Direct Pay Request Table

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 below.  Visit the Small Purchase Procedures document for a detailed list of eVA exemptions.  Access this link for more information on Direct Pay Request Procedures and for step by step Banner INB instructions visit the Direct Pay Manual.

Direct Pay Request for Student Pay

Students are paid for ALL services (termed employment) through student payroll, initiated from the Financial Aid office; however, 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.

Direct Pay Table

The tables below show the coordination involved in various types of Direct Pay entries and the Accounts Payable (AP) prompts to pay for goods and services. 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.

Click the heading below to see details for that particular item:

 


8 Funds

Description of Service: Any and ALL payments for FOAPAL Funds that start with “8” (“8 Funds”) other than reimbursements. See Special Considerations below.

Account Code: 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.

What to send to Accounts Payable: Vendor Invoice, or Invoice for Direct Pay Request Form, or other paperwork with Banner “I” number on it–unless it’s a reimbursement (reimbursements do not require an I number before sending to Accounts Payable). If goods or services were provided for the expense, be sure to write on the paperwork that you submit to AP, the date the goods/services were received. Reimbursements for 8 Funds will follow the standard Reimbursement procedures. No one can sign for his/her own reimbursement.

Back to Top


Advertisements: Newspapers, Radio

Description of Service: Advertisements

Account Code: 71248 or *71249 (*Use 71249 for recruitment advertisements.)

What to Send to Accounts Payable (IF vendor does NOT accept VISA): 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.

Restrictions or Special Considerations: If the vendor accepts VISA, use your SPCC card–NOT Banner. Due Date 30 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.)

Free Lance Star Advertising Payment changes, per letter, effective April 1, 2016:

UMW ads for The Free Lance Star will be paid with the SPCC or Finance Card. 

Process for placing an ad and making payment:

  • Email ad copy with date requirements to the established newspaper contact.
  • It is strongly suggested that a digital proof is requested for review and approval by the person placing the ad before the ad is approved to run.  This approval should be SPCC or Finance Card back-up documentation.
  • Once the ad copy is approved to be printed in the paper, if the staff person placing the ad is not the person who holds the SPCC or Finance Card, forward (email) the approved ad copy (with cost) including the advertisement number to the department staff person who is an SPCC or Finance Card cardholder.
  • The cardholder will call the Free Lance Star to make payment for the ad (per the ad #). Ensure that the FLS staff receiving payment is aware of the specific ad for which you are making payment. Please note, cards will NOT be kept on file at the FLS, so payment must be called in for each ad or ad series that is placed at the time of placement.
  • At the time of payment, The Free Lance Star will provide a “Paid invoice” document which shows a zero balance due.  The cardholder must have this document, and the appropriate FOAP (including account code 71248 or 71249) to be charged, as back-up for the transaction in his/her file, at minimum.

classifieds@freelancestar.com could be used, or there may be a specific person in the FLS advertising department with whom you are already working.  This should not change.

Back to Top


Conference or Registration Fees

Description of Service: Conference or registration fees.

Account Code: 71224 or *71228 (*Use 71228 for Computer/IT-related conference or registration fees.)

What to Send to Accounts Payable: Original conference form and a copy of the completed Request for Travel Form

Documents Required: Include Banner “I” number and mailing instructions (pick-up or mailed). Also indicate if any forms should be sent with the check.

Restrictions or Special Considerations: 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.

Back to Top


Credit Card Fees

Description of Service: Fees 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.

What to Send to Accounts Payable: Invoice from vendor. If a customer account number is shown on the vendor’s invoice, include customer account number in FOATEXT field.

Documentation Requirements: Include Banner “I” number on the invoice from the vendor.

Restrictions or Special Considerations: Verify all charges before sending to AP. 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.)

Back to Top


Debt Payment and Related Fees

Description of Service:

Account Code 73116 (Interest) or 73117 (Principle)

Restrictions or Special Considerations: This code is solely for use by the UMW Department of Administration and Finance. Due Date 10 days from the date of entry. Make sure paperwork is submitted to AP the day of entry.

Back to Top


Deposits

Description of Service: Security 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. Please call Accounts Payable at 654-1224 with any questions.

Account Code: Use appropriate account number based on type of deposit.

