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AP Office Announcements

University Clothing Purchases (111717A)

A purchase order is required to purchase shirts or other articles of clothing whether for employees or students. A valid business purpose must indicate the rationale for the purchase (e.g. activity involving students, departmental identification for student or public benefit at an event).

The IRS treats the purchase of shirts for employees as a fringe benefit (taxable) unless the clothing is required as a uniform in the work environment or required for a specific function (e.g. commencement volunteer shirts).

IRS Publication 5138 (2-2014) explains that “the value of work clothing provided by the employer is not taxable to the employee if:

• The employee must wear the clothing as a condition of employment; and

• The clothes are not suitable for everyday wear” or are not adaptable to streetwear.

Purchase of shirts for employees, other than uniforms, typically requires Cabinet Officer approval.

• Obtain approval via email or the use of the AP-12 form (explain the rationale in the Comments Section) or via email. The rationale for the purchase must be clear so the Cabinet Officer can make an informed decision.

• Attach the approval to the purchase requisition.

The purchase of clothing (typically T-shirts) for students is allowed as part of the “student experience”. Students are not employees and the value of the clothing is considered de minimis.

 

AP-3 Wire Transfer Request Form Update (101217C)

Due to the sensitive nature of the AP-3 Wire Transfer Request form, the form must be completed entirely only by the vendor. The vendor's name and address must match exactly with the information in SAP (no abbreviations, acronyms, etc.). When sending the AP-3 to Accounts Payable at payables@txstate.edu include the email from the vendor for verification that the email request is from the email address on the vendor record.

 

 

E-NPO Correction Email Notifications (101217B)

 

The originator of an e-NPO may receive an email correction notification or rejection notification during the AP or Travel review of the payment request. It is imperative for you to respond to the notification upon receipt. Refer to the bottom of the email received for the time allowed to respond as there are different timeframes as explained below.

 

An e-NPO email correction notification is sent to the originator if additional information is needed (e.g. valid business purpose, attach correct documentation, or for a Travel e-NPO the Traveler Certification Statement may be needed) but it is not necessary to restart the workflow. The originator has seven (7) days from the day the email is sent to respond to a correction.

 

If not complete in the allowed time the document will be rejected, returned to the workflow for approval and an email rejection notification will be sent to the originator. The originator has 14 days from the date of the rejection notification email to respond. If not complete in the allowed time the document will be deleted. The originator must then create a new e-NPO.

Informing Accounts Payable & Travel of Budget Corrections (101217A)

The Accounts Payable and Travel staff may not be able to process a payment request due to a budget error. The person processing the payment request will email the originator to resolve the issue. When the requested update is complete, the originator must email the response to the requestor (AP or Travel staff person). This is very important so payments are not delayed any longer than necessary.

Authorization for Employee Moving Expenses (Form AP-16) (080917A)

Moving and Relocation Expenses FSS/PPS No. 03.19 describes the policy and procedures for authorizations and processing reimbursement of moving and relocation expenses for eligible Texas State employees. 

As a reminder obtain approval signatures before making an offer or commitment to pay for moving and relocation expenses.  Authorization for Employee Moving Expenses (Form AP-16) is required from the Cabinet Officer of the new employee’s department and the Vice President of Finance and Support Services. The form must be attached to all payment requests for moving expenses per Section 04.01 of the policy.

If Form AP-16 is not completed entirely, does not contain the proper signatures, or is not attached to the related payment request payment will be delayed until the properly completed and signed form is provided. 

Revised Instructions, FBL1N - Vendor Payment Block (071717A)

When checking for the vendor payment status, look at the "Vendor Line Item Display" (SAP T-Code FBL1N).  Do keep in mind that the payment to the vendor may not be released even though the charge is included in your Budget To Actual Report.  When a payment has been posted (red status), it is ready to pay unless there is a payment block (PBk).  

When an H is in the payment block field, as seen below, a manual block was applied.  The Accounts Payable office will release the payment when the department has sent the requested information.

When an “R” is in the payment block field, a GR (Good Receipt) is required and should be completed in SAP for payment to be released.

July17 Rss Image

When the payment has been sent to the vendor (released), the status will be green on the FBL1N screen.

 

0717 Image

When the payment has been sent to the vendor (released), the status will be green on the FBL1N screen.

 

Non-Employee Awards, Prizes or Gifts (063017A)

At times, it is necessary to issue awards, prizes or gifts to non-employees. These items are valued at their purchase price.  Personalized items less than $100 are valued at zero.

Awards, prizes or gifts to non-resident aliens have no de minimis threshold and any item valued at $.01 or more is reportable.  Contact the Office of Payroll and Tax Compliance before proceeding if a non-resident alien has been selected to receive an award, prize or gift. 

Gift cards are not an approved form of payment to non-employees in any of these reasons.  They are treated as cash payments to the recipient per the IRS and must be reported regardless of the amount (i.e. no de minimis threshold for exclusion). 

Awards, Prizes or Gifts Purchased from a Vendor

The issuing department must provide the following information to Accounts Payable for awards, prizes or gifts with a cumulative value of $100 or greater.  If several items will be awarded that cost less than $100 each but the total value is more than $100 the following rules apply.

  • A valid business purpose, e.g., non-paid guest speaker, contest winner, etc.
  • The recipient’s SAP vendor number (if established in SAP) or a W-9 that includes the recipient’s permanent address and tax identification number (typically this will be the Social Security Number).
  • Awards, prizes, or gifts purchased from a vendor should be expensed to GL 730900-Promotional Items. The recipient info as per the above is required to capture the value for IRS reporting.    
  • Items given with a value less than $100 are considered de minimis and do not require a W-9 as there is no tax reporting.   
  • Athletics Business Office will monitor all athletic-related non-employee awards, prizes or gifts presented to each recipient.  Recipients who receive $600 or more during one must be reported annually to Accounts Payable for 1099 reporting.  A vendor record will need to be created (or updated) for each recipient as defined for Athletics. 

