Business Affairs

Before making a purchase of $5000 or less, you will need to obtain Level 1 Contracting Authority (L1CA). To obtain additional authority to make larger purchases of $25,000 or less you will need to obtain Level 2 Contracting Authority (L2CA). These authorities allow you to make certain types of purchases using template contracts.

•See Delegated Contracting Authority Information (https://pcs.uoregon.edu/delegated-contracting-authority-information) to find out what these authorities allow. These authorities allow you to make certain types of purchases using template contracts. (All custom contracts and agreements must be submitted though the Purchasing Portal and signed by a PCS officer).

•See the Delegated Contracting Authority Search https://pcs.uoregon.edu/content/delegated-contracting-authority to find who in your dept. has L1CA or L2CA.

The following Purchasing and Contracting Services/PCS training is REQUIRED to make purchases.

•Purchasing Rules and Ethics (formerly Purchasing Rules and Regulations)

•Procurement 101 (formerly Processes and Procedures for PCS)

•Procurement 102 (formerly Contracts 101)

•L2CA Contracts Training Queue (completed in the UO Purchasing Portal) - only if you are going on to obtain L2CA.

You should also become familiar with the UO purchasing procedures and rules. You can find a brief synopsis of these rules at the following link (http://pcs.uoregon.edu/).

NOTE: You cannot issue a payment to yourself. You should have someone else in your department process the payment. If you have any questions contact Carmela Kortum at 6-3126.

The University of Oregon (UO) is an organization with strong values of responsibility and integrity. We are committed to an environment where open, honest communications are the expectation, not the exception.

The University of Oregon wants you to feel comfortable in approaching your supervisor or management in instances where you believe violations of policies or standards have occurred. In situations where you are not comfortable reporting to your supervisor or management, you are encouraged to report through our third-party hotline, hosted by EthicsPoint. It is important to know that employees who make a good faith reports of suspected fraud, waste, or abuse are protected from retaliation in accordance with university policy and state law.

You are encouraged to submit reports relating to violations stated in our Code of Ethics on line to EthiscsPoint see: (https://secure.ethicspoint.com/domain/media/en/gui/41097/index.html) or Dial toll-free, within the United States, Guam, Puerto Rico and Canada: 855-388-2710.

The information you provide will be sent to the Office of Internal Audit by EthicsPoint. The Office of Internal Audit follows up on all reports made through the hotline. Information will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation and in accordance with applicable law.

When entering the on-line Banner invoice, you will enter your department's accounting string in the Invoice Accounting Distribution section. The chart of accounts code for the UO always defaults to a B. You will fill in your department's Account Index to default your Fund, Organization, Program, (and sometimes Activity) codes. You will also assign an Account code representing the type of expense transaction you are using.

The diagram below represents the various sections and key elements of the FAAINVE invoice page:

Important! Two or more people must always be involved with the purchasing and paying process. Your Banner text and documentation must indicate the L1CA or L2CA (Purchasing/contracting Authority) and/or the BA (Budgetary Authority) designations and names, and the name of the person entering the payment into Banner for payments of any dollar amount under $5000. These approval authorities should be documented by initals or signatures on your payment documentation. (Payments over $5000 require different/additional designations and approvals). See Additional Approvals and Required Text, and Banner Text examples below.

•No individual should be exercising L1CA or L2CA and BA, and entering payment into Banner for vendor invoice payments of any dollar value.

•No individual should be exercising BA and entering payment into Banner for refunds, reimbursements payments, etc. of any dollar value.

L1CA or L2CA exercised: Purchasing and Contracting Services (PCS) has implemented the following text requirements when paying for Invoices (received from a vendor) and POs authorized by Level 1 and Level 2 Contracting Authority (L1CA and L2CA): Text Requirements for Level 1 and Level 2 Contracting Authority Purchase Orders and Invoices Note: When L1CA or L2CA have been exercised for a purchase, the Purchasing (L1CA and L2CA) and Budgetary/BA approval authorities must both be listed in Banner text if L1CA or L2CA was exercised, even if the same person has exercised both types of authorities from both sources. The name of the person entering payment and their extension must also be in text. The text must reflect that at least two different people were involved in the purchasing (contracting), budgetary approval and payment entry process.

