EagleNet
Banner
eVA
Canvas
EagleOne Deposits
Library
Email
EagleEye
Password Changes
Directory
Forms/Documents
Direct Pays are payment requests that do not require an eVA purchase order. Direct payments have also been termed “Check Requests” and/or “Advanced Pays.” The term Direct Pay encompasses all and examples are listed in the table below.
Direct Pay Request Procedures
The table below shows the coordination involved in various types of Direct Pay entries and the Accounts Payable (AP) prompts to pay. In other words, the Table shows how AP knows you need them to pay for something. Check FOIDOCH to review the status of your request. Questions on proper entry, coding, and FAAINVE screen views can be answered by TESS or Accounts Payable. Questions regarding the payment can best be answered by Accounts Payable.
Note: Students are paid for ALL services (termed employment) through student payroll, initiated from the Financial Aid office; but students can be paid cash awards or cash prizes with the Direct Pay process. The difference – tax issues associated with services as opposed to awards. Contact the Financial Aid office for assistance with student employment; contact Accounts Payable payables@umw.edu with questions related to cash awards.
Table column headings are explained as follows:
Description of Service – Describes the payment being requested.
Account Code – Used as an identifier of a good or service for use on the Direct Pay Request form (FAAINVE).
What to send to Accounts Payable – Describes what items should be sent to the AP staff to notify them that a payment needs to be made.
Documentation Requirements – Describes the verbiage necessary on emails or the paper Invoice for Direct Payment form. Note that the Banner “I” number is required on all AP correspondence EXCEPT for University Refunds.
Restrictions or Special Considerations – Describes payment restrictions or issues to consider before entry. It also includes helpful tips or links to more information.
Description of Service |
Account Code |
What to send to Accounts Payable |
Documentation Requirements |
Restrictions or Special Considerations |
HonorariumUse for one-time fee for speaking. Usually the payment of an honorarium does not exceed $2,000. An honorarium is a token of appreciation paid to an individual for services performed for which payment is not required. The services involved vary, but are generally associated with oral presentations made at University-sponsored functions. The arrangement between the individual and the University is informal (does not involve a contract). |
71413 | Invoice for Direct Pay Request form | Completed Invoice for Direct Pay form with Banner “I” number | Do not use to pay UMW employees- including UMW student employees. Employees should be paid using a Special Pay form through Payroll.Due date is based upon information on Invoice for Direct Pay form. |
Description of Service |
Account Code |
What to send to Accounts Payable |
Documentation Requirements |
Restrictions or Special Considerations |
Non-Employee Cash AwardsEmployee cash awards and special pays must be processed through Payroll. NOTE: Student Employees CAN be paid cash awards or prizes as a Direct Pay Request through Accounts Payable. Any cash award paid to Non-Student Employees (UMW employees who are not UMW students) must be paid using a Special Pay through Payroll. |
71412 | Invoice for Direct Pay Request form | Completed Invoice for Direct Pay Request Form with Banner “I” number |
Non-employee Cash Awards must support the mission of the University and be for competition-oriented purposes. Due Date 10 days from the date of entry. Make sure paperwork is submitted to AP the day of entry. |
Description of Service |
Account Code |
What to send to Accounts Payable |
Documentation Requirements |
Restrictions or Special Considerations |
DepositsSecurity deposits are typically payments of a percentage of a full amount due to a vendor. There are different types of deposits. The state limits the types of deposits that are allowable.& |
Appropriate account number based on type of deposit | Paperwork from the vendor that details the requirements regarding the deposit | Include Banner “I” number on the paperwork from the vendor. | If the deposit is for any type of LODGING, the completed and signed Request for Travel Form MUST be submitted with the paperwork. The State has strictregulations regarding deposits made for lodging facilities.