What to Send to Accounts Payable: Paperwork from the vendor that details the requirements regarding the deposit. Include Banner “I” number on the paperwork from the vendor.

Restrictions or Special Considerations: 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 strict regulations regarding deposits made for lodging facilities. Contact Accounts Payable at 654-1224 with questions.

Back to Top


Donations/Contributions

Description of Service: Donations/Contributions are allowed ONLY WHEN USING 8 FUNDS and ONLY when it is shown/proven that produced revenue is being used for the donation/contribution. (Example: bake sale, collection of dues, etc.)

Account Code: 71417

What to send to Accounts Payable: Student Activities (SAE)–Send completed Purchase Requisition with two authorized club signers. Any department other than SAE–Contact Accounts Payable.

Restrictions or Special Considerations: Donations/Contributions USING 8 FUNDS are allowed ONLY when it is shown/proven that produced revenue is being used for the donation/contribution. (Example: bake sale, collection of dues, etc.) Contact Accounts Payable at 654-1224 or payables@umw.edu with any questions.

Back to Top


Honorarium

Description of Service: 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. Usually the payment of an honorarium does not exceed $2,000. The arrangement between the individual and the University is informal and does not involve a contract nor does it involve an invoice. If the individual REQUIRES payment in order to perform the service, the service is considered a Skilled Service and NOT an honorarium.

Account Code: 71413

What to send to Accounts Payable: Invoice for Direct Pay Request form

Documentation Requirements:
(1) Completed Invoice for Direct Pay form with Banner “I” number.
(2) Completed Vendor Registration Information Form AND the Commonwealth of Virginia Substitute W-9 Form for US entities OR applicable IRS Withholding form for *foreign entities. See FORMS to determine appropriate form.

*Contact Accounts Payable at least one month in advance of having a foreign vendor or non-resident alien provide a lecture or other service to UMW.

Restrictions or Special Considerations: Due date is based upon information on Invoice for Direct Pay form. NOTE: Do not use Invoice for Direct Pay Form to pay UMW employees – including UMW student employees. Non-student employees are paid based upon the job classification of the employee through a special payment process through Human Resources.

Back to Top


Hotels/Lodging

Description of Service: Lodging for GUESTS in the Fredericksburg, Stafford, or Dahlgren area. NOTE: Employees are allowed to have lodging ONLY if the lodging is outside of a 25-mile radius of the employee’s office base location. The only exception to the 25-mile radius rule is for designated personnel as determined by Administration during declared campus emergencies, such as with inclement weather. (Call the Accounts Payable manager at 540-654-1226 if the lodging is outside the local campus areas.)

Account Code: 71285 for guests and 71227 for employees

What to send to Accounts Payable: A completed Request for Travel Form (RFT) with the correct funding source and all appropriate signatures, ALONG WITH THE INVOICE, if it has been received.  See Restrictions or Special Considerations below.

Restrictions or Special Considerations:

Lodging as explained in the Description of Service is allowed as a direct pay (the hotel bills UMW, and UMW pays the hotel directly).  The traveler may pay for expenses directly and seek reimbursement, following the same procedures as required by employees, OR the department hosting the traveler may arrange for a direct bill to UMW from the lodging facility. If a direct bill is chosen, UMW is allowed to pay for ONLY the room rate (up to the rate allowed by the Commonwealth) and the taxes on the Commonwealth’s allowed rate.  Parking and other miscellaneous expenses will NOT be paid by UMW and should NOT be directly billed to UMW. Fully disclose this information to the traveler and lodging facility so they are prepared to charge the hotel guest for any items other than the allowed room rate and taxes on the allowed room rate. (NOTE: For parking expenses, the traveler may pay and seek reimbursement, but UMW is NOT allowed to directly pay a lodging facility for parking.)

When a local lodging facility is going to be paid directly by UMW, follow these procedures, regardless of funding source:

  1. The end user will send to Accounts Payable (AP) a completed Request for Travel Form (RFT) with the correct funding source and all appropriate signatures, ALONG WITH THE INVOICE, if it has been received.
  2. The AP Manager will request, via email to the office manager, approval to pay the invoice. The AP Manager will attach the email to the invoice.
  3. AP will pay for lodging following the procedures governing the payment process for lodging.
  4. The payment will show as an expense on the budget report when the online credit card entries are uploaded.