Cash Awards, Prizes or Gifts Paid to a Recipient Via check or direct deposit

  • The recipient must be set up as a vendor in SAP.  Payments cannot be made using the 700001 vendor number. 
  • The payment will be expensed to GL 770001-1099 Awards.
  • The issuing department must provide a valid business purpose, e.g., non-paid guest speaker, contest winner, etc. If there is an on-campus contest the award or prize relates to, attach a scanned copy of the flyer detailing the contest details (what, when where, and how the winner was notified selected with the payment request.  If there is no flyer announcing the contest, then a summary of the event that the prize/award relates to must be attached to the payment request.  This is required whether payment is to the recipient or the vendor the prize is being purchased from. 

Revised Form AP-9 (Student Organization Account Payment Request) and AP-9 Instructions (062237A)

A revised form AP-9 and the AP-9 Instructions are on the AP website are located at Accounts Payable Forms .   The updated form is available for use.  Do no use the prior version.

Changes made to the form are as follows:

  • GL number 767900 for scholarships is no longer on the AP-9.
  • The Financial Aid and Scholarships office will process Student Government Scholarships. For Financial Aid payment request, email the Scholarship Recipient List form to scholarships@txstate.edu for processing.

    Email the AP-9 completed in its entirety with expenditure supporting documentation to payables@txstate.edu for any payment request other than scholarships.  Do not deliver paper invoices or support to the Accounts Payable Office. 

Victory Cleaners PO and Payment Process (060717A)

Effective immediately a standardized process has been developed with Victory Cleaners.  The process is as follows for services at the cleaners:

  1. The department staff will create a PO for the services required from Victory Cleaners.  Use GL number 727700 on the PO. 
  2. The staff member dropping off an item(s) should provide their name, the PO number (or the PO form), and their department name to Victory Cleaners. 
  3. Victory Cleaners will include the PO number, staff and department name on each invoice. 
  4. Victory Cleaners will use a single invoice format and will email all invoices to Accounts Payable at payables@txstate.edu rather than mailing or emailing invoices to the various campus departments. 
    • This will assist Victory Cleaners so they only have to maintain a single invoice format and email address for sending invoices to the university. 
    • This will standardize the process as per the instructions on the PO provided to the vendor and eliminate the unrealistic burden for the vendor of providing various billing format notices and sending to many different email addresses. 
  5. If the department does not have a PO, then they must either pay with a P-Card OR request that an invoice be emailed to payables@txstate.edu with “NPO” as the PO number. The name of the staff member who will drop off or pick up the item(s), and department will still be provided to Victory Cleaners in this situation and that will be included on the invoice.    Accounts Payable will send the invoice with NPO listed in the PO number field to the department listed on the invoice.  That department staff will create an e-NPO for the charges using GL 727700.
  6. If paying by P-Card, there is no further action required with the vendor.  However, the vendor will provide a receipt which should be retained for supporting documentation on the P-Card charge/log.  The expense for the services will appear in the department’s GL 727700 when the P-Card transactions are processed. 
  7. DO NOT create a PO after the fact.  Follow step #5 if there isn’t a PO. 

Compass Groups USA Inc. (DBA Chartwells) vs. Chartwell Americas, LLC (051517B)

Clarification is needed for two vendors that are often confused since both can be referred to as “Chartwells”.  The vendors are Chartwell Americas, LLC and Compass Groups USA Inc. (DBA Chartwells). 

In September 2016 Chartwell Americas, LLC became one of the Texas State vendors.  Their Texas State University vendor number is 20485.  The mailing address on SAP is 2110 N Peak St. 3103, Dallas, Texas 75204.   Chartwell Americas, LLC is an expert speaker bureau and literary agency for motivational speakers, keynote speakers, bestselling authors, inspirational experts, economists and former politicians.  When creating a purchase requisition or an e-NPO for this vendor use vendor number 20485.

Compass Groups USA Inc. (DBA Chartwells) is the food service contractor for Texas State University.   The mailing address on SAP is PO Box 91337, Chicago IL. 60693-1337.   When paying this vendor (on a PO or e-NPO) for food and or catering events use vendor number 13234. The Bobcatalog vendor remittance mailing address on SAP is PO Box 417632, Boston, MA. 02241-7632 603030.                                   

 Please be sure that when you create a Purchase Requisition or e-NPO you have selected the correct vendor number.  

Self-Service Z_MIGO Goods Receipts Transactions (050517A)

When creating a Goods Receipt (GR) using the Self-Service Goods Receipt transaction code Z_MIGO in SAP, it is not necessary to save or print completed forms.  Once the transaction has posted the GR information can be viewed in SAP on the Purchase Order History tab for the related purchase order (PO). 

Remember, neither the GR or PO form is required to be sent to Accounts Payable to process the invoice payment.  Accounts Payable verifies the data using SAP. 

 

Revised AP-3 Wire Transfer Request Form (030317A)

The AP-3 (Wire Transfer Request form) has updated and has been added to the Accounts Payable web page.   The prior version of this form should no longer be used.

The AP-3 form is located at: AP Forms.

Outlook Voting Process (030117B)

Accounts Payable is now using the Outlook Voting Buttons as an alternative method for responding to email requests for action in order to issue payments on vendor invoices.  You can still respond the way you always have, but if you find the Voting Option quicker, then please use that. 

The Voting Option works as follows:

AP will use OUTLOOK Voting for automatic responses.

