AP Invoice Payment

Operational Changes and Information: See the AP News section below for recent news and information.

AP News

Covid-19 expenses

For Covid-19 related expenses please use the activity code IRCRNA on the payment in Banner. 

Ergonomic equipmentand/safety: 

See Information and Resources in the remote work place.  Contact the Ergonomic and Safety Coordinator for further help regarding remote working ergonomics.  (The coordinator's contact information is available on the bottom of this link and they can provide further guidance.

Masks, hand sanitizers, gloves and other supplies for Covid-19:

Covid-19 work supplies purchased for UO offices can be purchased through the Science Stores.  These would be coded to account code 20101 (Office Supplies).  Covid-19 supplies used for a program or special circumstance could be coded to the account code 20102 (Operational Expense). Note: Covid-19 supplies may not be purchased or reimbursed for remote (home) work areas.

IT related remote work Equipment, Software, Internet, Cloud Storage:

Please consider the following UO provided resources before making new purchases.

Note: All equipment paid for with UO funds (incuding employee reimbursments) for remote work is UO owned equipment and needs to be handled accordingly. See: Equipment.

Mobile Technology: 

See BAO News Announcment regarding Mobile Technology for the current fiscal year. 

  • Note:  Absent exceptional circumstances, the current remote-work model due to COVID-19 is not sufficient reason to grant a new mobile technology reimbursement request.

Remote Working Meals:  

The current GSA meal per diem which is used as the guideline for reasonableness per Non-Travel Meals, Refreshment and Hospitality Expense Procedures under Section 3.1 even if doing something like purchasing Grubhub gift cards in lieu of a catered or take out working meal. See the Hosting, Meals, Refreshments and Alcohol for documenation and guidance regarding various UO non-travel meal and hosting situations.

Other:  The responsibility for determining the business purpose and budgetary approval for all other Covid-19 expenses, falls under the responsibility of the dean, director, department and/or unit head outlined in the University Fiscal Policy under section 3.a.ii and 3.a.iii.  (All expenses must comply with UO guidance regarding Covid-19).

Wire Transfers and deadlines

Effective immediately. Outgoing wire transfers will only be processed on Tuesdays and Fridays.  NOTE: There are updated instructions for Outgoing Wire Transfers including a new Wire Transfer Request Upload form.  Please use the new upload process when requesting wire transfers.

 

Wire Transfer Request Upload Procedures

UO Outgoing Wire Transfer Request Upload Procedures

Under the BAO web site (ba.uoregon.edu) under BAO Forms:

  1. Please select under the category Central Accounts Payable and Invoice Payments the Outgoing Wire Transfer form.  Complete the form as you usually would and save as a pdf.
  2. Please select under the category Central Accounts Payable and Invoice Payments the Wire Transfer Upload FormThis form is password protected so you will need to log in to access the upload form. 
  3. Under the Wire Transfer Upload Form. This form is password protected so you will need to log in to access the upload form.
  • Add your departmental contact first and last name and phone number.
  • Upload a pdf of the completed Outgoing Wire Transfer form that you saved. (Be sure to include your Banner I Document number that is incomplete and on HOLD.  To put it on HOLD in Banner click on TOOLS Menu and under Options, select View Document Indicators.  Change the Grouping from (M)any invoices per check to (1) Invoice per check and click the 'HOLD' box).
  • Upload a pdf of ALL the supporting documentation such as contract, invoice, etc. (including banking information that was provided to you by the vendor).  Note: The Outgoing Wire Transfer form is an internal UO form to be used by departments and should not be sent to vendors to complete.
  • Save.
  1. Edit the Signature Block’s Departmental Approver line and select the Department’s Budgetary Approver’s email address for the wire to be routed to them for approval of the Outgoing Wire Transfer Request. SAVE.
  2. Select SEND! Your Wire Transfer Request will be sent to apbao@uoregon.edu for processing by Central BAO Accounts Payable. If you have questions please email:  apbao@uoregon.edu.                                                                                                                                                                                                                                                                                                                                                                                                   
Check Runs and ACH

Check Runs, ACH, and SUV's will temporaily operate on an altered schedule due to summer changes with mail services. Checks, ACH, and SUV's will be processed ONLY on Tuesdays and Thursdays from June 22 through August 14.  AP anticipates converting back to our regular schedule starting the week of August 17th.  A/P payments include vendor payments, employee and student refunds, stipends and reimburesements.  If you have further questions about check runs call Dan Patten at 6-4235. Reminder: It is a good idea for faculty, staff, and students to keep their Duckweb information current including mailing addresses and ACH information.