BA Approval (No L1CA or L2CA exercised): Banner Invoices (I docs) for payments in which L1CA or L2CA are not required (such as refunds, stipends, reimbursements, etc.) and that are not being paid against a vendor invoice require the following text: The name of the person entering payment and their extension must also be in text. The text must reflect that at least two different people were involved in the budgetary approval and payment entry process.

All payments entered in Banner should at a minimum contain the following elements:

•List name of individual approving the commitment of funds (Budgetary Authority/BA).

•Describe what goods and/or services are being paid. For services list the work elements and dates of service.

•Your name and phone extension.

Additional Approvals and Required Text: The following should also be entered in text if applicable to your transaction:

•List Contract #, Amendment #, and Purchase Order/PO # as applicable.

•List UO Contract Officer approving the Contract and the date signed (or department's authorized L1CA or L2CA authorized to sign certain UO template Contract forms and the date signed).

•If payment is against a paper PO and a PCS Contract Officer approved it, indicate the PCS Contract Officer who approved the PO and the date it was signed.

•If the invoice exceeds the PO due to freight/shipping charges, provide an explanation. If the PO exceeds what a contracting authority has signed for, the contract authroity must re-sign.

•If the payment for services exceeds the Contract maximum, list the Amendment number, new maximum, PCS Contract Officer that signed the amendment, and the date signed.

•List end date of Contract or PO, if applicable.

•If legal review required: Name of individual approving and date.

•If SPS (Sponsored Project Services) approved: Name of individual (or PI) approving and date.

•If payment is on an SPS issued grant contract or subcontract (SubAward) payment, list the applicable grant project and grant number/letter.

•Describe how the payment was calculated.

•Enter competition information RFP, ITB, quotes include UO website posting dates.

•List exemption from competition and required approvals, if applicable.

•List partial or final payment,

•If partial payment then list the contract maximum and total paid to date against the contract.

•Construction payments will require the following additional text: ◦On (date), (enter name/title of person approving the payment) approved the invoice with accompanying signatures verifying that the work was examined and performed per contract specifications, rates and terms.

•Fixed Assets are items purchased that will go into the FIS inventory system. All of the following information pertinent to the capitalized asset needs to be included in the text field of the invoice: ◦ Description of equipment purchased

◦Responsible organization code

◦Building and room number where equipment will be located

◦Cost of asset

◦Model and/or serial number

◦Manufacturer (if different from vendor)

◦Date the asset is put into service.

For more information please see Property Acquisition on the BAO Property Control web site.

Purchasing and Budgetary authority are TWO different authorities derived from UO’s Purchasing and Contracting Services or UO Departments.

•Purchasing and Contracting/PCS: Delegated purchasing authority to UO employees after an employee has taken at least three required training classes. This delegated purchasing authority is referred to as (L1CA or L2CA) and delegated/maintained by PCS. See: https://pcs.uoregon.edu/content/delegated-contracting-authority. Designation to purchase (delegated L1CA or L2CA) is NOT delegation to commit funds (Budgetary Authority/B/A).

The VPFA has also delegated contracting Authority or signature authority to specific University Officers or individuals to sign particular types of contracts. Please contact the Office of the VPFA with questions or for more information.

•Budgetary Authority/Departments: Delegated budgetary authority to UO employees to approve expenditure of departmental funds within a department by the Dean, Director or Department Head. This delegated budgetary authority is referred to as (BA). The Dean, Director or Department Head may delegate their commitment of funds authority to UO employees within their department and document that delegation internally within the department by memo or some other departmental documentation. The designation to commit funds is NOT delegated authority to sign contracts.