  • You will see the following under the subject line:

        Vote 1

  • From the Message tab, click the “Vote” icon:

         Tell me

  • Select “Approve” or “Reject,” then select “Send the response now”.  Outlook sends the response to the AP staff who sent you the original email.

.

         Vote 2

  • To add a service completion date, select “Edit the response before sending” and enter the date in the email body before you send the response.

       Edit the Resp

  • If a PO adjustment is required, “Vote” and select PO ADJ DONE.

  • If forwarding the original AP email to someone else in your department, the original sender from AP must be copied to ensure the “voting” response is received.  If the original AP staff is not copied, the “voting” response will only go to the person who forwarded the email.  It will not be received by AP and payment will not be processed.

 

 

Invoice Payment Notification Process (030117A)

Effective March 1, 2017, Accounts Payable will only send ONE email notification requesting action in order to process an invoice received for payment.  This notification will be sent with one of the four following subject lines:

SUBJECT LINE:  REQUEST FOR GOODS RECEIPT- AP FINAL NOTICE: INVOICE ###### PO ########## 

SUBJECT LINE:  REQUEST FOR COMPLETION DATE AND DEPART APPV- AP FINAL NOTICE: INVOICE ###### PO ########## 

SUBJECT LINE:  REQUEST FOR PO CORRECTION- AP FINAL NOTICE: INVOICE ###### PO ########## 

SUBJECT LINE:  REQUEST FOR INVOICE RECEIVED DATE – AP FINAL NOTICE: INVOICE ###### PO ##########

Emails will be sent to the departmental contact and your action/response should be completed within 5 business days.  Delays can result in unnecessary interest expense if the University does not comply with the State of Texas Prompt Pay Act.

  • AP will include a screen shot of the invoice in the email body.  This will make the request for action and the invoice easily visible when the recipient opens the email.  Hopefully that will aid in quickly responding to the request.   NOTE: If the invoice has several pages, it will be attached to the email rather than included in the email text.   
  • The Account Manager and department will be determined from the account information and the PO requisitioner/creator.       
  • If you are disputing an invoice, email the vendor within 21 days of the invoice receipt and advise AP of the dispute. Once the dispute has been resolved, documentation of the dispute and resolution must be provided to AP before payment will be issued.  If a new invoice is required, ensure it has been provided by the vendor and inform AP so it can be noted on the original invoice. 
  • AP will direct calls from vendors to the responsible department if payment is delayed (i.e. no response from the department).

Please note that no changes will be made to the following types of invoice payments as they are paid if the invoice matches the PO.   

-Temporary Agencies-Memberships & Renewals-Licenses

-Ready Refresh-Service/Maintenance Agreements -Amazon

-Subscriptions

Temporary Staffing Agency POs (111816A)

It is no longer required to enter a name for the temporary staff position hired through the Marketplace. The vendors for temporary staffing in the Marketplace are PRIORITY PERSONNEL, INC. and KEYSTAFF, INC.

The process for creating a PO for temporary staff is as follows:

  • Always access the Markeplace to create the PO.Never create a “45” PO in SAP.

  • When entering a Catalog Order for listed positions, use the position title in the catalog.You will not be able to enter a name.

    • If someone specific has been identified for this position and that is the only person you want to fill the position, email Purchasing to update the PO to include the temp’s name on the PO.

  • Catalog hourly rates (base/mid/max) will be used for pricing.

  • Email purchasing@txstate.edu to request a line on the PO for anticipated overtime per position.

  • If you can’t find the position you need to hire, you must first obtain pre-approval from HR (Lynn Ann Brewer).

    • Email purchasing@txstate.edu with a request for position.

    • Purchasing will then review the request and send it to HR for review/approval to determine base, mid, and max hourly rates.

    • After HR approval has been obtained, new position titles can be added to the catalog, and Marketplace PO can now be created.

EXAMPLES

  • Warehouse Worker is a catalog position title, but Res Life Warehouse Worker.

    • Use “Warehouse Worker” on the PO; temp staff name cannot be entered.

  • Medical Doctor is a non-catalog position.

    • HR approval is required.

    • After HR approval has been obtained, new position titles will be added to the catalog, and Marketplace PO can now be created.

PAYMENT PROCESSING

  • Timesheets are approved weekly and sent to the agency.

  • If the department wants the hours (payment) applied to a particular PO line, write the PO line number on the timesheet.

    • This may occur when there are multiple lines for the same position.

  • Timesheet approval serves as invoice approval and payment authorization.

  • AP receives the invoice with timesheet attached.

  • The PO data is matched to invoice data.

  • The approved timesheet is balanced to the PO rate and hours on the invoice.

  • If the timesheet indicates the PO line which to apply the hours, that will be done.If not, AP will apply the hours to the first line on the PO with the same position title and rate as on the invoice.

  • Overtime charges will be applied to the appropriate line by position or line number if indicated on the timesheet.

BENEFITS

  • One PO line can be created for multiple temp workers with the same position and rate. (e.g. 6 warehouse workers for 240 hours). Note: a new PO is needed when hours are all used.

  • Don’t have to cancel the PO line and create a new PO when a temp staff is reassigned or replaced by the agency.

Timesheet position title, rate, and hours matched to PO and invoice by AP and paid.

 

Frequently Asked Questions - WHO SHOULD I CALL?(110316B)

The following is a list of frequently asked questions and who to call.  Use this to get the best source to quickly address your questions. 