SUA (JP Morgan Single Use Account) Program

We continue to enroll vendors to receive payments under the SUA (JP Morgan Single Use Account) Program. When entering a payment in Banner you will receive a notification message that the vendor is a SUA vendor. Just close the message and continue with payment. There is nothing you need to do differently when entering the payment. For more information on how this program works see: JP Morgan Single Use Acccounts/SUA.

Accessing Vendor Payment and Check Information (UO Access only)

On the AP web site under Table of Contents and click on the Invoices link, you will see links on the various querying screens for help on how to query.  With the vendor name, vendor number and/or vendor invoice number you will want to use FWIVNDH - UO Vendor Detail History form.  With the Banner I document or check number you will want to use FOIDOCH - Document History form. If you already have the check number you can also access FAICHKH - Check Payment History.

Querying

    FTIIDEN - Entity Name/ID Search Form
    FOATEXT - Adding Text after Completion
    FAICHKH - Check Payment History
    FAIINVE - Invoice/Credit Memo Query
    FWIVNDH - UO Vendor Detail History
    FOIDOCH - Document History

If you need further help email: apbao@uoregon.edu

Refunds

A UO Substitute W-9 is not needed to set up a vendor for a refund payment.  Vendor accounts for refunds will be active for 30 days only. If you do not issue the refund within the 30 day time period you will need to send a request to have the account temporarily reactivated.

1099 Misc. forms

If you have a 1099 related question please call Dan Patten at 541-346-4235.  You may also email your question to his attention at apbao@uoregon.edu.

Invoices

INVOICE Related Forms (Employees Only)

Note:  Vendors calling with AP payment related questions, please call (541) 346-3143

    Processing

    Invoice Processing Procedures - Overview of UO Accounts Payable Procedures

    FAAINVE - Direct Pay Invoices - See: 11) for Credit Memos; 12) for Holds; & 21) for Deleting an I Document
    FAAINVE - Direct Pay (using FACICON) when paying multiple Invoices
    FAAINVE - Regular Invoices Paying On-line POs
    FAAINVE - Regular Pay (using FACICON) when paying multiple Invoices against a PO
    FAAINVE - Invoices Paying GA Encumbrances

    FOATEXT - Adding Text after Completion

   GUAMESG - Checking Banner Messages

    Querying

    FTIIDEN - Entity Name/ID Search Form
    FOATEXT - Adding Text after Completion
    FAICHKH - Check Payment History
    FAIINVE - Invoice/Credit Memo Query
    FWIVNDH - UO Vendor Detail History
    FOIDOCH - Document History
    FOAUAPP - Invoice Approvals
    FOIAINP - Approvals Notification Form
    FOIAPHT - Approval History Form

CODES - (See Financial Services under Chart of Accounts)

    Querying for Account Codes

    Account Code Primer - Identfying Account Code Groups and Types of Expense
    Account Code Search - ALL Account Code Search
    IT Account Codes - Information Technology Account Codes
    Common Account Code Mistakes

    Querying for Commodity Codes - (Press Control + F to search by a description or code)

    Alphabetical Listing - by Description
    Numerical Listing
    Commodity Codes Frequently Asked Questions - The most Commonly Used Commodity Codes
 

Banner Invoice Training


New! Content from the Banner Guide relating to INVOICE Processing has moved here as of August 1, 2019. For all other content from the Banner Guide see responsible department. (Example: Financial Services - JV's, etc.; Cashiers - deposits; Payroll - time entry, etc.)

FIS Invoice Processing

FIS Overview (prerequisite for all other finance training)

Course Description: This course (formerly titled FIS Accounting Queries) will start you on your way to understanding the FIS accounting screens (and more). Through lecture and navigation practice, you will see general examples of the following topics:

  • Chart of Accounts Overview
  • Budget Status Queries
  • Transactions Detail
  • Document Text
  • High-level Summaries
  • Grant Balances
  • General Ledger Balances

Prerequisites:

Offering: Check My Track for available class times
Duration: Approximately 3.5 hours

Class Documents:

FIS Invoice Part 1

EditCourse Description: How to create FIS invoices for paying vendor bills. How to find vendors; process "Special case" invoices and track completed invoices.   This course only covers how to process "Direct" pay invoices; invoices that are originating from either a paper Purchase Order or no Purchase Order (for example, invoices for Office Depot that result from placing a phone order). This is the first of a two part course.

