we can add a VO address to Banner. (Later, when you have been invoiced, you will need to send just a copy of the invoice to Accounts Payable so a VP address can be added for payment).

If you are trying to make a payment to a vendor or a non-employee/student, please send:

1. A UO Substitute W-9 or an original W-8 form.

2. A copy of an invoice, registration form, subscription renewal, hotel reservation, front page and/or signature page of a PSC or Contract, Accounts Payable Activation Request Form or other such payment documentation so we can add a VP address to Banner.

Again, we need two pieces of documentation for any new vendor set up.  A new vendor set request will not be set up without both pieces of documentation. You can send these two pieces of documentation together to Accounts Payable with a note on it that states NEW VENDOR, your name, and your phone number.  You may fax the request to Accounts Payable at 346-2393, email the scanned request to apbao@uoregon.edu, or send the request through campus mail to Accounts Payable.

• Departmental contact information: We need your name and number to call you if there are problems or questions. Do not send a fax cover sheet unless there is no room on the invoice for your note. Also, do not put a note over anything printed on the invoice, or use colored paper or post its (when we receive the fax, it may be unreadable). Please make sure the vendor phone number and address are legible.
• Status of your vendor requests:  New vendors will be established in BANNER following the receipt of your request. We process many new vendors and cannot call to confirm the receipt of your request or when it has been processed. 
• UO Purchase Orders, Disbursement Request Forms, handwritten or typed notes/emails from UO departments CANNOT be used for vendor set ups or address changes:  We can do this only in very rare instances such as when a refund is being issued. We must have something official from the vendor, generally their invoice.  If you need a vendor address set up so you can process an online purchase order; please fax or email to Accounts Payable a vendor quote, estimate, web page, email, fax cover letter, business card, or something from the vendor along with a UO Substitute W-9; or send your request with an original W-8 form so we can add a PO address to Banner.
• Vendor registration forms, order forms, etc: These are acceptable for new vendor set ups as long as they are accompanied by a UO Substitute W-9 or an original W-8 form.
• Subscriptions renewals: These also require a UO substitute W-9 or original W-8 form for new vendor set ups and should to be processed carefully.  If a pre-printed envelope accompanies the subscription form, then make sure you fax or email a copy of the envelope and the subscription form (which contains the contact information) to Accounts Payable in order to get the correct payment address added to Banner.  The remit to address on the envelope may be different than the correspondence address on the subscription form.  We only add remit to addresses to Banner.
• Where to send vendor requests:  Do not email requests for vendor set ups to individuals in Accounts Payable as they may be unexpectedly out of the office.    It is always best to send your scanned requests to the general Accounts Payable email address: apbao@uoregon.edu or fax them to 346-2393.  If you email or fax vendor requests to the general Accounts Payable email address or fax number, then someone else in A/P would be able to take care of your requests. Vendor requests that are accompanied by original W-8’s can be delivered or sent campus mail to Accounts Payable.
• Originals or copies of W-9’s or W-8’s should not be retained in departments:  Once a new vendor has been established in Banner by Accounts Payable, please destroy any copies of W-9’s or W-8’s you have retained within your department. 

3. Address Changes

If you have an address change for a vendor, (for example the invoice shows a different address than what is in BANNER), please send the invoice, registration form, subscription renewal envelope, etc. to Accounts Payable. (A UO Substitute W-9 or W-8 form is not needed for address changes, only for new vendor requests and PSC’s/Contracts). We will verify the address and update it. Some vendors have requested that ALL payments go to a certain address no matter what is on the invoice and we cannot change these. We will let you know if that is the case.

We do NOT need a UO Substitute W-9 form for any employee or student already entered in Banner with a 95OXXXXXX or 951XXXXXX number unless the UO Banner ID does not have a tax id number attached to the record.  We will let you know if you need to get a UO Substitute W-9 for the individual.

4. Professional ServiceContracts (PSC's) or Contracts

If you are paying a PSC or a Contract and you need a new vendor set up or address change, you will need to fax the following information to A/P at 346-2393 or email it to: apbao@uoregon.edu.  (Please remember to include your name and phone extension along with details regarding your request).

PSC's

• The first page of the PSC that contains the legal name, address and signatures of all parties.

• A UO Substitute W-9 Form, if the vendor is a US entity.

• An original W-8 Form if the vendor is a foreign alien or entity. Please send campus mail the original W-8 form with your vendor request or you may deliver the form with your request to Accounts Payable.  Again, originals are required. (By the time you make this request the vendor should have mailed this form directly to you. The IRS requires the University to have an original copy before making payment).

For more information on paying services to a foreign entity, please see:  http://baowww.uoregon.edu/Travel/paymentprocessintvisitors.htm

Contracts

• The first page of the contract with the legal name.

• The signature page (usually last page) with address and signatures of all parties.

•  A UO Substitute W-9 Form, if the vendor is a US entity. (By the time you make this request the vendor should have faxed or emailed this form to you).

