Page History

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1. Attachment 1 - Purchase Order Receiving Procedure
2. Attachment 2 - Three-way Match
3. Attachment 3 - Direct Payments - Individual Responsibilities and Procedures (MDV)
4. Attachment 4 - Processing Tuition Reimbursement using a MDV
5. Attachment 5 - Hire & Pay an IC –Step by Step Summary
6. Attachment 6 - Petty Cash Procedure
7. Attachment 7 - Check Cycle Responsibility
8. Attachment 8 - Check Cycle Disbursement
9. Attachment 9 - Types of Payment Request
10. Attachment 10 - Wire Transfer Request Procedure

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Attachment 1
Purchase Order Receiving Procedure

The Purchasing Module of Banner Finance requires a three-way match of a purchase order, on-line receiving and a vendor invoice before the payment process is begun. The department/office completes on-line receiving with the date the product is physically received or service rendered. (This is very important for determining the appropriate accounting period according to Generally Accepted Accounting Principles.)

Once items are physically received or services have been rendered from a requisition you have placed, you must enter Receiving information into Internet Native Banner. The vendor will not be paid until this step has been completed.

1. In the "Go To" field of the Banner home page, then:
   • Type FPARCVD
   • Enter
    
2. Create Receiver Document Code, then:
   • Type the word "Next" in the Receiver Code Field
   • Next Block
    
3. Complete Receiving Header, then:
   • Enter Receiving

The Purchasing Module of Banner Finance requires a three-way match of a purchase order, on-line receiving and a vendor invoice before the payment process is begun. The department/office completes on-line receiving with the date the product is physically received or service rendered. (This is very important for determining the appropriate accounting period according to Generally Accepted Accounting Principles.)

Once items are physically received or services have been rendered from a requisition you have placed, you must enter Receiving information into Internet Native Banner. The vendor will not be paid until this step has been completed.

1. In the "Go To" field of the Banner home page, then:
   • Type FPARCVD
   • Enter
    
2. Create Receiver Document Code, then:
   • Type the word "Next" in the Receiver Code Field
   • Next Block
    
3. Complete Receiving Header, then:
   • Enter Receiving Method code (this is optional or enter "Mail")
   • Leave "Carrier" Blank
   • Next Block
    
4. Enter Packing Slip, then:
   • Enter your Invoice or Packing Slip number or initials and date (i.e. SOH072904).
   • Leave "Bill of Lading" blank
   • Next Block
    
5. Enter Purchase Order, then:
   1. Enter Purchase Order number
   2. Select Tab key to confirm that correct vendor appears

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1.  You physically received all your items at once (Receive a Complete Order)
2.  You only received some items in the order (Receive a Partial Order)

Attachment 2
Three-Way Match

The Purchasing Module of Banner provides for a three-way match of the purchase order, receiving, and vendor invoice. When this match is complete, the payment is scheduled for payment processing through the check matching process.

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Attachment 2
Three-Way Match

The Purchasing Module of Banner provides for a three-way match of the purchase order, receiving, and vendor invoice. When this match is complete, the payment is scheduled for payment processing through the check matching process.

1. The following disbursements are reviewed by the Accounts Payable Supervisor: Standing Order (SO), Check with Order (CW), and Change Order (CH). These purchase order types are not included in the three-way match.
2. Responsibility for payment, after the three-way match is performed, is assigned to the Supervisor of Accounts Payable/Disbursements. Proper control of the payment function is maintained by the system through the use of security in the purchase order authorization function, the separate responsibility for receipt of goods, and the processing of the vendor's invoice.
1. Release of a University check for distribution is subject to approval based on the amount of the check and the nature of the expenditure:
   • Up to $15,000
   • Manager/Supervisor of A/P 
2. $15,000 and over
   • Manager/Supervisor Accounts Payable and original signature of the Senior Vice President of Finance, Bursar, Director of General Accounting.
   • Foundation /S.
3. The following disbursements are reviewed by the Accounts Payable Supervisor: Standing Order (SO), Check with Order (CW), and Change Order (CH). These purchase order types are not included in the three-way match.
       
4. Responsibility for payment, after the three-way match is performed, is assigned to the Supervisor of Accounts Payable/Disbursements. Proper control of the payment function is maintained by the system through the use of security in the purchase order authorization function, the separate responsibility for receipt of goods, and the processing of the vendor's invoice.
     