Note: This course does not cover how to create or pay FIS Purchase Orders or FIS Encumbrances created in Banner. Please see the course descriptions for the FIS Purchase Orders, FIS Invoices Pay Purchase Orders, and FIS Encumbrances training for more information on these courses. If you register for FIS Invoice Part 1, make sure to also register for FIS Invoice Part 2.

Prerequisites: Introduction to Banner and FIS Overview (Also strongly recommended: Purchasing Rules and Regulations)
Offering: Check My Track for available class times.
Duration: This course consists of 2 sessions; each lasting 3 hours long with a 15 minute break
Class Documents for using the FAAINVE form:

FIS Invoice Part 2

Course Description: How to create FIS invoices for paying vendor bills. How to find vendors; process "Special case" invoices and track completed invoices. Second in a two part class.

*** Bring your handouts from FIS Invoices Part 1. ***

Note: This course does not cover how to create or pay FIS Purchase Orders or FIS Encumbrances created in Banner. Please see the course descriptions for the FIS Purchase Orders, FIS Invoices Pay Purchase Orders, and FIS Encumbrances training for more information on these courses.

Prerequisites: FIS Invoices, Part 1
Offering: Check My Track for available class times.
Duration: This course consists of 2 sessions; each lasting 3 hours long with a 15 minute break
Class Documents:

FIS Journal Vouchers

Course Description: This course will teach you to enter FIS JV's for the U of O campus. It begins with an overview of JV's and JV accounting procedures. Then it takes you through multiple practice examples. The course also includes sections on tracking your JV's and how to get help.

Note: If you need training in Inter-institutional JV's, please contact Robbin Howard at 6-1115 or email at rchoward@uoregon.edu

Prerequisites: Introduction to Banner and FIS Overview
Offering: Check My Track for available class times
Duration: Approximately 2 hours and 45 minutes
Class Documents:

FIS Purchase Orders Part 1: PO Creation

Course Description: This is Part 1 of a 2-part course. Part 1 focuses on PO Creation (Part 2 focuses on PO Invoicing). The following topics will be covered in Part 1:

  • Purchase Order Overview
  • Creating On-line PO's
  • PO Printing
  • Billing and Shipping Information
  • Vendor Lookups
  • Tracking PO's
  • Canceling PO's

Note: If you register for FIS Purchase Orders Part 1, make sure to also register for FIS Purchase Orders Part 2.

Prerequisites: Introduction to Banner, FIS Overview, and FIS Invoices Part 1 and 2 (must also have graduated from Invoice training)
Offering: Check My Track for available class times
Duration: Approximately 2 hours and 45 minutes
Class Documents:

FIS Purchase Orders Part 2: PO Invoicing

Course Description: This is Part 2 of a 2-part course. Part 2 focuses on PO Invoicing (Part 1 focuses on PO Creation). This course will teach you to create FIS invoices for paying FIS purchase orders at the U of O. The following topics will be covered:

  • PO Payment Overview
  • Creating PO Payment Invoices
  • Adds and Changes
  • Tracking PO's
  • Partial vs Final Orders
  • Liquidating PO's with JV's

Note: This course is intended for employees paying invoices for on-line PO's created by themselves or their department.

Prerequisites: FIS Purchase Orders Part 1: PO Creation
Offering: Check My Track for available class times.
Duration: Approximately 2 hours and 45 mintues
Class Documents:

 

FIS Advanced Accounting Queries

Course Description: This course is designed to share advanced knowledge of querying possibilities within FIS. It will show you how to see different views of your accounting through a deeper understanding of how FIS stores data.

Here are some of the examples we will show:

  • Querying on a single FOAPAL element (Orgn) rather than an Index
  • Finding out how many Indexes use any particular FOAPAL code
  • Getting a "net balance" for specific Fund/Orgn combinations
  • Using the Orgn code hierarchy form FTIORGH
  • Viewing hierarchy roll-ups on FWIBUDG
  • Seeing Level 1 and Level 2 summaries on FWIBUDG
  • Getting a "professor balance" using Orgn/Actv
  • Querying for "Budgeted Operations" balances
  • Using FGITBSR and Fund Type roll-ups
  • Tracking encumbrances
  • Seeing beyond Indexes in transactions history

Note: This is an advanced course that is only appropriate for those with several months experience in FIS accounting.