• An original W-8 Form if the vendor is a foreign alien or entity. Please send campus mail the original W-8 form with your vendor request or you may deliver the form with your request to Accounts Payable.  Again, originals are required. (By the time you make this request the vendor should have mailed this form directly to you. The IRS requires the University to have an original copy before making payment).

For more information on paying services to a foreign entity, please see:  http://baowww.uoregon.edu/Travel/paymentprocessintvisitors.htm.

5. Activation Requests

• Students or employees:  If you are reimbursing a student or an employee, and you get the message "NEEDS TO BE ACTIVATED BY ACCOUNTS PAYABLE" put their name, address and BANNER ID (95XXXXXXX or 951XXXXXX number) on the Accounts Payable Activation Request Form. Fax or email it to Accounts Payable.
• Travelers:  If you need a vendor set up or activation for a traveler, then please fill out the Accounts Payable Activation Request Form (we must have a home address) and have the traveler fill out a UO Substitute W-9 or an original W-8 form.  Attach them together and either fax them to Accounts Payable at 346-2393 or email them to apbao@uoregon.edu , if the vendor is a US entity.  If the vendor is a foreign alien, please send campus mail the original W-8 form with your vendor request or you may deliver the form with your request to Accounts Payable.  Again, original W-8’s are required.

For more information on paying travel to a foreign entity, please see:  http://baowww.uoregon.edu/Travel/paymentprocessintvisitors.htm.

A traveler who has never been a student or employee will be assigned a vendor number in Banner that begins with a V.  In order to process a travel reimbursement in Duck Web, you will need to query in Banner for the vendor number and then use the vendor number as the Traveler ID in Duck Web. A/P does not assign 95XXXXXXX numbers.

Note: Please remember to indicate in the non-resident alien field whether the person is a non-resident alien or not. Do not leave this field blank.  If they are non-resident, then attach the appropriate documentation listed on the bottom of the Accounts Payable Activation Request Form.

6. Invalid or Terminated Vendors

If you find a vendor and get the message “Vendor is Invalid, or has not been activated by Accounts Payable,” you will need to determine the reason for this message. You may need to return to the query screen in FTIIDEN in order to find out why. Generally, you will get this message under four circumstances.

1. You are reimbursing a student or employee under their Banner ID (aka 95XXXXXXX number), and the Accounts Payable Office has never activated them in Banner.  They will need to be activated so you can process the reimbursement through Banner or the Duck Web Travel Form.
2. You are paying a vendor that is terminated. When you query on the vendor name in FTIIDEN, this vendor has a “T” in the “V” Column.  This means this vendor is terminated because they were sold to another vendor.  With your cursor on the vendor name, you will need to select “Options.”  Select “Vendor Address Information.”  An address box will come up.  Look in street line 2 or 3 of the first payment address (vp1) for a message that says SEE V#_______.  (If a vendor has changed ownership multiple times, you may have to repeat this process multiple times to find the current vendor number).
   
   This is the only way to know which vendor number you should use.  If you pull a terminated vendor into the invoice payment screen, then you will get the message. “Vendor is invalid or has not been activated by the accounts payable office.”  It is always best to search for your vendor and make sure the address you are looking for is in the system in FTIIDEN first, before going to the invoice payment screen.
3. You are paying an old vendor that has not been paid for 6 or more years and it has been inactivated.  In this case there will be no message in the address lines. There will be just a “T” in the “V” Column. You will need to send over a new invoice and a UO Substitute W-9 or original W-8 form as if it were a new vendor set up.  The vendor will either be reactivated or set up with a new vendor number. Again, a new UO Substitute W-9 or an original W-8 is needed.
4. You have a corrupted banner session.  Exit out if banner and then try again.  If this does not work, reboot your computer and it should work.

If you have further questions regarding Vendor Requests, contact Accounts Payable by phone at 6-3126 or email at apbao@uoregon.edu.

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Credit Memo Information

Credit memos input in banner set up a payable in the system against the vendor. The FOAPAL that you use to input the credit memo receives a credit immediately, but the institution has yet to collect the monies. The credit memo will sit on the system as an open invoice against the vendor until there have been enough payment(s) to offset the credit memo. Banner also treats each address sequence for a vendor as a different vendor. For instance, it will not apply a payment input to address sequence one, against an open credit memo that is input to sequence two.

Before you input a credit memo against a vendor, review vendor history to make sure they will have sufficient activity to liquidate the credit. Also select an address sequence that will be used for other payments. Some companies have a long standing practice of using a different remittance address for their credit memos, than they do for their regular invoices. If you determine that the vendor isn't regularly used, we would prefer that you ask for a refund check instead of using a credit memo.

Periodically Accounts Payable will review the open credit memos in Banner. We may contact the originating user to discuss your future activity with the vendor or get a copy of the credit memo for contact information. If the determination is made that a credit memo will not be collected, it will be canceled, which will reverse the original entry. If you have any further questions call Accounts Payable at 6-3143.