PaymentRequestEntryPeopleSoftFinance9.2

PEOPLESOFT 9 . 2 PAYMENT REQUEST ENTRY

CONTENTS

PAYMENTREQUESTOVERVIEW......................................................................................................................3

CREATINGAPAYMENTREQUEST....................................................................................................................4

CAMPUSWORKCENTER:PAYMENTREQUEST........................................................................................4

STEP1:SUMMARYINFORMATION..............................................................................................................5

STEP2:SUPPLIERINFORMATION...............................................................................................................7

STEP3:INVOICEDETAILS(ADDLINES)....................................................................................................9

STEP4:REVIEWANDSUBMIT......................................................................................................................9

CHECKINGTHESTATUS...................................................................................................................................10

APPENDIXA:ADDINGANEWSUPPLIER....................................................................................................11

APPENDIXB:BUSINESSPROCESS|REQUIREDDOCUMENTATION...................................................12

HONORARIUM.................................................................................................................................................12

STIPENDPAYMENTS.....................................................................................................................................12

INVOICES..........................................................................................................................................................13

MISCELLANEOUSEXPENSES.......................................................................................................................13

TUITIONREIMBURSEMENT.......................................................................................................................13

R*STARSPAYMENTS.....................................................................................................................................13

STIPENDS.........................................................................................................................................................13

REFUNDOFREVENUE..................................................................................................................................14

MEMBERSHIPS................................................................................................................................................14

REGISTRATIONS.............................................................................................................................................14

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STUDENTCULTURALEVENTS...................................................................................................................14

MOVINGEXPENSES........................................................................................................................................14

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PAYMENTREQUESTOVERVIEW

PaymentRequestsshouldbeopenedfor:

• Invoiceslessthan$600,thatare*NOT*recurring• Miscellaneousreimbursements(outofpocketexpensesthatare*NOT*Travel)• TuitionReimbursement• R*STARSPayments• Honorariums• Stipends• RefundofRevenue• Memberships(whereP-cardisnotaccepted)• Registrations(whereP-cardisnotaccepted)• StudentCulturalEvents(whereP-cardisnotaccepted)• MovingExpenses

PaymentRequestsshould*not*beopenedfor:

• Invoicesover$600• TravelExpenses(whenusingaccounts7040100,7040300,7040330,etc.)

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CREATINGAPAYMENTREQUEST

CAMPUSWORKCENTER:PAYMENTREQUEST

Afterloggingin,gototheCampusWorkCenter.

Onthelefthandside,underLinks,selectthedropdownarrownexttoPaymentRequests.SelectPaymentRequestCenterEmployeeandclickCreate.

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STEP1:SUMMARYINFORMATION

InvoiceNumber-fillintheInvoiceNumberifitisneeded-itisonlyneededifthereisaninvoice.

InvoiceDate-changetheinvoicedateifitisnotthecurrentdate.

Description-FillinthebasicdescriptionbasedonthespecificBusinessprocessoutlinedinthePaymentRequestsin9.2websiteorintheAPPENDICESofthisdocument.Forexample:

• Honorarium• Stipends• RefundofRevenue• Membership• Registrations• Studentevents• R*STARS

CostSubTotal-FillintheCostSubTotal.Notethattheformattingrequiresonlyanumberandnosymbol.Thisshouldbetheactualtotalofexpensesneedingtobereimbursed.

Ignorethefields“Misc.ChargeAmount”and“FreightAmount”.Thesewillnotbeusedandwillbehiddeninthefuture.

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Notes/Comments-thisshouldhouseanyinformationthatcouldnotfitinthedescription.IfthisisanR*STARSpayment,theR*STARStransferinformationshouldbeprovidedinthenotes.

Attachments-Addtherequiredsupportingdocumentationbyclickingontheattachmentshyperlinkontherighthandsidebeneathyournameandentrydate-time.Attachmentsarerequiredassupportingdocumentation,seePaymentRequestsin9.2forrequirements.Examplesofdocumentationare:

• Invoices–musthavetheGoodsandServicesstamponinvoicewithappropriatesignature• Detailed,Itemized,PaidReceipts–copiesofallreceiptsforreimbursements• Otheritems–supportingdocumentationdependingonthesituation

Youcanadduptofivefilesasattachments.

Afterattachingthefiles,fillinthedescriptionofwhattheattachmentisfor,andclickoktogobacktothePaymentRequest.

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ClickNext.