Prerequisites: Accounting Queries
Offering: Check My Track for available class times
Duration: Approximately 2 hours 45 minutes
Class Documents: Class Lesson Guide

FIS Encumbrances

Course Description: This course will teach you to create and liquidate FIS Encumbrances at the U of O. You will find encumbrances useful if you want to "set aside" money in certain accounts. This will make your Available Balance more accurate. Encumbrances can be automatically liquidated when invoices and JV's are done against these accounts. Encumbrances for restricted funds (2xxxxx, 3xxxxx, 4xxxxx) only, carry over at fiscal year end.

Prerequisites: Introduction to Banner, FIS Overview, FIS Journal Vouchers, and FIS Invoices Part 1 and 2
Offering: Check My Track for available class times
Duration: Approximately 2 hours 15 minutes
Class Documents:

 

Advanced Accounts Payable Queries

Course Description: In this course you will learn the following:

  • How to search for difficult vendors - FTIIDEN: Tips for more successful queries. Navigating through Terminated or Inactive Address messages.
  • How to query and look at the detail of a Banner invoice - FAIINVE:   Note:  This form allows query ONLY access. No changes can be made in this form.
  • How to  finding information about your payments - FWIVNDH:  Finding information about your payments payments and knowing when a check was issued, cashed, ACH/direct deposited or sent by wire transfer.
  • How to determine if multiple invoices were paid and how to produce printable payment history for the vendor.
  • How the Banner information is tied together - FOIDOCH:  Finding history for Banner documents by type.  Examples are I docs, POs or checks.

Class Documents:

Note: If you need additional information, or have any questions about this course please call Accounts Payable at 346-3126

Prerequisites: FIS Invoices Part 1 and 2.  It is recommended that you have 3 months of Banner experience
Offering: Check My Track for available class times
Duration: 1.5 hours
Instructor: Carmela Kortum (541) 346-3126, ckortum@uoregon.edu

Business Expense Guidelines

Course Description: In this course you will learn Federal, State, and University of Oregon rules for payments/reimbursements with emphasis on good payment documentation; awards and prizes; hosting and non-travel meals, refreshments and hospitality expenses.

Note: If you need additional information, or have any questions about this course please call Accounts Payable at 346-3126

Prerequisites: FIS User
Offering: Check My Track for available class times
Duration: 2 hours
Instructor: Carmela Kortum (541) 346-3126, ckortum@uoregon.edu

Account Code Overview and Queries (Financial Services under Chart of Accounts)

Account Code Primer

Fiscal Policy Manual Account Code Search - All Account Code Descriptions search (by code or description).  Access more detailed descriptions of account codes, when to use them, determine if account code is tax reportable.

IT (Information Technology) Account Codes - which account codes to use for IT software, equipment and maintenance services.

Common Account Code Mistakes

Talk to someone knowledgeable!

If you have more questions about account codes, please contact the following:

For account codes on invoices or POs - Carmela Kortum 6-3126
For account codes on JVs or accounting queries - Robbin Howard 6-1115 
For commodity codes information, contact Lynne Harrell 6-3220.

Commodity Code Queries (Financial Services under Chart of Accounts)

Commodity codes are a standard classification code for products and services. They are used by Purchasing and Contracting Services to track purchasing trends and to potentially negotiate contracts with suppliers.

How to choose Commodity Codes by:

Alphabetical by Listing (Description)

Numerical Listing

Frequently used Commodity Codes

High Risk Commodity Codes (No Longer tracked)

Accounts Payable

Accounts Payable (Fax): 541-346-2393

Position Name Email Phone Functions
Manager Dan Patten dpatten@uoregon.edu 541-346-4235
Program Specialist Sherrie Canfield sherriec@uoregon.edu 541-346-3152

Vendor Payment Inquiries, Consolidated Billings,
(MP, RG and Oregonian)

Program Specialist Carmela Kortum ckortum@uoregon.edu 541-346-3126

Invoice Approval, Invoice Training, W-8's

Imaging Coordinator Karen Strain kstrain@uoregon.edu 541-346-1252

Document Imaging, Check copies

Vendor Coordinator Serina Dugan APBAO@uoregon.edu 541-346-3189

Vendor Set-ups, W9's & W8's