Encumbrance Payment Process

1. Payment Request Forms a. Actions Items Flag b. Unassigned Approvals Notification c. Form request Approvals

2. Click on Form Request Approvals

3. Click on Encumbrance Payment Request Form to open list 4. Click on Blue Highlighted Encumbrance Payment Request to open.

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5. Click on Questions to print out documentation.

Print from here

Example print screen

6. Go to Attachments and Open

Open and view attachments

7. Save to Personal Folder

8. Return to Form Click blue arrow “Back to My Approvals”

9. Assign to self to work. a. Once assigned, the assign button grays out. This helps to keep up with payment request

that are in the process of being worked.

10. Open a second BuyLU to view the PO Encumbrance and summary page to view FOAPALS for manual invoicing of payment request.

FOAPALS

11. Begin invoicing a Non-PO payment. Use Vendor ID# or vendor name. If vendor is new, it will need to be created and/or rolled into Finance module.

Make NRR comment for (No Receipts Required) for Check Signers benefit.

Summary page for invoicing, click edit for each section worked.

Enter the Encumbrance PO # to disencumber funds.

Enter Accounting, Invoice, and due dates

Check the “No Receipt Required” box

Add internal attachments here.

Enter FOAPALS

Choose Add Non-PO Item

Enter Product Description from the printed out Payment Request Form. This is what the vendor is getting paid for. (Ex: Lacrosse Official, Teacher Stipend, EMT)

Catalog number is the Banner Commodity Code which is compatible to the service provided.

Quantity is always 1

Price Estimate is the amount the vendor is being paid found on the payment request form or spreadsheet.

Save and close.

Edit and add BuyLU Commodity code from the PO Encumbrance.

Finalize Invoice

Q# assigned.

12. Go to My Assigned Approvals

13. Go to My Form Request Approvals

14. Approve the Payment Request Previously Invoiced a. You will know this by the Form # you just invoiced.