1. Release of a University check for distribution is subject to approval based on the amount of the check and the nature of the expenditure:
   • Up to $15,000
   • Manager/Supervisor of A/P 
2. $15,000 and over
   • Manager/Supervisor Accounts Payable and original signature of the Senior Vice President of Finance, Bursar, Director of General Accounting.
   • Foundation /S.J. Technology Park checks require an original signature of an authorized signer. Checks that exceed $1,000 require two signatures of authorized signers. Signature cards are on file with the Manager of Accounts Payable.

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Attachment 3
Direct Payment - Responsibilities and Procedures

As described in the policy, direct payments do not require a purchase order and are usually processed on an MDV form. An allowable business expense is anything that fits the criteria found in Section 8 of this policy. MDV's may be used for pre-payment of travel, tuition reimbursements, out-of- pocket expenses under $500, and other miscellaneous administrative disbursements. For more information on travel reimbursements, please review the Travel policy. The procedures for initiating and processing Miscellaneous Disbursement Vouchers (MDV's) for the purposes of authorizing and approving expenditures are discussed below.

1. MDV Approval
   • Department - All MDV's are prepared within the appropriate department. It is the official responsibility of the Department Head to review and approve all MDV's originated within the department in accordance with University policies. Reimbursements to Department Heads are to be approved by their supervisors. The MDV is then forwarded to the Budget office.
2. Budget Office
   • The Budget office reviews the MDV for the proper account number and available funds, and forwards the MDV to Accounts Payable.
3. Accounts Payable
   • Verifies the following items on the MDV:

As described in the policy, direct payments do not require a purchase order and are usually processed on an MDV form. An allowable business expense is anything that fits the criteria found in Section 8 of this policy. MDV's may be used for pre-payment of travel, tuition reimbursements, out-of- pocket expenses under $500, and other miscellaneous administrative disbursements. For more information on travel reimbursements, please review the Travel policy. The procedures for initiating and processing Miscellaneous Disbursement Vouchers (MDV's) for the purposes of authorizing and approving expenditures are discussed below.

1. MDV Approval
   • Department - All MDV's are prepared within the appropriate department. It is the official responsibility of the Department Head to review and approve all MDV's originated within the department in accordance with University policies. Reimbursements to Department Heads are to be approved by their supervisors. The MDV is then forwarded to the Budget office.
2. Budget Office
   • The Budget office reviews the MDV for the proper account number and available funds, and forwards the MDV to Accounts Payable.
3. Accounts Payable
   • Verifies the following items on the MDV:
• Proper documents attached (original receipts, invoices, quotations if needed),
• Independent Contractor Agreement
• W-9, if not on file
4. Accounts Payable Manager
   • Signs document authorizing expenditure, based upon review of MDV for reasonableness and agreement with University rules and regulations. Returns MDV to the appropriate Department Head if incomplete, or not in accordance with University policies and procedures.
5. MDV Processing
   • The Accounts Payable unit is provided with authorized copies of MDV's for payment processing. MDV's are assigned an invoice number by the Banner system for tracking and processing purposes.
6. Processing Procedures - Accounts Payable Office
   • Receives approved MDV
   • Verifies assigned vendor number from vendor master list.
   • Assigns serial invoice number to MDV, generated by the Banner system.
   • Enters Payment Voucher on Banner Finance System.
   • Processes payment.

**For forms visit Account Payable website and click on tab called "Forms" 

Attachment 4
Direct Payments for Tuition Reimbursements

As described in the policy, direct payments do not require a purchase order and are usually processed on an MDV form. As stated in the policy, the MDV form can be used to process various payments, such as tuition reimbursements, student refunds, sales and Payroll tax withholdings, travel and other miscellaneous administrative disbursements. Below are the procedures for completing an MDV form when requesting a tuition reimbursement.

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Attachment 4
Direct Payments for Tuition Reimbursements

As described in the policy, direct payments do not require a purchase order and are usually processed on an MDV form. As stated in the policy, the MDV form can be used to process various payments, such as tuition reimbursements, student refunds, sales and Payroll tax withholdings, travel and other miscellaneous administrative disbursements. Below are the procedures for completing an MDV form when requesting a tuition reimbursement.