Contact Accounts Payable at 654-1224 with questions. |
Description of Service |
Account Code |
What to send to Accounts Payable |
Documentation Requirements |
Restrictions or Special Considerations |
Advertisements: Newspapers, Radio*Recruitment advertisements use 71249. |
7124871249* | Invoice from vendor along with a copy of the advertisement. Include customer account number (from vendor’s invoice) in FOATEXT field. | Include Banner “I” number on the invoice from the vendor | If the vendor accepts the VISA, use your SPCC card-NOT Banner.Due Date30 days from the date you received the invoice or goods/services, whichever is LATER.
(All invoices should be date stamped when invoice is received on campus.) |
Description of Service |
Account Code |
What to send to Accounts Payable |
Documentation Requirements |
Restrictions or Special Considerations |
Post Office or Mailing Services |
71214 | Email Banner “I” # to payables@umw.edu to request payment | Include Banner “I” number in the email | No Due Date unless for an invoice. If for an invoice, due date30 days from the date you received the invoice or goods/services, whichever is LATER. (All invoices should be date stamped when invoice is received on campus.) |
Description of Service |
Account Code |
What to send to Accounts Payable |
Documentation Requirements |
Restrictions or Special Considerations |
Skilled ServicesTypically entered in eVA, but there are some exceptions. Exceptions, which include Entertainment-oriented services, should be entered in Banner as Direct Payments. Click here for guidance on entertainment exceptions. Call Vicki Eppes-Ward in Accounts Payable at 654-1224 with questions.
Referee services are entered in eVA. If referee payment is being made to an individual, the Purchasing department will make it an R02 in eVA.
|
71268 | Invoice from vendor AND Signed Contract, if applicable.Links for “Exception” sample contracts and invoice samples are listed below:Sample InvoiceSample “University Performance Contract”for ANY UMW departmentUniversity Addendum to Vendor’s or University’s Contract for ANY UMW department | Invoice from Vendor with Banner “I” number AND the completed and signed Contract with Banner “I” number, if applicable. | Invoice: Due date30 days from the date you received the invoice or goods/services, whichever is LATER. (All invoices should be date stamped when invoice is received on campus.)Contract: Due date based upon contractual agreement.Only those skilled services listed as EXCEPTIONS(see link in far left column) should be submitted as Direct Pays in Banner. ALL other skilled services should be entered in eVA.
Contact Vicki Eppes-Ward at 654-1224 with questions. |
Description of Service |
Account Code |
What to send to Accounts Payable |
Documentation Requirements |
Restrictions or Special Considerations |
Permit and Licensing Fees/Dues*Use 71221 for EMPLOYEE’S licensing fees/dues ONLY. **Use 71244 for BUILDING permits, licensing fees or dues. |
*71221or**71244 | Original License or Permit Form | Include Banner “I” number and mailing instructions (pick-up or mailed). Also indicate if any forms should be sent with the check. | State allows payment for a maximum period of one year. In other words, you cannot pay for more than 12 months of coverage-even if a discount is provided. In addition, due date should not be more than 90 in advance of the renewal.Due Date required for renewals |
Description of Service |
Account Code |
What to send to Accounts Payable |
Documentation Requirements |
Restrictions or Special Considerations |
SubscriptionsDo not use for Books- books must be entered into eVA. The correct account number for Books is 71222B.