STEP2:SUPPLIERINFORMATION

SupplierInformation-IfyouknowtheSupplierIDorSupplierName,orapartialofeitherofthosefields,enteritintothecorrespondingfield,andclickSearch.

Usethearrowsinthetoprighthandcornerofthesearchresultstable,tosiftthroughallresultsavailable.

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ClickonthemagnifyingglassnexttoSupplierIDtosearchforSupplierbyeitherSupplierIDorShortSupplierName.ClickonthelinkofthesuppliertohaveitaddedtothePaymentRequest.

SeeAppendixAto“EnterNewSupplier”atthisstep.

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STEP3:INVOICEDETAILS(ADDLINES)

ClickAddLineswhileontheInvoiceDetailPage.FillintheDescription,Quantity,Unit,UnitPrice,andLineAmount.

FillintheChartStringthatcorrelatestothePaymentRequest.VerifywithyourSupervisorifyouareunsurewhatChartStringyoushouldbeusing.

• GLBusinessUnit=UMBC1(default)• Account• FundCode• Department• PCBusinessUnit-thisneedstobeenteredbeforeenteringtheProjectidorActivity.• Projectid• Activity• ProgFin-thefieldProgFinisfartotheright,becauseitwillbeauto-populatedinthe

future.

ClickOKafterfinishingtheline.Reviewthedetailsonthemainpage,andaddmorelinesifneeded.Oncefinished,clickNext.

STEP4:REVIEWANDSUBMIT

Onthefinalpage,reviewalltheinformationpresentandverifyitlookscorrect.ClickonthePreviousbuttontogobackandeditanyinformationifnecessary.

Oncereviewed,clickSubmit.Itwillbeforwardedforapproval.PleasenotethatifenteringaNewSupplieritmaytakeAPsomeadditionaltimetoprocessthepaymentrequest,becausetheyhavetoenterthesupplierinthesystemandconfigureitbeforethePaymentRequestcanbeapprovedandfinalized.

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CHECKINGTHESTATUS

TocheckthestatusofanyPaymentRequestyouhavesubmitted,gotothePaymentRequestCenterEmployeepagefromtheCampusWorkcenter.

ThispageshowsallPaymentRequestsyouhavesubmitted,andwhatstagetheyarein.IfitsaysPendingApproval,itcouldbeinanyofthethreeapprovalstagesmentionedintheApprovingaPaymentRequestSection.

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APPENDIXA:ADDINGANEWSUPPLIER

Ifthenameofthesupplieryouneedcannotbefoundbecauseitisanewsupplier,clickontheEnterNewSupplierfromthemainSupplierInformationPage.

NotethatthisbuttononlyappearsafteryouhaveclickedSearchtofindasupplier.Thisistoensurethatyoucheckthesystemtomakesurethatthesupplierdoesnotalreadyexist.

FillintheSupplierName,Address,City,County,PostalCode,State,ContactName,ContactPhone,ContactEmail,andanswerthethreequestionsatthebottom.ThequestionsareachecklistofeverythingthatneedstobecompletedtoenteranewSupplier.

ThelastquestionasksifyouattachedaW-9fortheSupplier.Sayyes,clickOK,andmakesuretoaddittotheattachmentsonthepreviouspage.YoucandothisbyselectingthePreviousbuttonatthebottomofthescreenfromtheSupplierverificationpage.

Afteraddingtheattachmentforanewsupplier,clickNextandNextagainonthebottomofthepage.

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APPENDIXB:BUSINESSPROCESS|REQUIREDDOCUMENTATION

HONORARIUM

TheStateofMarylandEthicsCommissiondefineshonorariumpaymentsasthepaymentofmoneyoranythingofvaluefor:1)speakingto,participatingin,orattendingameetingorotherfunction;or2)writinganarticlethathasbeenorisintendedtobepublished. Anhonorariumpaymentisprovidedasatokenofappreciationforparticipationinanactivityorevent,andnotasacontractualobligationtopayforservicesrendered.Honorariumsareusuallyone-timepaymentsmadetoanindividual(notacorporation,businessorpartnership)whoisnotanemployeeoftheUniversity,foraspecialandnon-recurringactivityorevent.“UsualAcademicActivity”meansactivityconductedforthebenefitofthehonorarium-payingInstitutionandincludeslecturing,teaching,readings,andperformances,conductingresearch,attendingmeetings,symposiaorseminars,orotherwisesharingknowledge.DeterminationofHonorariumPayments:

1. Istheindividualabusiness,corporationorpartnership?2. WasthepaymentamountnegotiatedbetweentheUniversityandtheindividual?3. Isthereacontractualagreement?4. Aretheindividual’sservicesrecurring?5. IstheindividualaUMBCemployeeorstudentemployee?6. Didtheindividualsettheprice?