These approvals must to be documented both within the documentation and in Banner text.

If you have any further questions about L1CA and L2CA authorities or text requirements, please contact Purchasing and Contracting Services (PCS) at 6-2419. See: Purchasing and Contracting Services.

Any other Accounts Payable related questions about invoice text requirements, please all Diane Carl at 6-4235.

BANNER Text Examples (FOATEXT). See https://ba.uoregon.edu/content/invoice-text-requirements-foatext

Contract or PO Payment

Honorarium Contract Payment

Sub-Award Contract payment

Reimbursement Payment

Hosted Meal Reimbursement Payment

Participant Support Stipend Payment

Refund Payment

Vendor Invoice Payment

To place a Banner invoice on hold for special handling see: https://ba.uoregon.edu/content/check-pickups, and follow these instructions:

1.Enter an invoice payment into Banner (FAAINVE). Fill in the Invoice/Credit Memo header (first page), then click on TOOLS Menu. Under the category Options, select View Document Indicators, change the Grouping to (1) Invoice per check and click the 'Hold' box. Do not use the 'Hold' box on the Commodity screen. This could delay the printing of a check. You should never use the HOLD box on the Commodity Information section of the FAAINVE Page.

2.There are two reasons for putting a Banner invoice on HOLD.

SENDING DOCUMENTATION WITH A CHECK: When documentation such as a letter, subscription/membership renewal or registration form needs to be mailed with a check. Send your request and documentation (per instructions below) to Accounts Payable by campus mail, email to apbao@uoregon.edu, or fax to 346-2393:

•Banner document number should be clearly written on your letter, subscription/membership renewal, registration form or other documentation needing to be enclosed with check along with the word HOLD.

•Include your name and extension in case AP has any questions about your special handling request.

•Send documentation by 4:00 p.m. prior to the date you need the check mailed to allow time for AP to release the HOLD on the Banner invoice for the check to print on the Tuesday or Friday check run date closest to the date you need to have the check mailed.

•Make sure you override the payment due date to reflect the date you need the check to print and be mailed. (Please note printed check runs are only on Tuesdays and Fridays).

PICKING UP A CHECK: On rare occasions you may need to have a check held for pickup. Send your request to pick up a check (per the instructions) below to Accounts Payable by campus mail, email to apbao@uoregon.edu, or fax to 346-2393. The person picking up the check will need to bring a picture ID. Your request should include:

•Message: "Hold check for pickup"

•Banner document number

•Vendor name

•Amount

•Your name and extension

•Name and extension of individual who will pickup check (if different).

•Date needed

•Please send request by 4:00 p.m. to allow time for A/P to release the hold on the Banner invoice for the check to print on the Tuesday or Friday check run date prior to the date you need the check picked up.

•Make sure you override the payment due date to reflect the date of the check run prior to the date you need to pick the check up. (Please note printed check runs are only on Tuesdays and Fridays).

•Upon receiving your request or documentation, Accounts Payable will release the HOLD on the Banner document and a check will be produced the next business day. Accounts Payable will then follow your instructions and either mail your documentation with the check or call the contact person when the check is ready for pick up.

Example:

•Please hold check

•Banner I1986660.

•U.S. Department of Homeland Security

•$325.00.

•Daisy Duck at 6-XXXX

•Comet Duckcall will pick up check. Please call Comet Duckcall at 6-XXXX.

* Please note that when you put a document on hold, you are putting a hold on the Banner invoice so that a check will not be printed. You are not putting a hold on the check. A check will not be printed until we receive instructions or documentation from you. We do not review the text of every completed document and we do not know that a hold is on an invoice unless you notify us.

**For the people who are still in invoice training: Input the document in Banner, put it on hold, and forward everything to Accounts Payable as you usually do during invoice training. Please also send a copy of your hold or special handling request to Accounts Payable by campus mail, email to apbao@uoregon.edu, or fax to 346-2393.