• Tuition Reimbursement
  • Each bargaining unit has specific guidelines for handling the reimbursement of tuition.
  Tuition Reimbursement
  • Each bargaining unit has specific guidelines for handling the reimbursement of tuition. Please contact the Provost Office or Human Resources for specific details. Payment is contingent upon continuation of the Tuition Reimbursement Program in the successor agreement that is negotiated between the state and each bargaining unit.

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• The employee prepares the Tuition Reimbursement Form (MDV)
• Employee submits proof of completion of course with a grade of "C" or better to Supervisor
• Follows procedure for reimbursement (see attachment 4)

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Attachment 5
Hire & Pay an Independent Contractor
Step by Step Summary

1. Hiring Manager sends a Service Provider Questionnaire (SPQ) and W9 to the potential service provider to complete and return with supporting documentation.
2. Hiring Manager completes the Independent Contractor Determination (ICD) Checklist based on information received and collected from the Service Provider Questionnaire (SPQ).
3. If the service provider qualifies as an independent contractor, the Hiring Manager sends an Independent Contractor Agreement (ICA) or other approved form of agreement to the service provider for completion.
4. On the other hand, if the form indicates the provider should be treated as an employee, or if a determination could not be made, the manager should contact the Office of Human Resources for assistance.
5. Hiring Manager creates a requisition in Banner, and scans attachment of the SPQ, ICD Checklist, ICA, and W-9/W-8 to requisitions@rowan.edu.
6. Independent contractor performs service and sends invoice or ICA to Accounts Payable.
7. Hiring Manager receives authorization request through Banner and authorizes payment.

 **For more information visit Independent Contractor Policy 

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Attachment 6
Petty Cash Procedure

Steps for establishing Petty Cash Fund:

1. A request to establish or increase the amount in Petty Cash account must be sent to the Director of Accounting Services for approval.
2. Request memo must include the name, phone number, and Banner ID of the custodian, the proposed amount of the fund, and a Miscellaneous Disbursement Voucher for the requested amount.
3. After approval, Accounting Services Office will take the necessary steps to establish the account in Banner and forward the Miscellaneous Disbursement Voucher (MDV) to Accounts Payable for processing.

Steps for reimbursement of Petty Cash Fund:

1. The reimbursement of petty cash will be processed on an MDV; the MDV should be made payable to: "Petty Cash Fund, c/o Custodian Name" Banner ID.
2. All receipts and supporting documentation should be attached to the MDV and any cash on hand should be noted in the description of services box.
3. All normal Accounts Payable procedures regarding MDV's will be followed (i.e., authorized signatures, budget requirements, etc.).
4. Reimbursement for all receipts should be made no later than 45 days from the date received.
5. After the check is produced, Accounts Payable will notify the custodian for pick-up. The custodian can then cash the check to establish the fund.

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Attachment 7
Check Cycle Responsibility

1. Rowan University disburses funds for payment to vendors and for the reimbursement of employees/students through the Accounts Payable function of the Ellucian Banner Finance system. Checks are processed in the Accounts Payable Department.
2. The Manager and the Supervisor of the Accounts Payable Department handle the responsibility of check cycles. The check cycle disbursement reports are produced and maintained in Accounts Payable with each check run. After the check run is completed, check disbursement reports are reviewed by the Director of Accounting Services.
3. All disbursements of the University may be "facsimile" signed by an authorized officer of the University utilizing a laser printer. These officers include: President, Senior Vice President of Finance, Bursar

1. Hiring Manager sends a Service Provider Questionnaire (SPQ) and W9 to the potential service provider to complete and return with supporting documentation.
2. Hiring Manager completes the Independent Contractor Determination (ICD) Checklist based on information received and collected from the Service Provider Questionnaire (SPQ).
3. If the service provider qualifies as an independent contractor, the Hiring Manager sends an Independent Contractor Agreement (ICA) or other approved form of agreement to the service provider for completion.
4. On the other hand, if the form indicates the provider should be treated as an employee, or if a determination could not be made, the manager should contact the Office of Human Resources for assistance.
5. Hiring Manager creates a requisition in Banner, and scans attachment of the SPQ, ICD Checklist, ICA, and W-9/W-8 to requisitions@rowan.edu.
6. Independent contractor performs service and sends invoice or ICA to Accounts Payable.
7. Hiring Manager receives authorization request through Banner and authorizes payment.

