Description of Service

Account Code

What to send to Accounts Payable

Documentation Requirements

Restrictions or Special Considerations

Honorarium- Use for one time fee for speaking. Usually the payment of an honorarium does not exceed $2000.

An honorarium is a token of appreciation paid to an individual for services performed for which payment is not required. The services involved vary, but are generally associated with oral presentations made at University sponsored functions. The arrangement between the individual and the University is informal. It does not involve a contract. Honoraria seldom exceed $2000. In summary, honoraria are typically one time payments to individuals and are considered a type of gratuity.

71413

Invoice for Direct Pay Request Form

Completed Invoice for Direct Pay Request Form with Banner "I" number

Not for use to pay UMW employees-including UMW Student Employees. Employees should be paid using a Special Pay through Payroll. See www.umw.edu/finance/payroll/default.php

DUE DATE based upon information on Invoice for Direct Pay Form .

Non-Employee Cash Awards

(Employee cash awards and special pays must be processed through Payroll.)

71412

Invoice for Direct Pay Request Form

Completed Invoice for Direct Pay Request Form with Banner "I" number

Non-employee Cash Awards must support the mission of the University and be based upon competition-oriented purposes. NOTE: Student Employees CAN be paid cash awards or prizes as a Direct Pay Request through Accounts Payable. Any cash award paid to Non-Student Employees (UMW employees who are not UMW students) must be paid using a Special Pay through Payroll. See www.umw.edu/finance/payroll/default.php

The state does not require a due date but Banner does.  Due Date 10 days from the date of entry.  Make sure paperwork is submitted to AP the day of entry.  AP needs to avoid a prompt pay hit.

Deposits  (A security deposit is typically a payment of a percentage of a full amount due to a vendor.  There are different types of deposits.  The state limits the types of deposits that are allowable.  Please call Accounts Payable at 654-1224 with any questions.) 

An appropriate account number based upon the type of payment being made

Paperwork from the vendor that details the requirements regarding the deposit.

Include Banner "I" number on the paperwork from the vendor.

If the deposit is for any type of LODGING, the completed and signed Request for Travel Form MUST be submitted with the paperwork.  The State has STRICT regulations regarding deposits made for lodging facilities.  Contact Accounts Payable at 654-1224 with questions. 

Advertisements: Newspapers, Radio

RECRUITMENT Advertisements should use Account Code 71249

71248

71249 for recruitment

Invoice from vendor ALONG WITH A COPY OF THE ADVERTISEMENT. Include customer account number (from vendor's invoice) in FOATEXT field.

Include Banner "I" number on the invoice from the vendor

If the vendor accepts the VISA, use your SPCC card-NOT Banner.

DUE DATE 30 days from the date you received the invoice or goods/services, whichever is LATER. (All invoices should be date stamped when invoice is received on campus.)

Post Office or Mailing Services

71214

Email Banner "I" # to payables@umw.edu

To request payment

Include Banner "I" number in the email

NDD unless invoice. If invoice, DUE DATE 30 days from the date you received the invoice or goods/services, whichever is LATER. (All invoices should be date stamped when invoice is received on campus.)

Skilled Services - Skilled services are typically entered in eVA but there are some exceptions.  EXCEPTIONS, which include ENTERTAINMENT-ORIENTED services, should be entered in Banner as Direct Payments. Click here for detailed "entry" (either Banner or eVA) information for EXCEPTIONS.   Call Vicki Eppes-Ward in Accounts Payable at 654-1224 with questions.

Note:  Referee services are entered in eVA. If referee payment is being made to an individual, the Purchasing department will make it an R02 in eVA.

71268

Invoice from vendor AND Signed Contract, if applicable.

Links for "Exception" sample contracts and invoice samples are listed below:

Sample Invoice

Sample "University Performance Contract" for the Student Activities Department

Sample "University Performance Contract" for ANY UMW department

University Addendum to Vendor's or University's Contract for ANY UMW department

Invoice from Vendor with Banner "I" number AND the completed and signed Contract with Banner "I" number, if applicable.

If invoice, DUE DATE 30 days from the date you received the invoice or goods/services, whichever is LATER. (All invoices should be date stamped when invoice is received on campus.) If contract, due date based upon contractual agreement.