Ifyouhaveanswered“yes”toanyoftheabovequestions,thepaymentdoesnotqualifyasanhonorarium.PleaseNote:UnderIRSregulations,honorariumpaymentsareconsideredtaxableincome.Therefore,asamatterofpolicy,therecipientofanhonorariummaynottransferthepaymenttoanotherorganizationorindividual.Ifthehonorariumrecipientwishestotransferthepaymenttoanotherorganizationorindividual,heorshemustreceivethemoneyandthendonateit.

REQUIREDDOCUMENTATION:

• HonorariumForm• PleasereviewtheUMBCGuideforHonorariumPaymentsbeforesubmittingthePayment

Request

STIPENDPAYMENTS

Astipendisafixedsumofmoneypaidperiodicallyforservicesortodefrayexpenses.Itisoftendistinctfromawageorasalarybecauseitdoesnotnecessarilyrepresentpaymentforworkperformed.Insteaditisoftenpaidtoindividualswhoareparticipatinginaninternship,apprenticeship,graduatework,orafellowship,justtonameafew.Astipendmayalsobepaidoutonalessfrequentbasisthanaregularpaycheck;often,stipendsaregivenoncepermonth,orevenasalumpsumoncepersemester.PleaseNote:Theincomefromstipendsisreportable,perIRSregulations.

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INVOICES

• EveryinvoiceshouldclearlybeinvoicedtoUMBC1000HilltopCircle,BaltimoreMD21250.• Theinvoicemustsufficientlydescribethedetailsofthegoodsorservicesbeingpaid

includingthestatethatthegoodsorserviceswererenderedandthestateoftheinvoice.• Eachinvoicemustcontainthevendor’sname,remittanceaddressandfederaltaxpayer

identificationnumberor,ifownedbyanindividual,his/hersocialsecuritynumber.• Goodsandservicesstampmustbeontheinvoicewiththeappropriateapprovalsignature.• https://businessservices.umbc.edu/paymentrequest92/

MISCELLANEOUSEXPENSES

MiscellaneousExpenses(OutofPocketExpenses)

• Detailed,itemizedreceiptshowingpaymentandthemethodofpayment(cash,debit/creditcard,etc.)

• MealApprovalForm,ifapplicable• Listofattendeesandtheiraffiliation,ifapplicable• MovingExpenseWorksheetandasignedappointmentletter,ifapplicable• UMBCInventoryTagNumber,ifapplicable• Flyerand/orpostingforanevent,ifapplicable• https://businessservices.umbc.edu/paymentrequest92/

TUITIONREIMBURSEMENT

• ApprovedApplicationforTuitionReimbursementfromHumanResources• Copyofgrades,showingagradeof“C”orbetter• Itemizedbillwithproofofpayment

R*STARSPAYMENTS

• Invoiceorotherdetaileddocumentation(memorandum,etc.)Invoicesneedthegoodsandservicesstampwiththeappropriateapprovalsignature.

• R*StarsTransferInformation,whichincludestheAgency#,PCA,ObjectandT-Code.• https://businessservices.umbc.edu/paymentrequest92/

STIPENDS

• Detaileddocumentationofstipendamount• PleasereviewtheUMBCGuideforStipendPaymentsbeforesubmittingthePayment

Request• https://businessservices.umbc.edu/paymentrequest92/

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REFUNDOFREVENUE

• Documentationshowingtheoriginaldepositoffunds• https://businessservices.umbc.edu/paymentrequest92/

MEMBERSHIPS

• Membershipformfromvendor• https://businessservices.umbc.edu/paymentrequest92/

REGISTRATIONS

• Registrationformfromvendor• https://businessservices.umbc.edu/paymentrequest92/

STUDENTCULTURALEVENTS

• ContractualAgreement• https://businessservices.umbc.edu/paymentrequest92/

MOVINGEXPENSES

• SignedAppointmentLetter• Detailed,itemizedreceiptsshowingpaymentandthemethodofpayment(cash,debit/credit

card,etc.)• MovingExpensesFormhttps://businessservices.umbc.edu/paymentrequest92/