FINAPS and Prompt FINAPS and Prompt Payment ReviewPayment Review

Mike GlissonMike Glisson

UH Accounts PayableUH Accounts Payable

September 28, 2000September 28, 2000

Creating a VoucherCreating a Voucher VCHM ScreenVCHM Screen

• Choose the vendorChoose the vendor• Choose the type of accountChoose the type of account• Choose the type of voucherChoose the type of voucher• Enclosure or special instructions Enclosure or special instructions

(optional)(optional)

Creating a VoucherCreating a Voucher VODM ScreenVODM Screen

• Type of transactionType of transaction• FRS account numberFRS account number• Subcode or account controlSubcode or account control• AmountAmount• DescriptionDescription• Invoice numberInvoice number• Dates (order, invoice, invoice rcvd, Dates (order, invoice, invoice rcvd,

delivery)delivery)• Reference No. and “P” or “F” (if applicable)Reference No. and “P” or “F” (if applicable)

Creating a VoucherCreating a Voucher LDT ScreenLDT Screen

• Special instructions (if “s” entered on Special instructions (if “s” entered on VCHM)VCHM)

• Purpose/benefit statementPurpose/benefit statement• Contract or blanket PO balance infoContract or blanket PO balance info• Additional info required for paymentAdditional info required for payment• Requested payment dateRequested payment date• Request to refuse interestRequest to refuse interest

Inquiry in FINAPSInquiry in FINAPS VCHS ScreenVCHS Screen

• Type “SEL” at NEXT Type “SEL” at NEXT • Search by Ref No., Invoice No., Description, Search by Ref No., Invoice No., Description,

Voucher No., Vendor No., or Vendor NameVoucher No., Vendor No., or Vendor Name• Five screens wide (press arrow key and Five screens wide (press arrow key and

ENTER)ENTER)• Pending partition “P” = unprocessed Pending partition “P” = unprocessed

vouchersvouchers• Current partition “C” = processed vouchersCurrent partition “C” = processed vouchers

Inquiry in FINAPSInquiry in FINAPS VODI ScreenVODI Screen

• Enter voucher no., suffix, and partition (p or c)Enter voucher no., suffix, and partition (p or c)• Includes:Includes:

– suffix amountsuffix amount– payment due datepayment due date– requested payment date (if applicable)requested payment date (if applicable)– AP clock dateAP clock date– interest control flag/reason code (if applicable)interest control flag/reason code (if applicable)– check number and date check number and date

• Type “LDT” at NEXT to view LDTType “LDT” at NEXT to view LDT

Inquiry in FINAPSInquiry in FINAPS VCHI ScreenVCHI Screen

• Includes:Includes:– voucher amountvoucher amount– AP statusAP status– selected info for each line of voucherselected info for each line of voucher

• Type “HIS” at NEXT to view history of Type “HIS” at NEXT to view history of vouchervoucher

• Type “LDT” at NEXT to view LDT Type “LDT” at NEXT to view LDT

Inquiry in FINAPSInquiry in FINAPS VNDS ScreenVNDS Screen

• Search by vendor name or numberSearch by vendor name or number• Vendor number includes:Vendor number includes:

– type of vendor (1st digit)type of vendor (1st digit)– 1 is corp, 2 is individual, 3 is foreign or state, 4 is student1 is corp, 2 is individual, 3 is foreign or state, 4 is student

– SSN or federal ID number (2nd-10th digit)SSN or federal ID number (2nd-10th digit)– check digit (11th digit)check digit (11th digit)– mail code (12th-14th digit)mail code (12th-14th digit)

• ““H” for vendors on holdH” for vendors on hold• ““DF” for vendors paid direct deposit (state only)DF” for vendors paid direct deposit (state only)

Inquiry in FINAPSInquiry in FINAPS CHKI ScreenCHKI Screen

• Enter UH check number (7 digits)Enter UH check number (7 digits)• View voucher lines paid on checkView voucher lines paid on check• ““Reconciled” means it has cleared UH Reconciled” means it has cleared UH

bankbank WARI ScreenWARI Screen

• Enter state warrant number (9 digits)Enter state warrant number (9 digits)• View voucher lines paid on warrantView voucher lines paid on warrant

Prompt Payment Prompt Payment DatesDates

Payment Due Date = 30 days after later Payment Due Date = 30 days after later ofof• Invoice received dateInvoice received date• Delivery date (goods received or services Delivery date (goods received or services

completed)completed) Requested Payment Date = pmt before Requested Payment Date = pmt before

PDDPDD• Department inputs request in LDTDepartment inputs request in LDT• Accounts Payable approves request and Accounts Payable approves request and

enters in FINAPSenters in FINAPS

Requested Payment Requested Payment DateDate

Price discount (PD)Price discount (PD)• Attach invoice with price discountAttach invoice with price discount• Submit voucher at least 5 days before Submit voucher at least 5 days before

discount deadlinediscount deadline Vendor agreement (VA)Vendor agreement (VA)

• Stated in PO or contractStated in PO or contract• Stated on invoice is not sufficientStated on invoice is not sufficient• Implied by nature of transactionImplied by nature of transaction