ONLY those skilled services listed as EXCEPTIONS (in the far left column) should be submitted as Direct Pays in Banner.  ALL other skilled services should be entered in eVA.  If you have questions, contact Vicki Eppes-Ward at 654-1224. 

Permit and Licensing Fees/Dues

*71221 OR **71244

*Use 71221 for EMPLOYEE'S licensing fees/dues ONLY.

**Use 71244 for BUILDING permits, licensing fees or dues.

Original License or Permit Form

Include Banner "I" number and mailing instructions (pick-up or mailed). Also indicate if any forms should be sent with the check.

State allows payment for a maximum period of one year. In other words, you cannot pay for more than 12 months of coverage-even if a discount is provided. In addition, due date should not be more than 90 in advance of the renewal.

DUE DATE REQUIRED if renewal

Subscriptions--NOT Books
(The correct account number for Books is 71222B--with a "B" at the end of the account code--but Books must go through eVA.)

71222S (Include the "S" on the end of 71222.)

Original Subscription Form

Include Banner "I" number and mailing instructions (pick-up or mailed). Also indicate if any forms should be sent with the check.

State allows payment for a maximum period of one year. In other words, you cannot pay for more than 12 months of coverage-even if a discount is provided. In addition, due date should not be more than 90 in advance of the renewal. In Description field, include time frame of subscription (Example 03/2008-02/2009, month and year only)

DUE DATE REQUIRED if renewal

Conference or Registration Fees

*Computer/IT-Related Conference or Registration Fees

71224

*71228

Original Conference Form and a copy of the completed Request for Travel Form www.umw.edu/ap/forms

Include Banner "I" number and mailing instructions (pick-up or mailed). Also indicate if any forms should be sent with the check.

Complete a Request for Travel Form prior to registration or attendance and read travel regulations at www.umw.edu/ap/travel

HINT: If students are involved in the overnight travel, one Request for Travel Form can be completed listing and identifying the employee(s) and all students.

The state does not require a due date but Banner does.  Due Date 10 days from the date of entry.  Make sure paperwork is submitted to AP the day of entry.  AP needs to avoid a prompt pay hit.

Hotels/Lodging
NOTE:  If lodging facility accepts a PO, then call Vicki Eppes-Ward at 654-1224 for details.

71285 for hotel for non-employee.  71227 for hotel for employees

Invoice from vendor. Request for Travel Form. If a customer account number is shown on the vendor's invoice, include customer account number (from vendor's invoice) in FOATEXT field.

Include Banner "I" number on the invoice from the vendor

DUE DATE 30 days from the date you received the invoice or 30 days from the date service was received (LAST DATE OF STAY) whichever is LATER. (All invoices should be date-stamped the day the invoice is received in your office.)

Notes for Accounts Payable Staff Only:  The Prompt Pay report eliminates account 71227.  The Prompt Pay report will capture 71285 (Fredericksburg Best Western, etc).

Resale Items

71334

Invoice from the vendor

Include the Banner "I" number on the invoice from the vendor

Enter credits using a POSITIVE dollar value. You must click the "credit memo" box and enter a POSITIVE dollar value.

DUE DATE 30 days from the date you received the invoice OR goods/services, whichever is LATER. (All invoices should be date-stamped the day the invoice is received in your office.)

Reimbursement Requests are done on paper as detailed below.  AP enters reimbursement requests in Banner.  This section is for informational purposes only.  (If the dept chooses to enter IN ADDITION TO THE FORM, the invoice date field should be the date on the receipt without any characters.

Reimbursements OTHER THAN TRAVEL, use the Reimbursement Request Form

NOTE: If food is included in the reimbursement, a completed Business Meal Approval Form, found at www.umw.edu/ap/businessmeals/index

must accompany the reimbursement request.

Reimbursements FOR TRAVEL require a Travel Expense Reimbursement Form that can be found at www.umw.edu/ap/travel/travelvoucher

Reimbursement Request Form with original, itemized, detailed receipts. Also, submit a Business Meal Form if requesting reimbursement for any food items.

Travel Expense Reimbursement Form along with original, itemized, detailed receipts. READ travel details at http://www.umw.edu/ap/travel/

Accounts Payable will enter in Banner upon receiving Form(s) and receipt(s).

MAKE ABSOULTELY SURE THAT THE SUPERVISOR OF THE PAYEE SIGNS AS THE EMPLOYEE'S SUPERVISOR ON THE FORM.

