GE Mastercard payment process

SUMMARY

Selected UMW employees have a departmental GE MasterCard.  The Purchasing Department is responsible for the distribution of and training for the departmental GE MasterCards.  Contact the Purchasing Department if you are interested in holding a GE MasterCard or have questions about it.  If a vendor accepts MasterCard, then MasterCard should be used as the method of payment (see EXCEPTIONS (#1 & #2) below).  Each cardholder is responsible for maintaining a log showing EVERY charge made to the card.  In addition to receipts, other documentation and forms need to be attached to the GE MasterCard log, such as the Request for Travel Form AND the boarding pass (after the travel has happened, of course) if an airline ticket was purchased.

EXCEPTION #1 :  Departmental GE MasterCards CANNOT BE USED FOR payments being made from a Banner FUND that starts with an "8" EXCEPT FOUNDATION AGENCY FUNDS FOR INTERNAL MANAGEMENT AGREEMENTS (89xx) i.e., departmental MasterCards CAN BE USED for Banner FUNDS that start with 89xx. EXCEPTION #2: Departmental GE MasterCards CANNOT BE USED for payments being made from the Banner FOAP for Equipment Trust Fund (1117 201007 [account number] 10110).  Reason:  Equipment Trust Fund purchases are not allowed to be charged to the GE MasterCard because SCHEV gives money for ETF purchases and the invoices must be maintained together in ONE central location for review.

 

INSTRUCTIONS FOR THE CARDHOLDER

At the end of each month, the cardholder is responsible for:

1. Completing the GE MasterCard Cover Sheet in Excel showing a Banner FOAP for each amount charged
2. Submitting the GE MasterCard Cover Sheet by e-mail to mastercard@umw.edu
3. Keeping a hard copy of the GE MasterCard Cover Sheet WITH APPRPOPRIATE SUPERVISOR'S signature

REASONS:  The hard copy is needed because the State requires an actual signature of approval on the paperwork.  The signature of approval should be the supervisor of the person who holds the GE MasterCard.  The signature of approval should NEVER be the cardholder's signature.

The e-mail is needed so Accounting can download the file directly in Banner based upon the information in the Excel file submitted.  REASON:  Time savings and elimination of data entry error from Accounting Staff.

4. Filing the GE MasterCard log sheet and signed GE MasterCard Cover Sheet along with any required documents/forms in an organized manner in a secure place.

 

sTOREROOM INSTRUCTIONS FOR GE Mastercard payment process

STOREROOM GE MASTERCARD

The Storeroom (David Hatcher) enters a Purchase Order in Banner for each charge on the "special" Storeroom GE MasterCard.  REASON:  Inventory tracking purposes.

The Storeroom extracts from the PO in Banner using FAAINVE to create the invoice.  The Storeroom will charge the correct Banner FOAP for each transaction.

 

Vendor ID = 000132733
Description = The Exact item(s) ordered; any description that's helpful to Storeroom or end user; for example: "Mops Model number 68432" 

NOTE:  DO NOT use characters in any of the fields in Banner.

Invoice # = 081505A (The statement date plus an ALPHA. We include the ALPHA behind the statement date because Banner will not accept an invoice number twice. Use consecutive "ALPHAs" behind the statement date. For example, the first entry would have an invoice number of 081505A and the second entry would have an invoice number of 081505B.)
DUE DATE = The Accounts Payable Manager (ext. 1226) will send an email instructing due date to enter in Banner. 
FOATEXT Field = Cust Acct # = GE5405940011508832

***CHARGES TO LOCAL FOAPS ARE NOT ALLOWED on this "special" Storeroom GE MasterCard.***

 

DOIT INSTRUCTIONS FOR GE Mastercard payment process

DOIT GE MASTERCARD

Enter the charges in Banner as Direct Pays, charging the appropriate FOAP UNLESS THE FOAP IS CHARGED TO A LOCAL FOAPAL. IF THE FOAP IS CHARGED TO A LOCAL FOAP CLICK HERE FOR INSTRUCTIONS.

Enter as a Direct Pay in Banner.  NOTE:  Transactions can be entered as Commodity Level or Document Level Accounting depending upon the following:

Use Commodity Level Accounting if ONE transaction is split-coded.
Use Document Level Accounting if only one FAOP is used for a transaction, i.e., NOT split-coded.

Vendor ID = 000132733
Description = The description of the item(s) ordered; any description that's helpful to DOIT or end user; for example: "CPU for Biology" 

NOTE:  DO NOT use characters in any fields in Banner.

