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

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CREATING A PAYMENT REQUEST USING A GRANT ACCOUNT-5 LEDGERS ONLY I. Creating a payment request using a grant account without exception expense type – PowerPoint PPT presentation

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


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)

2
SECTION ICREATING A PAYMENT REQUEST USING A
GRANT ACCOUNT (5-LEDGER ONLY) WITHOUT AN
EXCEPTION EXPENSE TYPEException Expense Types
are as follows6713- Other Professional and
Consulting6714-Consultant Travel6722-Honoria
and Fees6731-Subcontractor Fees7512-Minor
Equipment-Computer Exception expense types
require an extra step in the approval process
which will be covered in Section II of this
manual
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
    Creating a Payment Request with a New Vendor

4
CREATING A PAYMENT REQUEST USING A GRANT
ACCOUNT(5 Ledger Only) WITHOUT EXCEPTION EXPENSE
TYPE (6713,6714,6722,6731,7512 )
BE SURE TO CHOOSE YES, YOU WILL CHARGE TO A
5-LEDGER
Enter expense type, description, and amount where
the red arrows appear. Click save which is
circled in red
  • 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

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

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
Fill in all fields shown with the red arrows when
choosing to add a new allocation and then click
Save
Click here for single allocation and 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

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

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

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

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

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

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 PIs name
  • After clicking on Submit Report, an Authorized
    Approver dialogue box will appear
  • Enter an asterisk () to bring up PIs name

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 PIs name) does not appear, click on the up
    arrow next to the default payment approvers 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 PIs 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 PIs last
    name
  • Click on his or her name, click Save Workflow,
    and Submit Request
  • After entering an , the PIs name will appear
  • Click on the PIs name
  • Click Save Workflow
  • Click Submit Request

14
SECTION IICREATING A PAYMENT REQUEST USING A
GRANT ACCOUNT (5-LEDGER ONLY) WITH AN EXCEPTION
EXPENSE TYPEException Expense Types are as
follows6713- Other Professional and
Consulting6714-Consultant Travel6722-Honoria
and Fees6731-Subcontractor Fees7512-Minor
Equipment-Computer Exception expense types
require an extra step in the approval process
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

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

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

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

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

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

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

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

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

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 PIs name) does not appear, click on the up
    arrow next to the default payment approvers 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 PIs 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 PIs 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 PIs name will
    appear
  • Click on the PIs 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)

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

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
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