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NEW NON-EMPLOYEE PAYMENT PROCESS INSTRUCTIONS – effective 6/1/2017

A new restricted role authorization is required which you will have to request authorization by submitting a ZSR. The new role to request is ZRFI_TV_NONEMP_REIMB_REQYou must also have role authorization to do a FV60 – “PARK INCOMING INVOICE” ZRSC_AP_E_CHECK_REQ_ALL online payment request.

HOW TO ENTER A NON-EMPLOYEE EXPENSE REIMBURSEMENT FOR CHECKS MAILED TO A US ADDRESS IN SAP.

STEP I

COMPLETE THE NON-EMPLOYEE TRAVEL EXPENSE REPORT

**PLEASE MAKE SURE ALL REQUIRED FIELDS HAVE BEEN ENTERED ON THE NON-EMPLOYEE EXPENSE FORM INCLUDING THE AUTHORIZED SIGNATURE . INCOMPLETE FORMS WILL BE REJECTED BACK TO THE DEPARTMENT FOR CORRECTION. **

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Use SAP transaction – FV60 enter incoming invoices

Enter in the required fields on the online payment request:

1. Vendor number – NONEMPTRAV (new vendor number used for non-employees)2. Invoice date – is the first date of travel taken from the travel expense report3. Reference field – enter the payees last name space first name “enter as much as the

field allows”4. Document type – use document type “TR” (This is new for the non-empl

reimbursements. please remember to use this document type. (If the incorrect document type is used the document will be rejected back to the department for correction.)

5. Amount – the total amount due referenced on the travel expense report6. Text field – preceded with an * fill in the description of the expense7. GL account – enter the g/l number8. Amount in doc. curr. – enter in the dollar amount for the travel expense which can be

split between various g/l’s and cost assignments9. Cost assignment – enter either the Cost Center, Internal Order number or WBS element.

only enter one of these options per g/l10. Text field – enter the same description previously entered in the text field 11. Hit the enter key once these fields have all been entered.

*See the example of a completed non-employee expense reimbursement entry on the next page.

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EXAMPLE:

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STEP II

The next screen that will appear is the payee address display

1. Name field – enter the payee name as it should appear on the actual check. First name then last name

2. Street – enter the street address include apt. numbers3. City – enter the city4. Postal Code – enter the zip code (21244-1234)5. Region – enter the state 6. Hit the enter key or green check once these fields have been completed.

EXAMPLE:

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If you ever need to go back and double check or correct the address entered - click on the display vendor icon in the display below.

STEP III

At this point, you are ready to submit the document into workflow to begin the approval process.

1. Hit the save as complete button to submit the online payment request into workflow. Once you hit the save as complete button, your document will be assigned a document number. Write the document number on the non-employee expense report. This will allow you to track the workflow and payment of this document in SAP. All non-employee documents workflow to the dept. approver. After the department gives the approval, it will move through workflow to the accounts payable travel unit for audit and approval or rejection.

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STEP IV

Immediately attach the completed travel expense report and supporting documentation as one pdf file with the travel expense report as the first page, to the newly created document.

STEP V

HOW TO VIEW THE WORKFLOW FOR A NON-EMPL. TRAVEL REIMBURSEMENT

SAP TRANSACTION FB03 – DISPLAY DOCUMENT

1. Once the non-empl. document has been entered and submitted to workflow by the department, the document will be assigned a doc. # that begins with a “19”.

2. Using SAP transaction FB03 (display document) – enter the doc. number in the doc. number field. Leave the fiscal year field blank. Hit the enter key to execute the transaction.

THE PARKED DOCUMENT SHOULD APPEAR ON YOUR SCREEN. SEE EXAMPLE BELOW:

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EXAMPLE OF PARKED NONEMPTRAV DOCUMENT

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Go to your services for object icon and click on the far right side of the icon. A drop down list will appear. On the drop down list select, workflow – workflow overview

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THE WORKFLOW POP UP BOX WILL APPEAR.

Always review the most current workflow as highlighted in the display above under workflows for current context.

Come down to the lower section:

Current data for started workflow: non-empl. trav. reimb. request #190835899 route for approval.

In this section, at the bottom right side of the agent column, click on information and you will see the most recent location of the document in workflow.

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CURRENT WORKFLOW LOCATION OF THE NON-EMPL TRAVEL EXPENSE REIMBURSEMENT:

The document is currently pending in the accounts payable travel inbox work queue awaiting audit review and posting.

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The name above the information line in this display is the name of the department approver. The date to the left of the name (3/10/17) is the actual date the document was approved and went through workflow to accounts payable.

Non-empl. Travel reimbursements route for workflow approval based on the cost center used.

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HOW TO LOCATE THE PAID NON-EMPLOYEE EXPENSE REIMBURSEMENT IN SAP

SAP TRANSACTION FB03 – DISPLAY DOCUMENT

When the Display Document: Initial Screen appears you want to enter in the document number that was assigned to the non-employee expense reimbursement in the document number field. The document number begins with a “19”. After you enter the document number hit the enter key. Do not enter in the fiscal year. Leave this field blank.

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The next screen that you will see is the DISPLAY DOCUMENT: OVERVIEW screen.

Double click under the description title on the word “NONEMPTRAV”.

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The Address and Bank Data screen will appear. Hit the enter key to continue.

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The next screen to appear is the DISPLAY DOCUMENT: LINE ITEM SCREEN

If the payment method is a “1”, this signifies that a check was issued for this payment.

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Go to the top Menu Bar and click on “ENVIRONMENT” and on the drop down list select CHECK INFORMATION.

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The display check information screen will be displayed:

The check number, check date, the check encashment information, check amount and the payee name will be displayed.

The check encashment date is the date the check was cashed.

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DEPARTMENT APPROVER RESPONSIBILITY

It is important that each approver has a good understanding of the new payment process. Prior to approving the non-employee travel expense reimbursement, please audit for the following:

The expense is a legitimate business expense and is in accordance with the institutions policy.

Completed non-employee expense report is attached Authorized signature is on the non-employee expense report Payee’s name and address in the SAP address box is spelled correctly and

matches the name and address on the non-employee expense report. Reference field has payees last name space first name – no comma Text field is preceded with an asterisk (*) followed by the payment

description. This information prints on the check so the payee can identify the reimbursement.

Document number note on the front of the expense report – used to retrieve payment information once payment is completed.

City and state location destinations traveled “to and from” is required on the non-employee expense report.

A detailed business explanation is documented on the expense report Business meal required information has been provided (# people attending,

etc.). Receipts with proof of payment is attached as one pdf file with the non-

employee expense report as the first page of the pdf file attachment. DO not attach print screens of the online payment document.

Dollar amount, GL and cost assignment on the non-employee expense report matches the entry on the SAP document.

Mileage should be at the year’s rate the travel took place and the mileage log, map quest or google map is required for mileage verification.

Any alcohol expense during a business meal has been charged to the correct GL and cost assignment.

Required banking documentation is attached if funds are to be wired.

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