Invoice # = 0815051 (The statement date plus a NUMBER. We include the NUMBER behind the statement date because Banner will not accept an invoice number twice. Use consecutive "NUMBERS" behind the statement date. For example, the first entry would have an invoice number of 0815051 and the second entry would have an invoice number of 0815052.)
DUE DATE = The Accounts Payable Manager (ext. 1226) will email instructing due date to enter in Banner. 
1st FOATEXT Field = Cust Acct # =  GE5405940011508832
2nd FOATEXT Field = The person and or department for whom the item was ordered

 

Instructions for handling charges to a local FOAP

1. Add together all of the LOCAL charges to have one total amount.
2. Enter the total amount to Banner FOAP 1111 302590 71426 10620 (the Banner state clearing account) as follows:

Vendor ID = 000132733
Description = Local Charges on GE MasterCard 081505 DOIT Statement
Invoice # = 0815051 (The statement date plus a NUMBER. We include the NUMBER behind the statement date because Banner will not accept an invoice number twice. Use consecutive "NUMBERS" behind the statement date. For example, the first entry would have an invoice number of 0815051 and the second entry would have an invoice number of 0815052.) NOTE:  Be sure to use the consecutive number based upon YOUR PREVIOUS entries.
DUE DATE = The Accounts Payable Manager will email instructing the due date to enter in Banner. 
Charge to Banner FOAP = 1111 302590 71426 10620 (The State clearing account) 
FOATEXT Field = Cust Acct # =  GE5405940011508832

3.  Email the entire GE MasterCard Cover Sheet to payables@umw.edu.  Accounts Payable will enter the "charge backs" in order to clear the Banner state clearing account and charge the appropriate local FOAP based upon the information provided in the GE MasterCard Cover Sheet.

 

 

Accounts payable GE mastercard payment process

Accounts Payable (AP) will enter the payments for the GE MasterCards as Direct Pays from STATE funds only.  Reason:  GE MasterCard is paid through EDI, and the state's system (CARS) handles the EDI payments for all entities except UMW employees.

EXCEPTION:  The Storeroom (David Hatcher) enters their own GE MasterCard, and DOIT (Mary) enters their GE MasterCard charges directly in Banner as detailed above.  REASONS:  Storeroom enters theirs due to Inventory tracking reasons.  DOIT enters theirs because DOIT's GE MasterCard has always been charged directly to the correct FOAP as independent entries.  (The Storeroom GE MasterCard and DOIT's GE MasterCard COVER SHEETS are NOT sent to Accounting because correct distribution of charges is made directly in Banner as stated above.)

NOTE about SPECIAL (ability to charge over $5000) GE MasterCards
There are only five SPECIAL GE MasterCards on campus:  DOIT (Mary), Purchasing (K.C., Melva and Roxanne) and Facilities Services (Connie).  Accounts Payable enters the SPECIAL GE MasterCard payments as a Direct Pay in Banner for Purchasing and Facilities Services.  DOIT enters their own charges in Banner as detailed above. 

 

GE MASTERCARD for Accounts Payable Department

AP will enter the entire payment due EXCEPT the total of the "special" Storeroom's (David's) and DOIT's (Mary's). (Storeroom and DOIT will enter their GE MasterCard directly in Banner as detailed above.) AP will enter against Banner FOAP 1111 302590 71426 10620, which is the state clearing account.  The Banner clearing account will "clear out" when Accounting "charges back" to the correct Banner FOAPs based upon the GE MasterCard cover sheets submitted by end users to the Accounting department.

Vendor ID = 000132733
Description = Statement date; for example: "081505 Statement"  NOTE:  DO NOT use characters.
Invoice # = 081505AAA (The statement date plus a triple ALPHA. We include the ALPHA behind the statement date because Banner will not accept an invoice number twice. Use consecutive "ALPHAs" behind the statement date. For example, the first entry would have an invoice number of 081505AAA and the second entry would have an invoice number of 081505BBB.)
DUE DATE = The Accounts Payable Manager will email instructing the due date to enter in Banner. We have to use a consistent due date (with all of the other entries from Storeroom and DOIT) in order for Banner to select ALL GE MasterCard entries (those entries done by AP AND Storeroom AND DOIT) altogether for ONE payment for Richmond to process the EDI for the TOTAL AMOUNT DUE on the "whole" GE MasterCard.
FOATEXT Field = Cust Acct # = GE5405940011508832

"SPECIAL GE MASTERCARDS" (over $5000) for Accounts Payable Department

Charge the appropriate FOAP based upon the GE MasterCard cover sheets from Purchasing and Facilities Services UNLESS THE FOAP IS CHARGED TO A LOCAL FOAP. IF THE FOAP IS CHARGED TO A LOCAL FOAP CLICK HERE FOR INSTRUCTIONS.