Web hosting is NOT a subscription (71222S) even though it does have a time frame for the service and often the invoices state that the service is a subscription. Web hosting is an IT procurement service (71279 for NEW services or 71275 for renewals) and should go through IT BEFORE the purchase is made. Please contact the IT Business Office for assistance with this purchase. |
71222S | Original subscription form | Include Banner “I” number and mailing instructions (pick-up or mailed). Also indicate if any forms should be sent with the check. | State allows payment for a maximum period of one year. In other words, you cannot pay for more than 12 months of coverage-even if a discount is provided. In addition, due date should not be more than 90 days in advance of the renewal. Include time frame of subscription (ex. “03/2008-02/2009″) in description field.Due Date required for renewals |
Description of Service |
Account Code |
What to send to Accounts Payable |
Documentation Requirements |
Restrictions or Special Considerations |
Conference or Registration Fees*Use 71228 for Computer/IT-related conference or registration fees |
71224*71228 | Original conference form and a copy of the completed Request for Travel Form | Include Banner “I” number and mailing instructions (pick-up or mailed). Also indicate if any forms should be sent with the check. | Complete a Request for Travel Form prior to registration or attendance and read AP travel regulations.Note:If students are involved in the overnight travel, one Request for Travel Form can be completed listing and identifying the employee(s) and all students.Due Date 10 days from the date of entry. Make sure paperwork is submitted to AP the day of entry. |
Description of Service |
Account Code |
What to send to Accounts Payable |
Documentation Requirements |
Restrictions or Special Considerations |
Hotels/LodgingIf lodging facility accepts a PO, call Vicki Eppes-Ward at 654-1224 for details. ROOM RATE & ROOM TAXES ONLY. UMW will reimburse a traveler for parking at a hotel, but UMW is not allowed to pay for parking on a direct bill from a hotel. The state allows ONLY the room rate, taxes on the room rate, and any possible resort fees. All other expenses at the hotel must be paid by the traveler. |
71285 for hotel for non-employee.71227 for hotel for employees | Invoice from vendor and Request for Travel Form. If a customer account number is shown on the vendor’s invoice, include customer account number in FOATEXT field.
EXCEPTION: If the hotel bill is paid using an 8 Fund (a Banner FOAP that starts with an “8″) follow the instructions for using the UMW Finance Cards for Agency Funds. |
Include Banner “I” number on the invoice from the vendor | Due Date30 days from the date you received the invoice or 30 days from the date service was received (last date of stay) whichever is LATER.
(All invoices should be date-stamped the day the invoice is received in your office.)Notes for Accounts Payable Staff Only: The Prompt Pay report eliminates account 71227. The Prompt Pay report will capture 71285 (Fredericksburg Best Western, etc). |
Description of Service |
Account Code |
What to send to Accounts Payable |
Documentation Requirements |
Restrictions or Special Considerations |
Resale Items |
71334 | Invoice from the vendor | Include the Banner “I” number on the invoice from the vendor | Enter credits using a positivedollar value. You must click the “credit memo” box and enter a positive dollar value.Due Date30 days from the date you received the invoice OR goods/services, whichever is LATER.
(All invoices should be date-stamped the day the invoice is received in your office.) |
Description of Service |
Account Code |
What to send to Accounts Payable |
Documentation Requirements |
Restrictions or Special Considerations |
Reimbursement RequestsAP enters reimbursement requests in Banner; this section is for informational purposes only. (If the dept chooses to enter in addition to the form, the invoice date field should be the date on the receipt without any characters. Reimbursements other than Travel, use the Reimbursement Request Form NOTE: If food is included in the reimbursement, a completed Business Meal Approval Form must accompany the reimbursement request. Reimbursements for Travel require a Travel Expense Reimbursement Form. |
Reimbursement Request Form with original, itemized, detailed receipts. Also, submit a Business Meal Formif requesting reimbursement for any food items.Travel Expense Reimbursement Formalong with original, itemized, detailed receipts.READ travel regulations.Accounts Payable will enter in Banner upon receiving Form(s) and receipt(s). | Make absolutely sure that the supervisor of the payee signs as the employee’s supervisor on the form.Make sure that each FOAPAL Manager signs for any expenses being paid from his/her FOAPAL.