 **For more information visit Independent Contractor Policy 

Attachment 6
Petty Cash Procedure

Steps for establishing Petty Cash Fund:

1. A request to establish or increase the amount in Petty Cash account must be sent to the Director of Accounting Services for approval.
2. Request memo must include the name, phone number, and Banner ID of the custodian, the proposed amount of the fund, and a Miscellaneous Disbursement Voucher for the requested amount.
3. After approval, Accounting Services Office will take the necessary steps to establish the account in Banner and forward the Miscellaneous Disbursement Voucher (MDV) to Accounts Payable for processing.

Steps for reimbursement of Petty Cash Fund:

1. The reimbursement of petty cash will be processed on an MDV; the MDV should be made payable to: "Petty Cash Fund, c/o Custodian Name" Banner ID.
2. All receipts and supporting documentation should be attached to the MDV and any cash on hand should be noted in the description of services box.
3. All normal Accounts Payable procedures regarding MDV's will be followed (i.e., authorized signatures, budget requirements, etc.).
4. Reimbursement for all receipts should be made no later than 45 days from the date received.
5. After the check is produced, Accounts Payable will notify the custodian for pick-up. The custodian can then cash the check to establish the fund.

  
Attachment 7
Check Cycle Responsibility

1. Rowan University disburses funds for payment to vendors and for the reimbursement of employees/students through the Accounts Payable function of the Ellucian Banner Finance system. Checks are processed in the Accounts Payable Department.
2. The Manager and the Supervisor of the Accounts Payable Department handle the responsibility of check cycles. The check cycle disbursement reports are produced and maintained in Accounts Payable with each check run. After the check run is completed, check disbursement reports are reviewed by the Director of Accounting Services.
3. All disbursements of the University may be "facsimile" signed by an authorized officer of the University utilizing a laser printer. These officers include: President, Senior Vice President of Finance, Bursar, the Director of Accounting Services and the Director of Accounting. The Rowan University Foundation checks require original signatures and no "facsimile" signatures are permitted. Authorized officers that may sign these checks are the Executive Director of the Foundation, Senior Vice President of Finance, Director of Accounting Services, Director of Accounting and the Foundation Administrator. The South Jersey Technology Park at Rowan University checks require original signatures and no "facsimile" signatures are permitted. Authorized officers that may sign these checks are the President, Executive Director of the South Jersey Technology Park at Rowan University, Senior Vice President of Finance of Rowan University and the Treasurer of the South Jersey Technology Park at Rowan University.
4. All University Accounts Payable disbursement checks that exceed $15,000, excluding student refunds, require two signatures; one signature must be an original. Student refund checks that exceed $10,000 require two signatures. All Rowan University Foundation disbursement checks over $1,000 require two original signatures. All S.J. Technology Park at Rowan University checks over $10,000 require two original signatures.

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Accounts Payable produces all checks on local MICR Laser printers. Regular check runs are completed Monday, Wednesday, and Friday of each week.

1. Banner Finance batch check/direct deposit process.
   • This produces the check or Direct Deposit file.
2. Evisions Intelle-Check Print Program
   • This program produces the actual checks by check type (payroll or general disbursement).
3. Intelle-Check Audit Reports
   • These reports show the actual number of checks produced by payee and dollar amount. The dollar totals must agree with the Banner Finance reports.
4. Intelle-Check Positive Pay
   • This anti-fraud program generates a file that is sent to the bank prior to the issuance of checks.
5. Check Cycle Disbursement ReportThis worksheet verifies all data produced. It is maintained in Accounts Payable for audit purposes. This worksheet is completed by either the Manager of Accounts Payable or the Accounts Payable Office Supervisor and reviewed by the Senior Vice President of Finance, the Director of Accounting Services and the Director of Accounting or Bursar.
6. This worksheet includes a summary of the number of checks per bank, dollar amount per bank and the register and audit trail of all of the checks.
7. Accounts Payable Department
   • Check Cycle is validated in accordance to this policy.
   • Accounts Payable Staff reviews the check cycle for accuracy and completeness.
8. Accounting Service
   • Check Cycle Disbursement Report is distributed to the designee for review and signature where required, per this policy.
   • Report is returned to Accounts Payable Department upon completion.
9. Accounts Payable Department
   • Distributes the checks accordingly.