Enter as a Direct Pay in Banner.  Use Document Level Accounting.  Reason:  The description needs to be identified for these "over $5000" transactions.

Vendor ID = 000011834
Description = Statement date plus the departmental name; for example: 081505 Purchasing Statement OR 081505 Facilities Services Statement
Invoice # = 081505AAA (The statement date plus a triple ALPHA. We include the ALPHA behind the statement date because Banner will not accept an invoice number twice. Use consecutive "ALPHAs" behind the statement date. For example, the first entry would have an invoice number of 081505AAA and the second entry would have an invoice number of 081505BBB.)
DUE DATE = The Accounts Payable Manager will email instructing the due date to enter in Banner. We have to use a consistent due date (with all of the other entries from Storeroom and DOIT) in order for Banner to select ALL GE MasterCard entries (those entries done by AP AND Storeroom AND DOIT) altogether for ONE payment for Richmond to process the EDI for the TOTAL AMOUNT DUE.
FOATEXT Field = Cust Acct # =  GE5405940011508832

 

Instructions for handling charges to a local FOAP

1. Add together all of the LOCAL charges to have one total amount.
2. Enter the total amount to Banner FOAP 1111 302590 71426 10620 (the Banner state clearing account) as follows:

Vendor ID = 000011834
Description = GE MasterCard 081505 Statement Local (Indicate Facilities or Purchasing)
Invoice # = 081505AAA (The statement date plus a triple ALPHA. We include the ALPHA behind the statement date because Banner will not accept an invoice number twice. Use consecutive "ALPHAs" behind the statement date. For example, the first entry would have an invoice number of 081505AAA and the second entry would have an invoice number of 081505BBB.) NOTE:  Be sure to use the consecutive ALPHA based upon YOUR PREVIOUS entries.
DUE DATE = The Accounts Payable Manager will email instructing the due date to enter in Banner. We have to use a consistent due date (with all of the other entries from Storeroom and DOIT) in order for Banner to select ALL GE MasterCard entries (those entries done by AP AND Storeroom AND DOIT) altogether for ONE payment for Richmond to process the EDI for the TOTAL AMOUNT DUE for the "whole" GE MasterCard.
Banner FOAP = 1111 302590 71426 10620 (The clearing account) 
FOATEXT Field = Cust Acct # =  GE5405940011508832

 

FINAL STEPS for AP
INSTRUCTIONS FOR CLEARING OUT THE STATE'S CLEARING ACCOUNT

The clearing account will need to be "cleared out" for ALL of the local GE MasterCard charges for ALL "special" GE MasterCard cardholders: DOIT, Purchasing and Facilities Services.  Follow the instructions below to complete the process:

1.  Write-up a Check Request Form to "pay back" the state for ALL the local expenses added together.  Add the local totals from DOIT's, Purchasing's and Facilities Services' "special" GE MasterCards. 
2.  Enter a DIRECT PAY invoice in FAAINVE using the following as a guideline.

***USE COMMODITY LEVEL ACCOUNTING SO IT CAN ALL BE HANDLED AS ONE DIRECT PAY***

Vendor ID = 000002252 (UMW Treasurer of Virginia)
Description = GE MasterCard Payback to State
Invoice # = Aug 2005 Stmt (This identifies which statement is being used to pay back the state.  The space is limited so we abbreviate.)
Due Date = A date that will not allow a hit on prompt pay (Seven days out)
Banner FOAP = The local Banner FOAP that the charge is supposed to be charged to (The FOAP information provided on the GE MasterCard Cover Sheet that was submitted by the end user.)
FOATEXT Field = CR 1111 302590 71426 10620 (the clearing account that was originally charged.  This allows the cashier to know what Banner FOAP to credit the money back to.)

 

Direct Pay Entry Procedures for MasterCard

Overview

Information Services is the central purchasing office for equipment and equipment related expenses for the campus community.  The in- house buyer has a MasterCard that is used for the procurement of such goods and services. MasterCard is used on the eVA system and the purchases are recorded on a MasterCard Purchase Log Excel spreadsheet.  The information from the spreadsheet is keyed by line item into the Banner FAAINVE form and routed to Accounts Payable for approval.  Local funds prohibit the electronic AP payment to GE MasterCard. Therefore, exceptions to line item entry are in place for equipment codes procured with local funding.