If you have any questions, please call Accounts Payable at 346-3143 or via email at apbao@uoregon.edu.

Once your Banner authorization has been completed (usually a day after we receive your signed paperwork. See the above section on Authorization and Security) AND you following the completion of FIS Invoices Part 1 & 2 classes, you will receive (within 24 hours) access to enter invoices in production on a trial basis. This is considered the training period. All your payments will attract to the IGD1 training approval queue for review by Accounts Payable. Brian Strait or Michael Walsh will give you live access to FAAINVE.

You may complete your payments and scan/attach an invoice Voucher Form including all payment information as shown below: OR you may just write all the information that is asked for on the vendor invoice; OR you may also use a rubber stamp on your vendor invoice to record the same accounting information that is asked for on the invoice voucher form.

Submit your documentation for Review:

You may now scan them and send them to a dedicated AP email address specifically set up to receive ONLY training invoice documents. All other correspondence not related to these training documents can be sent to the appropriate AP email address or the individuals in AP best suited to answer the question you have about a particular topic. Again, this email is only for sending invoice training documents for review or questions about one of the documents sent to this aptrainingdocs@uoregon.edu email address.

1. Please scan in copies of each document as an individual or separate scans.

2. Rename each scan with the Banner document number.

3. Email each Banner document number and scanned attachment separately (each will need to be reviewed separately and removed from the aptrainingdocs@uoregon.edu email box when approved).

4. Email each training document to the training email address aptrainingdocs@uoregon.edu with the Banner document number and vendor name in the subject line.

5. AP will review and approve each email with each single Banner document attached in the email separately that you send by email.

The tendency is to want to just put a whole bunch of documents on your scanner and then send the whole file as one attachment in a single email. This makes it difficult for managing in the aptrainingdocs@uoregon.edu email box because it is difficult to label a batch scan with document numbers. If one document in the batch scan is disapproved it makes it difficult to go back and find that one Banner document and its documentation later on once it has been corrected. So please scan each Banner document as its own file and attach each to its own email with the Banner document number and vendor name in the subject line.

If you have any questions then let me know. (If you do not have the ability to scan, continue to send documents the old way by putting copies of all your payment documentation in an envelope and send campus mail to:

◦Carmela Kortum, Accounts Payable, Business Affairs (TUC).

◦Carmela will electronically review your documents after receiving this paperwork and approve or disapprove them

•Please process only 5 invoices the first time you begin entering invoices into Banner and send scans of them to APtrainingdocs.uoregon.edu (or copies in campus mail) to review before continuing to send further invoices. Once these five invoices have been reviewed and approved then you may begin processing them as needed and send the originals to AP.

•Do not enter invoices for travel reimbursements. Please send these to the BAO Travel Department or sign up for the Concur Travel classes.

•Coding Accuracy - Use the most appropriate commodity and account codes that you can. Keep in mind that accuracy is especially important in selecting the account codes. Commodity codes, however, are intentionally very broad, and you may not find an exact fit. Remember that the Codes page is an additional reference.

•Disapproval - Disapproved invoices will create BANNER messages. See https://ba.uoregon.edu/procedure/3143 for step by step information on how to view disapproved Banner messages.

•Fixing Disapproved Documents - To fix a disapproved invoice, return to FAAINVE and enter the Document #. This will allow you to fix and re-complete the invoice. (After correcting errors you must re-complete the Banner Document on the Balance and Completion page. Just saving the changes will not re-complete your Banner Document). If you need to make changes on the Invoice Accounting Distribution section of the FAAINVE page, then remember to uncheck the Access Completion Box on the Commodity Information section or you will receive error messages that will not allow you to make changes on the Invoice Accounting Distribution section).

•Length of Training - This varies from department to department and depends on the volume and variety of invoices. You must complete a minimum of twenty invoices during your training period with an error rate below twenty percent.