PURCHASING & STRATEGIC SOURCING – purchasing@txstate.edu or 5-2521

  1. Why wasn’t the line on my requisition approved?

  2. Where do I create a PO?

  3. What is the bottled water GL number?

  4. How do I close a line and/or a Purchase Order?

  5. Can you help me with a Contracted Services?

  6. Who do I call on a charge to GL 728600 for a KS doc type starting with a 19 doc number?

  7. When I get an Over Budget error while creating a PO requisition, who do I call for assistance? 

  8. How do I update the Vendor E-mail address?  When can this field be updated?

  9. Where do I send the Vendor Maintenance form?

  10. Who can make the changes or update vendor addresses or bank information?

MATERIALS MANAGEMENT – materialsmgt@txstate.edu or 5-2294

  1. What is the status of my Good Receipt request?

  2. Can you help me on the Goods Receipt request input?

  3. I received a Hand Receipt from Materials Management. Do I still need to do a GR?

ACCOUNTS PAYABLE – payables@txstate.edu or 5-2777

  1. Which types of checks go to Accounts Payable?

  2. Where do I send checks such as Financial Aid or donor checks?

  3. How can I find out if an invoice has been paid?

  4. Why isn’t the vendor paid when I submitted my Purchase Requisition?

  5. When can I use the generic vendor number?

  6. Can I pay a Volunteer or pay for a Donation?

  7. How do I attach a document in on an e-NPO?

  8. What’s the payment status on my e-NPO?

  9. Am I always required to complete the contact field on an e-NPO?  Pick Up field? 

  10. Can I use a single GL account for all my receipts on an e-NPO?

  11. When I get an Over Budget error on an e-NPO, who do I call for assistance? 

  12. Can you help me on an e-IDT for a payment correction?

TRAVEL – traveloffice@txstate.edu  or 5-2775

  1. What is the status on my travel request or expense report?

  2. What info do I need in order to request airfare reservations?

  3. When I get an Over Budget error for travel expenses, who I call for assistance? 

FINANCIAL REPORTING – financialreporting@txstate.edu or 5-2770

  1. Can you help me on an e-IDT for departmental expense transfers?

  2. What do I need to do to change the Account Manager on an account?

  3. How do I request a new account?

     

Steps to Complete Before Sending an Invoice to Accounts Payable (110316A)

When your department receives an invoice directly from the vendor, please follow this checklist to ensure the invoice is ready for payment when it is sent to Accounts Payable for processing/payment.  Sending the invoice with all the required information/actions listed below will ensure timely processing AND reduce follow up emails back to you.

  • Write the date the invoice was received on the invoice.

  • Verify that the PO Number is listed on the invoice.If not write it on the invoice.

  • Verify the Vendor Address or Remit Address matches SAP.

  • Verify that the pricing is correct.

  • If multiple lines are on the PO, identify which charges on the invoice apply to which PO lines.

  • Create a GR if the PO requires and submit it if the items have been received by the department.

    • If the PO does not require a GR (i.e. no GR boxes checked) for the items, write the date the goods were received on the invoice.

  • Obtain department approval if for a service.

    • Note the date services were completed on the invoice.

Also:

  • Do not print a PO and send to AP.

  • Do not print your GR request and send to AP.

 

 

 

Ready Refresh New Account Billing Option (110216A)

If setting up a new Ready Refresh account, do not set it up using paperless billing.  When accounts are set up on paperless billing, Accounts Payable will not receive the invoice for payment processing and the account may be placed on hold for nonpayment.   

The current agreement for invoice submission to the University with Ready Refresh is that they email the invoices each month to Accounts Payable to insure we don’t miss any invoices and all accounts are paid, otherwise, each department would have to log on to access all the invoices for each account and send them to Accounts Payable monthly.  

Grants Commonly Used GL Accounts - Update (092216A)

The Grants Commonly Used General Ledger Account numbers have been updated to assist you with proper coding of Grant expenses on Purchase Requisitions and e-NPO’s.  GL 720202 can now be used for membership expenses paid for participants (posts in the Participant Support sponsored class).    GL 720100 is used for all other memberships (posts in the Supplies and Materials sponsored class). 

Select this link to reference the Grant GL Accounts as needed. http://www.txstate.edu/gao/ap/resources/GL-Codes.html

If you do not see the expense definition on the Grant GL Account list then click on the link at the bottom of the Grants Commonly Used GLs or go to the AP Commonly Used GLs at http://www.txstate.edu/accounts-payable/resources/AP-Commonly-Used-GLs to access other commonly used expense GL accounts.

Conference PO General Ledger Numbers (090216A)

Effective immediately for any new POs created for conferences, expenses must be encumbered in separate General Ledger (GL) accounts rather than all in GL 721300. The reason for this is to comply with IRS reporting of rental payments and university travel reporting. 

The GL accounts that must be used to capture expenses are as follows:

Conference Expenses

  • Rental of Space - GL  747000 or 746200
  • Rental of Furnishings and Equipment - GL 740600

Audio Visual Equipment, laptops, podium, dry erase boards, etc.

  • Lodging to the correct travel GL’s based on whether the location is in-state or out-of-state

Can combine room rate and tax to the same GL 

Different GL’s used for Staff, Participants and third-party (presenter) lodging

Excess Lodging must be broken out (not typical for conferences)

  • See the Travel GL’s at Travel GL Matrix
  • Other conference charges – GL 721300

Meals and Catering, copies, other miscellaneous expenses

If you have any questions, please contact the Procurement & Strategic Sourcing Office at 245-2521.

Disputed Invoice Process (072216C)

Whenever you have problems with an invoice provided by a vendor, or you feel that a vendor has not complied with a purchase order agreement, or if a vendor thinks a payment is past due, a dispute must be submitted in writing to the vendor (email is acceptable). Please remember the following when you are disputing an invoice:

  • You have 21 days from the date the invoice is received by the University to inform the vendor you are disputing the invoice.

If you fail to notify the vendor within 21 days, then the university will be responsible for penalty interest even if the vendor provided an incorrect invoice.