Specific Entry Instructions

The Excel spreadsheet contains the following columns:

Date

Vendor

Description of purchase

Fund, Org, Acct, and Program Codes

Qty and Price of Each Item

Total Amount

Banner Invoice Number

Due Date

State Fund Processing

As each equipment or related piece (such as non-equipment) is purchased, each line of the spreadsheet is completed with the above information.  In example would be as follows:

	Vendor	Description	Fund	Org	Acct	Prog	Qty	Price	Total	Due	Invoice I#
10/25/05	Dell	AC Adapter	1111	305402	72217	10430	1	80.00	80.00	12/1/05	0021167
10/26/05	Buy.Com	Passport Host	1111	306786	71379	10560	1	75.50	75.50	12/5/05	0021189

Lines on the spreadsheet may combine items, as in the example dated 11/01/05 on the next page.

Example of multiple items, as noted on 11/1/05

	Vendor	Description	Fund	Org	Acct	Prog	Qty	Price	Total	Due	Invoice I#
10/25/05	Dell	AC Adapter	1111	305402	72217	10430	1	80.00	80.00	12/1/05	0021167
10/26/05	Buy.Com	Passport Host	1111	306786	71379	10560	1	75.50	75.50	12/5/05	0021189
11/1/05	HP Direct	HP Laserjet (5) for Art	1111	206083	72217	10110	5	100.00	500.00	11/30/05	0021190

At the end of each month, the entries from the log sheet are entered into the FAAINVE Invoice form from each vendor statement.  Each item is listed separately.  For instance, the 11/05 spreadsheet entry will have five individual HP Laserjet commodity entries on the Encumbrance Page; each entry followed by its own Accounting page.  Please see the FAAINVE Specifics for MasterCard Entry below.

Local Fund Processing

Local Funds are those beginning with 15xx and 35xx. 35xx Funds always have a Program code beginning with 8.

 (Agency Funds that begin with an 8 are not allowed on MasterCard)

The Information Technology buyer will also purchase equipment and related with the use of local funds, as in the examples dated 11/15/05 and 11/16/05.

	Vendor	Description	Fund	Org	Acct	Prog	Qty	Price	Total	Due	Invoice I#
10/25/05	Dell	AC Adapter	1111	305402	72217	10430	1	80.00	80.00	12/1/05	0021167
10/26/05	Buy.Com	Passport Host	1111	306786	71379	10560	1	75.50	55.89	12/5/05	0021189
11/1/05	HP Direct	HP Laserjet (5) for Art	1111	206083	72217	10110	5	100.00	500.00	11/30/05	0021190
11/15/05	Partstore	Sony Projector Lamp	(1111) 1551	(302590) 307202	(71426) 72231	(10620) 10430	1	800.00	800.00	12/15/05	0021191
11/16/05	Technology Galaxy	Sony wireless Remote	(1111) 3511	(302590) 305462	(71426) 72217	10620) 80990	1	650.00	650.00	12/17/05	0021191 Total Local is 1,450.00

Local funds are entered into the invoice in a different manner.  Local funds should be grouped as one entry and coded to 1111 302590 71426 10620.  Here’s why:  AP processes the payment for the GE MasterCard as an EDI payment, meaning by electronic means.  Local funds cannot be processed in this manner.  AP will charge the clearing account (1111 302590 71426 10620) and reimburse the clearing by charging the correct Local funding source.  Also to note is the account code used for the clearing- 71426, which is a non-equipment account.  AP charges to a 71xxx  to avoid a Fixed Asset tag trigger.  The Local Fund reimbursement to state correctly codes to the 72xxx, allowing correct Fixed Asset flagging to occur.  Please review the invoice screen shots for clarification and entry instructions.

Deadlines

The GE MasterCard closing date fluctuates between the 15th and the 17th of each month.  The AP Manager will email the IT Buyer for the spreadsheet due date and entry requirements, but the IT Buyer can expect the due date to be on or before the 28th.

FAAINVE Specifics for MasterCard Entry

1.  Select the vendor GE Capital Finance (vendor number 000132733)

2.  Uncheck the Doc Acctg box on the top right of the Header page.

3.  Leave the Discount Code blank

4.  The AP manager will email you each month for the proper Due Date.

5.  For the Invoice field, insert the name, month, year, and invoice entry number.  For instance, the first invoice entry for the month of November 2005 would look as follows: GE110501. 

GE         11     05        01

Name     Mos.  Year    1st invoice entry

 6.  For the Text area (FOATEXT), enter our customer number which is- GE5405940011508832.  The customer number needs to be entered on every line item entry.  The second line of text can be used for IT Buyer reference information, if needed.

7.  The Commodity free form text area (on the Encumbrance page) is where a brief description of each good is entered, followed by the IT Buyers initials in ***parenthesis.  A Dell laptop description might read ‘Dell Laptop 45 KG (MB). 

***Due to system complications, the parenthesis is the only type of symbol allowed on the Invoice form.