Caution: Forms without proper signature(s) and receipt(s) will be returned! |
Travel regulations and Business Meal regulations are strict. 1. For day-only travel, no portion of a per diem is paid regardless of departure and arrival time. If reimbursement is requested for any meal for day-only travel, the reimbursement process will follow the procedures and regulations for Business Meals.2. Reimbursement for a Business Mealrequires a detailed, itemized receipt showing all items served.3. For overnight travel, a per diem is paid based upon state travel regulations. Food receipts are not necessary for overnight travel, as a per diem is paid. See Per Diem for details. | |
Description of Service |
Account Code |
What to send to Accounts Payable |
Documentation Requirements |
Restrictions or Special Considerations |
University RefundsRefunds for transcripts, EagleOne, camp fees, study abroad, etc. DO NOT enter University refunds in Banner. Complete the Invoice for Direct Pay Form and send to Accounts Payable. Accounts Payable will enter the information in Banner. |
Varies. Use Accounts beginning with a ’5′. | Invoice for Direct Pay Request Form and “proof” of the deposit. | Completed Invoice for Direct Pay Request Form with “proof” of deposit documentation. | Refunds are NOT reimbursements. Refunds are payments based upon deposits that have been made in Banner.”Proof” includes: a copy of the Banner receipt when the deposit was made; a print-out of the Banner GL Inquiry showing deposit; or a copy of the deposit documentation.Notes for Accounts Payable Staff Only: Due Date can be a “T” (today’s date). The state does not require a due date but Banner does. The Prompt Pa y report eliminates accounts that start with a “5″ (revenue) so there is no worry for a late hit on prompt pay. |
Description of Service |
Account Code |
What to send to Accounts Payable |
Documentation Requirements |
Restrictions or Special Considerations |
Debt Payment and Related Fees |
73116 (Interest)73117 (Principle) | Dept. of Administration and Finance Use Only Due Date 10 days from the date of entry. Make sure paperwork is submitted to AP the day of entry. | ||
Description of Service |
Account Code |
What to send to Accounts Payable |
Documentation Requirements |
Restrictions or Special Considerations |
8 FundsAny and ALL payments for FOAPAL Funds that start with “8″ (“8 Funds”) other than reimbursements. See Special Considerations at right. |
The appropriate account number for the expense | Invoice and/or appropriate documentation.If a customer account number is shown on the vendor’s invoice, include customer account number in FOATEXT field. | Vendor Invoice OR Invoice for Direct Pay Request Form OR other paperwork with Banner “I” number on it–unless it’s a reimbursement. | If goods or services were provided for the expense, be sure to write the date the goods/services were received on the paperwork that you submit to AP. Reimbursements for 8 Funds will follow the standard Reimbursement procedures. NO ONE CAN SIGN FOR REIMBURSEMENT TO HIM/HERSELF. |
Description of Service |
Account Code |
What to send to Accounts Payable |
Documentation Requirements |
Restrictions or Special Considerations |
UtilitiesWater, gas, electric |
Send any utility bills/invoices to Accounts Payable | Accounts Payable Use OnlyDue Date 5 WORKING DAYS prior to company’s due date | ||
Description of Service |
Account Code |
What to send to Accounts Payable |
Documentation Requirements |
Restrictions or Special Considerations |
Credit Card FeesFees that the Bookstore, James Monroe Museum, etc. pay to a credit card company because the facility accepts credit cards as a method of payment from customers. |
Invoice from vendor. If a customer account number is shown on the vendor’s invoice, include customer account number in FOATEXT field. | Include Banner “I” number on the invoice from the vendor | Verify all charges before sending to APDue Date30 days from the date you received the invoice OR goods/services, whichever is LATER.
(All invoices should be date-stamped the day the invoice is received in your office.) |
|
Description of Service |
Account Code |
What to send to Accounts Payable |
Documentation Requirements |
Restrictions or Special Considerations |
Mosiman LoansFinancial Aid Office Only |
23020 | Email Banner “I” number to payables@umw.edu | AP will code as NOT 1099. | |
Description of Service |
Account Code |
What to send to Accounts Payable |
Documentation Requirements |
Restrictions or Special Considerations |
Transcripts |
71374 | Transcript Form | Include Banner “I” number on the transcript form | Due Date 10 days from the date of entry. Make sure paperwork is submitted to AP the day of entry. |
| Contact Accounts Payable at 654-1224 or payables@umw.edu with any questions. | ||||