  • Keep as much written documentation as possible (email is acceptable). 
  • Disputing Tips:
  • Document who you spoke to
  • Document the date you spoke to that individual
  • Document your position title and relationship the dispute process
  • Document what you and the vendor decided to do, and when you have decided to do it
  • When the dispute is resolved, send the resolution summary to AP via email so we can attach this documentation to the invoice so payment can be made. 
  • If a revised invoice is expected, A/P will make the payment once the revised invoice is received, approvals/or GR have been done, and the dispute has been resolved. 

 

Dates needed on Invoices for Compliance with the Prompt Payment Act (072216B)

The State of Texas Prompt Payment Act, Texas Government Code Chapter 2251, requires that for any contract executed after August 31, 1987, a state agency's payment is due by the 30th calendar day after the latest of the following:

  • Date Invoice was received
  • If for a service, date the service was completed
  • If for goods and there is no GR on the PO, then include the date the goods were received.

These dates must be entered on invoices submitted for payment to Accounts Payable for compliance with the State law. 

Select the link for other helpful information about the Prompt Payment Act.

PO and Related Invoice Payment Requirements (072216A)

A Purchase Order is prepared to secure goods or services from a vendor.  There are a few important reminders regarding PO’s and related invoice payments listed below:

  • Do not change from non-valuated to valuated on the requisition/PO lines if goods will be delivered. Both boxes should be checked for a goods receipt order. (Don’t uncheck either box if you are receiving goods.)

  • If the order is for a service, then both boxes should be unchecked.

  • Indicate on the invoice the date the invoice was received in your department.

  • Provide the vendor with the PO number and remind them to include the number on the invoice.  

  • If goods were received and the GR was not checked, indicate the goods receipt date on the invoice.

  • On service invoices, indicate the service completion date on the invoice.  

  • On invoices with multi-line on the PO’s – put the total to be paid for each PO line on the invoice so AP knows how much to pay against each line. Be sure the total of the lines equals the total on the invoice. 

  • On Framework PO’s, advise AP when a line is final so it can be closed.

  • The AM approved PO is sufficient authorization of expenditures of funds therefore departmental staff can approve an invoice when no GR is needed.  Works like GR.

  • If an invoice is disputed, the vendor must be notified within 21 days of receipt of the invoice.  The dispute should be documented in writing (email is acceptable).  A copy of the dispute notification must be sent to AP so it can be attached to the payment document.  When the dispute is resolved, send the resolution summary to AP so the initial payment document can be updated with the resolution.  If a revised invoice is expected, that is the one AP will pay.  The invoice will be paid once the revised invoice has been approved and A/P has been notified that the dispute has been resolved. 

  • Catering PO’s

 

 

e-NPO Payment Processing Time-Frame (051216A)

When requesting an e-NPO payment from the Accounts Payable or Travel departments allow 5–10 business days for payment processing.  If a Rush Payment is required, send an email to payables@txstate.edu or travel@txstate.edu with the document number and RUSH PAYMENT in the subject line.  Include the date the payment is needed in the body of the email.

For timely payment processing ensure the following requirements have been meet.

  • The business purpose should be descriptive enough to clearly answer any questions regarding the purpose of the business expense, and the benefit to Texas State. (e.g. “60 Clear Sterile Vials for Aquifer test samples”, NOT “Supplies for Research” or “Research”).
  • Attach the invoice for payments to vendors.
  • Attach all itemized receipt(s) and other documentation for employee reimbursements.
  • Credit card receipts that do not provide an itemized breakdown are not acceptable. 
  • Documentation must include a detailed invoice, sales ticket, receipt, or comparable confirmation from the vendor that the expense was incurred.  (FSS/PPS No. 03.16 Sec. 03.02)
  • For Travel Payments, you must include the Approved 10-digit Trip No. beginning with 73000 for Travel Tracks and 201455 for Funds Commitments.
  • For employee or student lodging payments, attach the hotel confirmation or folio that specifies the person(s) staying, trip date(s), and room and tax amount.  Texas State University is tax exempt from the State of Texas Occupancy Tax.  When paying a hotel within the state of Texas, the vendor must provide a breakdown of any taxes charged (e.g. Entertainment, County, City, etc.).  Validate there are no State of Texas Occupancy Taxes included. If the tax is included, provide the Texas State Hotel Occupancy Tax Exemption form to the hotel, obtain a revised confirmation or folio and then submit the e-NPO.  Non-employees who personally pay for lodging can be reimbursed for this tax.  However, if the department is booking the room, they should provide the exemption form to the hotel since the university is making payment directly. 
  • For lodging payments, attach a copy of the gsa.gov per diem table applicable to the over-night lodging destination.
  • Obtain and attach a traveler certification. See RSS Announcement 111915B at Travel Announcements for specific certification requirements.

Travel Expense Reimbursement using the e-NPO Process (041816A)

The Travel Office has some exciting news!  Effective immediately, you may use the e-NPO process to submit travel expense reports which are not processed through TRAVELTracks. This change replaces the T-11 or T-11M Paper Expense Reports for travel reimbursements. Now the entire travel process for both TRAVELTracks and Funds Commitments can be done electronically within SAP.  This should save the traveler and travel assistant time and aid in expense tracking.  The goal is to eliminate the paper process and the Travel Office appreciates your support in making this a reality.   If you need assistance on this change, please don’t hesitate to contact the Travel Office at travel@txstate.edu or Ext 5-2775.  For specific e-NPO “how to” questions, follow this link to the e-NPO Procedures or contact Tracy Clark at t_c117 or Ext. 5-1479.

Remember, all travel must be pre-approved and expense reports are due 30 days after the trip end date. These requirements have not changed for any travel sponsored by Texas State University, whether for an employee, student or third party. 

The following quick reference guide has been created to assist you.

