OREGON STATE UNIVERSITY
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Fiscal Operations Manual
Section 1100: Banner Processes
Effective: 01/01/2003
Revised: 01/26/2015
Go to the OSU Professional Development Central Registration Site for online training in Banner FIS Invoices.
Multiple vendor invoices can be paid with one Banner Direct Pay Invoice (“I” number) using FAAINVE. There is a $5,000 limit to the Banner “I” document. This option for payment of invoices is NOT to be used for Travel Reimbursements, Personal Reimbursements or Capital Equipment purchases. For more information, see the Invoices Section, FIS Fundamentals Reference Manual.
Payments to third parties require use of the Check Vendor Field. This allows the payment history to be attached to an individual/vendor that differs from the check recipient.
Examples include:
Online training in Banner FIS Invoices is available at the OSU Professional Development Central Registration Site.
Travel reimbursements are prepared using receipts and information provided by the traveler/employee. The travel reimbursement information is entered into TRES. Units should not enter the travel reimbursements into Banner, if there has been a travel advance. These are entered by the appropriate Business Center after calculation of repayment or clearing of the advance.
Final approval is in the Business Center.
Regardless of the funding source or basis of reimbursement, evidence of travel status must be provided. Evidence of travel status is normally in the form of lodging receipts; however, vehicle rental, local transportation, meal receipt, or other receipt showing the travel location may be used. OSU Meal & Incidental Expense (M&IE) and mileage per diem rates are used for all funds. OSU approved lodging per diem, in lieu of receipts, is a unit option. Some specific contracts or other awards require the submission of receipts. The Office of Post Award Administration (OPAA) will assist units in identifying the contract or other award by noting the requirement on the original Award Information Sheet. Units will be held responsible for receipts that are not submitted with reimbursements, or for reimbursements that were done using incorrect methods. A cost overrun to the unit will be prepared for any travel that is billed to the contractor and subsequently disallowed due to lack of receipts/documentation for the reimbursement.
Checks issued by the Business Affairs are automatically sent to the address listed on the check. This address is determined by the Vendor Payment “VP” sequence selected when inputting documents for payment. Off campus addressed checks are sent via the US Postal Service and are normally mailed on the date of issue. Checks showing on-campus addresses are sent via Campus Mail.
All checks have a stub attached which indicates the Check No., Vendor Reference No. (Invoice No.), Invoice Date, Banner “I” Document No., and Check Amount in US Currency. When payments are made to vendors and/or employees by ACH, check notification will be sent to the vendor or employee with payment detail.
Checks, including payment for more than one invoice, will have the information listed on the stub separately for each invoice.
Because of the volume of checks issued, the course of action described below has been established as a way of quickly identifying those checks that require special handling.
This indicates that paperwork needs to be attached to the check before mailing. After “CTA” indicate the vendors invoice no. (if known), a department name, date, or other relevant description. (Example: CTA food sci 99).
This indicates that the Banner user (not the Vendor) would like to pick up the check, rather than having it mailed to the vendor address on the check. After ”PU” include the campus phone number (7XXXX) and as much of the person’s name, or initials as possible. This person will be called when the check has been cut. Checks with pick-up indicated will be logged. The recipient will be required to show picture identification, as well as, sign the Business Affairs check-log before the check can be released. At the time of notification it is acceptable to request the check(s) be sent via Campus Mail. A notation will be made in the log as to the person requesting the change and the campus address to which the check(s) have been sent.
Please be aware that when pick up is utilized, the person who entered this I-doc is responsible for receiving and disbursing the check to the Vendor named on check. Do not send the vendor to Business Affairs to inquire about the check. The vendor should contact the responsible unit directly, if there is a problem with the payment.
NOTE: US Postmaster checks must have Document Indicator = 1 selected for Pick Up.
If a vendor normally receives payments via ACH, they can have a manual check processed to override the ACH default payment.
There are times when an invoice must be paid in foreign currency. For payment over $100, the payment must be done by wire transfer, through Cashiers. Wire Transfer forms (pdf format) may be found through OSCAR. For invoices under $100, a Payment Request Form is completed and entered into Banner with a local bank as the check vendor, and the receiving party as the vendor. Indicate “PU” pickup in the vendor invoice field. The unit picks up the check issued by Business Affairs and takes it to the bank for purchase of a foreign draft.
The sub-grant or subcontract process is used when OSU passes through a portion of the sponsored award to another entity for the purpose of programmatic effort on the project. All the terms and conditions that are part of the primary award must be included in the sub-award document.
Use the invoice screen. Begin as you would for any payment document. When you come to the method of payment field, change from direct pay to General Encumbrance. This brings up the Encumbrance field and will allow the input of the encumbrance number E000XXXX. This is what ties the payment document to the general encumbrance. Proceed to process as any other payment document. The accounting information will default in so be sure to check the dollar amount and account codes. If more than one account code is associated with the encumbrance and you are only paying on one, be sure to enter a zero amount in the one not being used. All invoices must be tied to their encumbrance number or they will be disapproved. Sub-award encumbrances are setup, maintained, and liquidated only by the Office of Sponsored Research and Award Administration (OSRAA).