•Graduation - You will be notified once you "graduate" from the invoice training period. This means that you will no longer be required to fill out the voucher form or submit your invoices to Accounts Payable Your original invoices will be returned to you after graduation.

•Questions? - If you have any questions while you are in the invoice training, please call Carmela (6-3126).

Unfortunately not all vendors rely on invoice numbers and many payments do not even use invoices. Here are some guidelines for creating unique Vendor Invoice Numbers to identify these payments:

•Be sure that your Vendor Invoice Number is unique and meaningful to the vendor. Here are some suggestions: ◦Job Number

◦Work Order Number

◦Confirmation Number

◦Registration Number

◦Any other unique number from vendor's invoice

•Remember: ◦the number must be unique to the vendor (only used once)

◦is meaningful to the vendor - maximum of 25 characters

◦DO NOT use the person's name for reimbursements!!

Here are some suggestions for specific situations:

Conference Registrations (reimbursements) - Person or Event and date.

i.e. SCT Conf 17-MAY-2014 (Reimbursement for SCT Conference on May 17, 2014)

Subscriptions/Memberships - Person or Department and subscription date

i.e. James Thomas 2 YR New (New subscription for James Thomas. For existing subscriptions, you may use the expiration date.)

Entry Fees (reimbursements) - Sport/Date

i.e. Golf 16-MAR-2014 (Reimbursement for golf event on March 16, 2014)

Reimbursements - PO Number, or Event & date

i.e. B484700 or Move 19-AUG-2014 (Reimbursement for a move on August 19, 2014 - PO number used or description & date)

All Other Invoices (reimbursements) - Vendor name or description of the purchase and date

i.e. Fred Meyer 25-MAY-2014 (Reimbursement for business supplies on May 25, 2014)

Commodity codes are use to evaluate university-wide purchasing trends and are therefore generally intentionally broad. This is in contrast to the more specific account codes that you will use later on in the accounting block. It is VERY important to select the proper ACCOUNT CODE because there is internal processing based on this code. Please avoid using any of the "miscellaneous" account codes. For more information on using account codes, see the Codes section of the FIS Guide at /content/fis-codes#fis-codes.

Always look for an appropriate commodity code. Keep in mind that these codes are very general categories which are helpful for administrative analysis. They are generally not intended to be specific . See commodity code frequently asked questions.

If you don't find a satisfactory one use a miscellaneous code.

Example: There are no specific commodity codes for some purposes such as subcontract payments. Use 961 Miscellaneous Services. Miscellaneous Products 578 is also available if you cannot find an appropriate product code.

For a complete list of the commodity codes, see the Codes section of the FIS Guide.

To create multiple commodity or accounting records, NEXT RECORD (down arrow). If you are purchasing Fixed Assets, you must create a different commodity record for each item being purchased - even if you use the same commodity code for each.

• Main Number - 6-3143 (Fax - 6-2393) Accounts Payable main email: apbao@uoregon.edu (Vendor requests, vendor questions, general AP questions)

• Diane Carl 6-4235 dpatten@uoregon.edu (Accounts Payable Manager, Check printing and ACH/Direct Deposits, Foreign Payment, Invoice approval)

• Maryam Peigahi 6-3152 /eigahi@uoregon.edu (Vendor Payment Inquiries, Invoice approval, Consolidated Billings, (MP, RG and Oregonian), Leases)

• Carmela Kortum 6-3126 ckortum@uoregon.edu (Invoice Approvals, Invoice Training)

• Serina Dugan serinaz@uoregon.edu (W9's, W-8’s, Vendor Set-ups and Maintenance - Vendor Coordinator)

• Leslie Forbes 6-1252 ldforbes@uoregon.edu (Document Imaging, Check copies and Vendor Coordinator Back Up: W9's, W-8’s, Vendor Set-ups and Maintenance)

• Joy Germack 6-0782 jgermack@uoregon.edu (Tax Analyst, Reviews W-8 & W-9’s, Foreign payment related questions)