Make sure that each FOAPAL Manager signs for any expenses being paid from his/her FOAPAL.

Caution: Forms without proper signature(s) and receipt(s) will be returned.

HINT: Travel regulations and Business Meal regulations are strict:

1. For day-only travel, no portion of a per diem is paid regardless of departure and arrival time. If reimbursement is requested for any meal for day-only travel, the reimbursement process will follow the procedures and regulations for Business Meals found at www.umw.edu/ap/businessmeals/index
2. Reimbursement for a Business Meal requires a detailed, itemized receipt showing all items served. See www.umw.edu/ap/businessmeals/index for details.
3. For overnight travel, a per diem is paid based upon state travel regulations. Food receipts are not necessary for overnight travel, as a per diem is paid. See http://www.umw.edu/ap/travel/perdiem.htm

University Refunds (Refunds for transcripts, EagleOne, camp fees, study abroad, etc.)

DO NOT ENTER UNIVERSITY REFUNDS IN BANNER.  COMPLETE the Invoice for Direct Pay Form AND SEND TO ACCOUNTS PAYABLE IN Centre Court, Suite 104.  ACCOUNTS PAYABLE WILL ENTER THE INFORMATION IN BANNER.

Varies. Use Accounts beginning with a '5'.

Invoice for Direct Pay Request Form AND "proof" of the deposit.

Completed Invoice for Direct Pay Request Form with "proof" OF deposit documentation.

Refunds are NOT reimbursements. Refunds are payments based upon deposits that have been made in Banner.

"Proof" includes: a copy of the Banner receipt when the deposit was made; a print-out of the Banner GL Inquiry showing deposit; or a copy of the deposit documentation.

Notes for Accounts Payable Staff Only:  DUE DATE can be a "T" (today's date).  The state does not require a due date but Banner does.  The Prompt Pay report eliminates accounts that start with a "5" (revenue) so there is no worry for a late hit on prompt pay.

Debt Payment and Related Fees

73116 (Interest)

73117 (Principle)

Dept. of Business and Finance Use Only

The state does not require a due date but Banner does.  Due Date 10 days from the date of entry.  Make sure paperwork is submitted to AP the day of entry.  AP needs to avoid a prompt pay hit.

Any and ALL payments for FOAPAL Funds that start with "8" (old "807" accounts) OTHER THAN REIMBURSEMENTS.  (Read the "Special Considerations" column on the right.)

The appropriate account number for the expense

Invoice and/or appropriate documentation. If a customer account number is shown on the vendor's invoice, include customer account number (from vendor's invoice) in FOATEXT field.

Vendor Invoice OR Invoice for Direct Pay Request Form OR other paperwork WITH Banner I number on it--unless it's a reimbursement.

If goods or services were provided for the expense, be sure to write the date the goods/services were received on the paperwork that you submit to AP.  Reimbursements for 8 FUNDS will follow the standard REIMBURSEMENT procedures.  NO ONE CAN SIGN FOR REIMBURSEMENT TO HIM/HERSELF.  Your appropriate Executive Staff Member should sign as your Supervisor for 8 FUND reimbursements.

Utilities (water, gas, electric)

Send any utility bills/invoices to Accounts Payable

Accounts Payable will enter in Banner

Accounts Payable Use Only

DUE DATE 4 days PRIOR to company's due date

Credit Card Fees

Credit Cards Fees are those fees that the Bookstore, James Monroe Museum, etc. pays to a credit card company because the facility accepts credit cards as a method of payment from customers.

Invoice from vendor. If a customer account number is shown on the vendor's invoice, include customer account number (from vendor's invoice) in FOATEXT field.

Include Banner "I" number on the invoice from the vendor

Verify all charges before sending to AP

DUE DATE 30 days from the date you received the invoice OR goods/services, whichever is LATER. (All invoices should be date-stamped the day the invoice is received in your office.)

Mosiman Loans (Financial Aid Office Only)

23020

Email Banner "I" number to payables@umw.edu

AP will code as NOT 1099.

Transcripts

71374

Transcript Form

Include Banner "I" number on the transcript form

The state does not require a due date but Banner does.  Due Date 10 days from the date of entry.  Make sure paperwork is submitted to AP the day of entry.  AP needs to avoid a prompt pay hit.

Contact AP  at 654-1224 for any others