Summary of the Travel Tracks process:

  • Travel Tracks may only be used for Texas State Employees.
  • Each trip is given a 10-digit trip number that begins with a 73. This is the same trip number for both the Travel Request and the Expense Report.
  • Traveler submits an Expense Report for expense reimbursement and company paid expenses upon completion of the trip. The Expense Report automatically populates the correct Travel General Ledger numbers. 
  • Travel Tracks allows one expense report per travel request so once the expense report is processed the trip is closed and any unused encumbrance is released.
  • If at a later date “missed” expenses related to the trip are identified for reimbursement, submit an e-NPO. These would be expenses not already included on the TRAVELTracks expense report.
  • Traveler or Travel Assistant submits an e-NPO Travel Expense Report for expense reimbursement.
  • The Trip Number must be included on the e-NPO and the Traveler’s Certification Statement must be attached. Reference the trip number in this certification.
  • Documentation must be attached for each reimbursement expense.  
  • e-NPO checks for available budget and routes for approval. 

Summary of Travel Funds Commitment process:

  • The Travel Funds Commitment is used by Employees (Blanket Travel) and non-employees (Students, Grant Participants, Prospective Employees, Prospective Student Athletes, Contractors, Consultants, Guest Speakers, and Visiting Guests).
  • Each Funds Commitment is given a 10-digit trip number that starts with 2014.
  • Only include Company Paid Expenses (airfare, lodging and/or rental vehicle).
  • When the company paid expenses are posted by the Travel Office, they consume the encumbered funds and do not need to be processed through an expense report.
  • Traveler (Travel Assistant must submit for non-employees) submits an e-NPO Travel Expense Report for expense reimbursement. Find the correct Travel General Ledger numbers at this link Travel GL Numbers.
  • The Trip Number must be included on the e-NPO and the Traveler’s Certification Statement must be attached. Reference the trip number in this certification.
  • Documentation must be attached for all reimbursement expenses.
  • Multiple e-NPO Travel Expense Reports may be processed for each trip, but you will probably only do one when the traveler provides the receipts for reimbursement. 
  • e-NPO process checks for available budget and routes for approval.  The reimbursable expenses (non-company paid) do not need to be encumbered on the Travel Funds Commitment.

Summary of Blanket Travel Funds Commitment process:

  • Blanket Travel involves frequent and routine (planned and recurring) round trips to similar destinations and/or similar purposes during an extended period of time.
  • The Funds Commitment time period may not cross fiscal years. You may list multiple travelers and should encumber $0.01 for travel pre-approval workflow purposes only.
  • All expenses will be encumbered via the e-NPO request.
  • Traveler (Travel Assistant must submit for non-employees) submits an e-NPO Travel Expense Report for expense reimbursement. Find the correct Travel General Ledger numbers at this link Travel GL Numbers.
  • The Trip Number must be included on the e-NPO and the Traveler’s Certification Statement must be attached. Reference the trip number in this certification.
  • Multiple e-NPO Travel Expense Reports may be processed for each funds commitment since recurring travel is planned.
  • e-NPO checks for available budget and routes for approval.  The reimbursable expenses (non-company paid) do not need to be encumbered on the Travel Funds Commitment.

Summary of Grant Participant Travel process:

  • Grant Participant travel is always done using the Travel Funds Commitment process.
  • The same processes defined above can be used for participant reimbursements. Find the correct Grant Participant Travel General Ledger numbers at this link Travel GL Numbers.

Summary of e-NPO Traveler Certification Statement:

  • When reimbursing travel expenses using the e-NPO process, the traveler must certify the validity of the expenses and that they have not been reimbursed by any other means.
  • The Electronic Traveler’s Signature is obtained when the employee selects the “Save and Send for Approval” option on their Travel Tracks Expense Report so the e-NPO Traveler Certification Statement is meant replace the Electronic Traveler’s Signature on the e-NPO Travel Expense Report.
  • The following statement must be attached to the e-NPO.

This email will serve as my signature and validation of the expenses on this e-NPO. I certify that the expenses are correct and have not been reimbursed to me by any other method.          

The summary of the travel expenses is as follows:

Traveler Name:

Trip Number:

Dates of Travel:

Amount of Reimbursement:

  • The Travel Assistant may prepare this statement and email to the traveler who can respond “Agree.” 
  • The email approval is acceptable as the consent from the traveler and must be attached to the e-NPO once the document has been created.

 

 

 

 

Revised AP-12 Form (010416A)

The AP-12 form (Alcohol, Flowers, Food and Refreshments Expense Authorization form) has been revised.  A Department Chair or Director approval is no longer required on the form unless they are the Account Manager/PI.  If they are the Account Manager/PI, they should sign the line provided for the Account Manager/PI.

The AP-12 form is located at: AP Forms.

Revised AP-12 Form (021116A)

The AP-12 Form (Alcohol, Flowers, Food and Refreshments Expense Authorization Form) has been revised. The Directions were clarified as well as revisions made to the following section:

B. EVENT INFORMATION

  • Provide the business purpose and description of the event.
  • Check boxes added for the type of attendees and defines when names are required.

C. FUNDING INFORMATION

  • If the event is being held at the LBJ Student Center and Chartwells is catering, enter the PO# for the event costs and also check the IDT box.

The AP-12 form is located at: AP Forms.

AP-2 Upload File Certification (012916A)

The preparer of an AP-2 upload file has the responsibility to ensure the vendor information on SAP (name and address) is correct and matches the intended payee data (i.e. paying the correct person).  This should be done before the file is submitted to the PI for approval. 

The AP-2 Upload Form has been revised in Section 4 for this certification. The upload file preparer should sign the line provided when the SAP data has been validated.

The form is available at: http://www.txstate.edu/gao/ap/forms.html.