– membership, registration, subscription, leasemembership, registration, subscription, lease

Requested Payment Requested Payment DateDate

University student (US)University student (US)• ReimbursementReimbursement• Stipend or scholarship (may be future Stipend or scholarship (may be future

date)date) Intra-university transaction/transfer Intra-university transaction/transfer

(IU)(IU)• Move expenses between state and local Move expenses between state and local

acctsaccts• Payment to a UH auxiliaryPayment to a UH auxiliary

Requested Payment Requested Payment DateDate

Interruption of normal operations (NO)Interruption of normal operations (NO)• Utility paymentsUtility payments• Other critical payments - justifyOther critical payments - justify

Recurring transactions with vendor (RT)Recurring transactions with vendor (RT)• Boise Cascade, Airborne Express, etc.Boise Cascade, Airborne Express, etc.• Other vendors with frequent transactionsOther vendors with frequent transactions

Government agency (GV)Government agency (GV)• Local, state, or federal agencyLocal, state, or federal agency

Requested Payment Requested Payment DateDate

Not subject to payment scheduling (NT)Not subject to payment scheduling (NT)• Not payments for goods or servicesNot payments for goods or services• Auxiliary refund to customer, etc.Auxiliary refund to customer, etc.

Vendor hardship/relationship (HS)Vendor hardship/relationship (HS)• Small business would suffer hardshipSmall business would suffer hardship• Repeated use requires statement from Repeated use requires statement from

vendorvendor UH employees - automaticUH employees - automatic Ledger 9 - automaticLedger 9 - automatic

Late Payment Late Payment InterestInterest

Calculation = 1% per month X late Calculation = 1% per month X late paymentpayment

Automatically calculated and added to Automatically calculated and added to pmtpmt• Separate voucher automatically created for Separate voucher automatically created for

interest interest • Charged to subcode 5179Charged to subcode 5179• Charged to same account as late paymentCharged to same account as late payment

College/division receives monthly reportsCollege/division receives monthly reports

Refusing InterestRefusing Interest No invoice received (NI)No invoice received (NI)

• Payment based on contract, lease agreement, Payment based on contract, lease agreement, etc. only if vendor will not supply invoiceetc. only if vendor will not supply invoice

• Invoice is a written demand for paymentInvoice is a written demand for payment Federal contract prohibits timely pmt (FC)Federal contract prohibits timely pmt (FC)

• Terms of federal contract or grant that prohibit Terms of federal contract or grant that prohibit timely payment must be explainedtimely payment must be explained

• Does not apply to all federal grants or Does not apply to all federal grants or contractscontracts

Refusing InterestRefusing Interest Invoice mailing instructions on PO or Invoice mailing instructions on PO or

contract were not followed (MI)contract were not followed (MI)• PO invoices should be mailed to APPO invoices should be mailed to AP• Departments may give vendor written Departments may give vendor written

instructions for other invoicesinstructions for other invoices Disputed payment (DP)Disputed payment (DP)

• Dispute over invoice or deliveryDispute over invoice or delivery• Must notify vendor within 21 days of Must notify vendor within 21 days of

invoice receiptinvoice receipt

Refusing InterestRefusing Interest General Services Commission granted General Services Commission granted

exception (GE)exception (GE)• No exceptions granted currentlyNo exceptions granted currently

Automation issue (AI)Automation issue (AI)• Payment for consultant or professional Payment for consultant or professional

servicesservices– subcodes 3002-3027, except 3020 and 3025subcodes 3002-3027, except 3020 and 3025

Vendors on hold with state - automatic, if Vendors on hold with state - automatic, if on hold first time payment is scheduledon hold first time payment is scheduled

Refusing InterestRefusing Interest Agency discretion (AD)Agency discretion (AD)

• Payments to UH studentsPayments to UH students• Payments UH auxiliaries, exceptPayments UH auxiliaries, except

– Barnes and Noble BookstoreBarnes and Noble Bookstore– University Copy CenterUniversity Copy Center– ChartwellsChartwells– Computize (Cougar Byte)Computize (Cougar Byte)

UH employees - automaticUH employees - automatic Ledger 9 - automaticLedger 9 - automatic

Forcing InterestForcing Interest Direct payment to travel vendor Direct payment to travel vendor

(DT)(DT)• Payment to travel agency, hotel, Payment to travel agency, hotel,

rental car company, travel credit card rental car company, travel credit card company under travel subcode company under travel subcode (75XX)(75XX)

• Only pays interest if payment is lateOnly pays interest if payment is late• Accounts Payable will inputAccounts Payable will input

More About Prompt More About Prompt PmtPmt

State Comptroller’s Web SiteState Comptroller’s Web Site• http://www.window.state.tx.us/comptrol/san/http://www.window.state.tx.us/comptrol/san/

fm1.htmlfm1.html

• Includes:Includes:– overview of prompt payment (under “For overview of prompt payment (under “For

Vendors”)Vendors”)– web-based training on prompt payment web-based training on prompt payment

(“For State Agencies”) (“For State Agencies”) – prompt payment interest calculator (“For prompt payment interest calculator (“For

State Agencies”)State Agencies”)