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Attachment 9
Types of Payment Requests 

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• Payment requests are entered into the Ellucian Banner Finance system from invoices received for payment as a result of a University purchase order, Miscellaneous Disbursement Voucher (MDV), Travel expense or batch file request. Various voucher forms indicate types of payments and/or special handling instructions (i.e. enclosures, payroll-related items, bursar-related items, etc.) and are used to collate the different payment requests.

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• Payment requests are handled as required. The need for immediate payment, outside the normal processing periods, are reviewed and approved as needed.

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• Payment requests that are sent via Wire or ACH (Automated Clearing House) for the same type of invoices listed above.

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• Self-sealing checks are used for all types of payments.

1. . The Rowan University Foundation checks require original signatures and no "facsimile" signatures are permitted. Authorized officers that may sign these checks are the Executive Director of the Foundation, Senior Vice President of Finance, Director of Accounting Services, Director of Accounting and the Foundation Administrator. The South Jersey Technology Park at Rowan University checks require original signatures and no "facsimile" signatures are permitted. Authorized officers that may sign these checks are the President, Executive Director of the South Jersey Technology Park at Rowan University, Senior Vice President of Finance of Rowan University and the Treasurer of the South Jersey Technology Park at Rowan University.
2. All University Accounts Payable disbursement checks that exceed $15,000, excluding student refunds, require two signatures; one signature must be an original. Student refund checks that exceed $10,000 require two signatures. All Rowan University Foundation disbursement checks over $1,000 require two original signatures. All S.J. Technology Park at Rowan University checks over $10,000 require two original signatures.

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Attachment 8
Check Cycle Disbursement

Accounts Payable produces all checks on local MICR Laser printers. Regular check runs are completed Monday, Wednesday, and Friday of each week.

1. Banner Finance batch check/direct deposit process.
   • This produces the check or Direct Deposit file.
2. Evisions Intelle-Check Print Program
   • This program produces the actual checks by check type (payroll or general disbursement).
3. Intelle-Check Audit Reports
   • These reports show the actual number of checks produced by payee and dollar amount. The dollar totals must agree with the Banner Finance reports.
4. Intelle-Check Positive Pay
   • This anti-fraud program generates a file that is sent to the bank prior to the issuance of checks.
5. Check Cycle Disbursement Report
   • This worksheet verifies all data produced. It is maintained in Accounts Payable for audit purposes. This worksheet is completed by either the Manager of Accounts Payable or the Accounts Payable Office Supervisor and reviewed by the Senior Vice President of Finance, the Director of Accounting Services and the Director of Accounting or Bursar.
   • This worksheet includes a summary of the number of checks per bank, dollar amount per bank and the register and audit trail of all of the checks.
6. Accounts Payable Department
   • Check Cycle is validated in accordance to this policy.
   • Accounts Payable Staff reviews the check cycle for accuracy and completeness.
7. Accounting Service
   • Check Cycle Disbursement Report is distributed to the designee for review and signature where required, per this policy.
   • Report is returned to Accounts Payable Department upon completion.
8. Accounts Payable Department
   • Distributes the checks accordingly.

**Demand checks are run as requested. Proper paperwork is required at all times. Members of the Accounts Payables staff enter these requests into the Banner Finance system. The process to complete a regular check run is followed to produce the check.

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Attachment 9
Types of Payment Requests 

1. Regular Payment Requests
   • Payment requests are entered into the Ellucian Banner Finance system from invoices received for payment as a result of a University purchase order, Miscellaneous Disbursement Voucher (MDV), Travel expense or batch file request. Various voucher forms indicate types of payments and/or special handling instructions (i.e. enclosures, payroll-related items, bursar-related items, etc.) and are used to collate the different payment requests.
2. Demand Payment Requests
   • Payment requests are handled as required. The need for immediate payment, outside the normal processing periods, are reviewed and approved as needed.
3. Electronic Payment Requests
   • Payment requests that are sent via Wire or ACH (Automated Clearing House) for the same type of invoices listed above.
4. Types of Checks:
   • Self-sealing checks are used for all types of payments.
5. Checks that require special handling:
   • Enclosures for documents without invoice numbers
   • Student related refunds
   • Rowan University Foundation payments
   • South Jersey Technology Park payments
   • Demand checks
   • Payroll related items

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Attachment 10
Wire Transfer Request Procedure

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