Jason's Deli Invoices (012816A)

Please note that when you receive an order from Jason’s Deli, that the yellow copy they have attached to the delivery order is the invoice.  The company does not mail another invoice for payment. Therefore, it is imperative that you sign the copy provided with the order and send to payables@txstate.edu for payment processing. Please ensure the PO number is on the invoice before you send to Accounts Payable. 

Invoices without PO Numbers (010816B)

As mentioned at the October 27th Bobcat Buyers Meeting, invoices received for payment without a PO number will be returned to the vendor by Accounts Payable and considered as disputed until the vendor provides a revised invoice with the PO number included.

Please ensure that when you are placing an order with a vendor you provide a PO number and remind them to include the number on the invoice. This will minimize the impact or delay they may experience if they provide an invoice without a PO number for payment.  As vendors become more aware of the PO number requirement, they may request the PO number before accepting the order. 

 

GL Change for Sponsorships (113015A)

The General Ledger (GL) account used for external event sponsorships has been changed to GL 728100 (Advertising) from GL 721000 (Other Fees and Charges).  This change is effective immediately.  If you have a PO pending for a sponsorship payment, please contact Procurement and have them change the GL to 728100.  This will ensure there are no delays when the invoice is submitted for payment.

The Accounts Payable Commonly Used GLs matrix has been updated on the AP website for this change. Note that “Sponsorships” has been removed from the example (description) for GL 721000 and added to GL 728100.

The matrix can be found at: AP Commonly Used GL's.

Promotional Items GL 730900 (102715A)

Effective IMMEDIATELY the General Ledger (GL) account for the purchase of promotional items is 730900 Promotional Items- Local Funds.  The GL account was recently created to align with the Comptroller’s Manual.  This GL replaces GL 730001 Consumable Supplies – Local Funds. The new GL will have the same use as 730001 for promotional such as t-shirts, coasters, centerpieces purchased with the intent of giving them away (i.e. not used in day-to-day business). 

GL 730001 should no longer be used on PO’s and will be closed in the near future.  It remains active while the transition to GL 730900 occurs.    

Grant Participant Payment Process (100115A)

Effective October 2, 2015

Two recent changes should make the payment process for Grant Participants more streamlined. The two changes are as follows. You will use the correct process depending on how many participants you are paying at a single time.

Paying More than One Grant Participant:

The SAP system has been modified to allow for Grant Participants stipend payments to be uploaded using an EXCEL file format.  The process involves first gaining access to the SAP T-Code Zap_Vendor_Upload.  If you do not have this access, please contact the Assistant Director of Accounting at X 5-2771.  This access is only allowed to those processing uploads and is not widely available to all campus staff.

Once access has been given, the EXCEL file must be completed.  The following link has the EXCEL file format as well as instructions for completing the file:  SAP EXCEL FILE UPLOADS.  You will want to use the Multiple Vendor file and instructions.  

As support for the Grant Participant payments on the EXCEL file upload, you must complete the AP-2 Grant Participant/Subsistence PMT Upload Request Form. The form can be accessed at: AP-2 Upload Form.  The form is a summary of the payment requests and will aid the Account Manager and the Office of Sponsored Programs in approving the payments.  After the EXCEL file is uploaded into SAP, you will email (per the upload instructions) the EXCEL file and the AP-2 form to the Grant Account Manager and then to the Office of Sponsored Programs for approval.  The approvers can simply reply “Approved” to the email.  After the Office of Sponsored Programs approves, the file and AP-2 attachment can be sent to Accounts Payable for final audit and payment processing. 

Paying One Participant:

If you only need to pay one Grant Participant, you can now enter this payment using the

e-NPO process .  You will need to enter the information on the e-NPO screen in SAP using T-Code NONPOFOM. If you are unfamiliar with this process the following link references the e-NPO instructions: e-NPO Instructions. You will also need to complete the AP-2 Grant Participant/Subsistence e-NPO Payment Request Form and attach to the e-NPO document.  The form can be accessed at: AP-2 e-NPO Form. This form will serve as the basis for the e-NPO data as well as the documentation for the payment.  The Grant Account Manager and the Office of Sponsored Programs will review for appropriateness before the e-NPO is approved. Note that using the e-NPO process will allow the SAP Workflow to route the document for approval electronically.  It will route to Accounts Payable once all approvals have been obtained.

Grant Commonly Used General Ledger Accounts (092915A)

A matrix of Grant Commonly Used General Ledger Accounts has been created to assist you with proper coding of Grant expenses on Purchase Requisitions and e-NPO’s.  The matrix is located at Grants GL Matrix. Please reference this matrix as needed. If you do not see the expense definition listed on the Grant GL Matrix, then click on the link at the bottom of the Grants Commonly Used GLs matrix or go to the AP Commonly Used GLs at AP Commonly Used GLs to access other commonly used expense GL accounts.

Change in Account Manager Approval Process (082715A)

Effective IMMEDIATELY there is a change regarding Account Manager (AM) approval when a Purchase Order (PO) has been completed and approved.

If no Goods Receipt (GR) is needed, Accounts Payable is allowing approvals by departmental staff rather than requiring AM approval on the invoice. Without a GR, the only way to confirm payment for the invoice detail is for a member of the departmental staff to approve it.  The departmental staff is not approving the expenditure, but is verifying the service is accurate, complete, etc.  The AM approved PO is now sufficient authorization of the expenditure of funds. When no PO exists to document the AM approval of the change, the e-NPO workflow process obtains proper AM approval.  

Processing Business Meal Invoices for Catered Events (070215A)

When creating a purchase order and approving an invoice for a business meal provided by a caterer, keep the following in mind:

  • Create a purchase order (PO) for the event when meals in conjunction with official Texas State business are provided by a caterer.
  • Include the business purpose on the purchase order and be as specific as possible. If you do not include the business purpose on the PO, then you must be include on the invoice prior to submitting to Accounts Payable for payment.
  • A list of participant names and identification as either employees of the university, external attendees, or students is required if there are 19 or fewer participants.  If 20 or more participants are in attendance then a general description of the attendees is required.   Attach the list of attendees or general description as appropriate to the PO.   If this information is not attached to the PO you will need to provide it with the approved invoice for payment.
  • Give the vendor the PO number when placing the order and ask that the number be included on the invoice.  This will help Accounts Payable identify where the invoices should be applied when received.

Select the following link for additional guidelines for Business Meals FSS/PPS 03.11.

Non-Tax Exempt Business Meal Purchases (060515A)

When business meals are purchased with a personal credit card or with cash by an agent or employee of Texas State, the meal is considered an item of a personal nature, even if the meal will be consumed in conjunction with official Texas State business.   The agent or employee may not present a completed Sales Tax Exemption Certificate to the merchant to claim a sales tax exemption.  Because the Texas State agent or employee is unable to avoid payment of the sales tax, the sales tax is considered a valid business expense and may be paid or reimbursed to the agent or employee at the discretion of the account manager.

When meals in conjunction with official Texas State business are to be purchased by an agent or employee with a purchase order (invoice billed and mailed to the University), a direct payment form (e-NPO with the merchant as the vendor), or a P-card, the meal is considered to be sales tax-exempt since University funds will be used for payment.  The agent or employee must present a completed Sales Tax Exemption Certificate to the merchant to avoid paying sales tax.

Purchases From Staples (121214A)

It is not necessary to do a Goods Receipt (GR) for any catalog purchases from Staples. Please do not create a GR Notification Form and send to Materials Management & Logistics for processing.  Any non-catalog orders from Staples will require a GR notification form be submitted to Materials Management & Logistics.

 

New GL Number Lists for PO's and e-NPO's (121114A)

In order to simplify the Commonly Used General Ledger (GL) list, the previous list has been divided into two lists.  The goal was to segregate those GL’s which most departments use from those which they will never use.  The lists are:

  • Commonly Used GL’s: This list contains those GL numbers that most departments will use in routine operations.
  • Specially Purpose GL’s: This list contains those GL numbers that are used by a few specific departments rather than for routine purchase expenditures across campus.

The lists are located on the AP website at:

http://www.txstate.edu/gao/ap/resources/GL-Codes.html

e-NPO Special Handling for Mailing Checks (110514B)

When processing a payment via e-NPO, the creator may need to mail the check using FedEx (or other carrier) or include sensitive information (e.g. social security numbers) with the check.  In order to allow for this and comply with FSS PPS 03.12 for the Check Pick Up Process, please use the following process when creating the e-NPO document:

  • Check the Pick Up box.
  • Enter the Contact Name and Phone Number in the correct boxes.
  • Include a note in the Section 2 of the Business Purpose/Comments section on the entry screen.The special handling instructions would include (examples)
    • The check will be mailed FedEx (or other carrier’s name) and we will provide the air bill to AP.
    • Sensitive documents will be brought to AP for mailing with the check.

AP will change the Payment Method Supplement code on the document from PU to SH. This will identify the check from the other checks in the payment run and it will be pulled from normal mailing.  The Department will be contacted and can come to the AP Office to complete the mail preparation and mailing according to the FSS PPS.

AP is working with the SAP Competency Center to modify the entry screen to include a check box option for this type of special handling.  Once this is complete, you will be notified via the RSS Feed process.

On-Line Purchase Documentation (110514A)

At times it is necessary to purchase an item or register for a conference, etc. on-line related to a valid business purpose.  When an employee does this, he/she may seek reimbursement from the university.  It is important to obtain the proper documentation to support this on-line purchase.  Please follow one of the steps below to ensure this documentation is available for attachment to the e-NPO for the employee reimbursement:

  • Print a screen shot showing the purchase.

OR

  • Print the on-line purchase confirmation which is usually provided on these types of purchases.

Either one of these options will have the required payable information showing the name of the vendor, person making (paying for) the on-line purchase as well as what was purchased and the cost. 

When completing the e-NPO, attach this information and be sure the business purpose section is defined on the entry screen.

Invoice Contact Information on SAP Purchase Requisition (110414B)

On an SAP Purchase Requisition, you can enter the contact person’s name, netID and telephone extension in the Header Note area to assist Accounts Payable should they need to contact your department about a question.  This must be the first entry in this note area. 

Picture

The Header Note is only viewed internally and doesn’t print on the PO.  AP will check the Header Note for routing invoices requiring approval or action (Goods Receipt).

Invoice Contact Information on TSUS Marketplace Orders (110414A)

At the last BOBCATBuyers meeting, we discussed the issue of identifying the correct routing for emails from AP concerning Goods Receipts or Account Manager approval.  Below is an explanation of how internal notes and attachments can be used to identify the correct departmental contact.

On a TSUS Marketplace Purchase Requisition, enter the contact person’s name, netID and telephone extension in the Internal Note field after you have proceeded to checkout. The Internal Note area is located under the accounting information area on the left hand side.  Click on the “edit” button.

Click Edit

 

A dialog box will come up.  Enter the information and click on the “Save” button.

Enter Info & Click Save

 

The Internal Note field is only viewed internally and doesn’t show on the PO.  AP will check the Internal Note field for routing invoices requiring approval or action (Goods Receipt).

Check Pick Up Process (101614A)

A new FSS PPS, Accounts Payable Check Pickup Process, has been implemented.  The PPS establishes policies and procedures under which a university disbursement check can be released to a university staff member rather than mailed by the Account Payable Department.  More information may be found on the Check Pickup Process webpage.