For instructions regarding the contracted local area lodging facility, see Local Lodging Contact. If you have any questions or concerns, please contact payables@umw.edu.

 Back to Top


Mosiman Loans

Description of Service: Use for the Financial Aid Office ONLY

Account Code: 23020

What to Send to Accounts Payable: Email Banner “I” number to payables@umw.edu

Restrictions or Special Considerations: AP will code as NOT 1099.

Back to Top


Non-Employee Cash Awards

Description of Service: Employee 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.

Account Code: 71412

What to Send to Accounts Payable:Invoice for Direct Pay Request form

Documentation Requirements: Completed Invoice for Direct Pay Request Form with Banner “I” number.

Restrictions or Special Considerations: 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.

Back to Top


Permit and Licensing Fees/Dues

Description of Service: Permit fees or dues or licensing fees or dues.

Account Code: 71221 OR 71244 (Use 71221 for EMPLOYEE’S licensing fees/dues ONLY. Use 71244 for BUILDING permits, licensing fees or dues.)

What to send to Accounts Payable: Original License or Permit Form

Documentation Requirements: Include Banner “I” number and mailing instructions (pick-up or mailed). Also indicate if any forms should be sent with the check.

Restrictions or Special Considerations: 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. A due date is required for renewals.

Back to Top


Post Office or Mailing Services

Description of Service: Use by post office mailing purchases ONLY

Account Code: 71214

What to Send to Accounts Payable: Email Banner “I” # to payables@umw.edu to request payment.

Documentation Requirements: Include Banner “I” number in the email.

Restrictions or Special Considerations: No Due Date unless for an invoice. If for an invoice, due date 30 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.)

Back to Top


Reimbursement Requests

Description of Service: This section is for informational purposes only. AP enters reimbursement requests in Banner. (If the dept chooses to enter in Banner in addition to completing and submitting the actual required form, the invoice date field should be the date on the receipt without any characters. For 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.

What to Send to Accounts Payable: Reimbursement Request Form with original, itemized, detailed receipts. Also, submit a Business Meal Form if requesting reimbursement for any food items. For Travel expenses, submit a Travel Expense Reimbursement Form along with original, itemized, detailed receipts. Read the travel regulations. Accounts Payable will enter in Banner upon receiving required form(s) and receipt(s).

Documentation Requirements: Make absolutely sure that the supervisor of the payee signs as the employee’s supervisor on the form. (Supervisors of the department sign as the “traveler’s supervisor” for guests.) 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!

Restrictions or Special Considerations: Travel regulations and Business Meal regulations are strict, as follows:
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 Meal requires a detailed, itemized receipt showing all items served along with a completed Business Meal Form.
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.

Back to Top


Resale Items

Description of Service: Items purchased from a vendor by the bookstore, for example, that will be resold.

Account Code: 71334

What to Send to Accounts Payable: Invoice from the vendor. Include the Banner “I” number on the invoice from the vendor.

Documentation Requirements: Enter credits using a positive dollar value. You must click the “credit memo” box and enter a positive dollar value. Due Date 30 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.)

Back to Top


Skilled Services

Description of Service: “Skilled Services” is a broad term that encompasses various types of labor-associated services or specialty services (performed by individuals or companies) and these services usually need to compete for UMW’s business in a procurement process. Unlike an honorarium, where payment is a token of appreciation and payment is NOT required, payment IS REQUIRED for skilled services, and without payment, the service would NOT be performed. Most skilled services are entered in eVA, but there are some exceptions, including Entertainment. Exceptions 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.

Account Code: 71268

What to Send to Accounts Payable: Signed Contract with Banner “I” number (either the UMW Performer’s Contract OR the individual’s contract along with the UMW Contractor’s Form Addendum) and invoice from the vendor, if the vendor provided an invoice. (Sample Invoice example.)

Documentation Requirements:
(1)
Signed Contract from vendor/performer with Banner “I” number AND the invoice, if the vendor/performer provided an invoice.

(2) Completed Vendor Registration Information Form AND the Commonwealth of Virginia Substitute W-9 Form for US entities OR Applicable IRS Withholding form for *foreign entities. See FORMS to find and determine appropriate form.

*Contact Accounts Payable at least one month in advance of having a foreign vendor or non-resident alien provide a lecture or other service to UMW.

Restrictions or Special Considerations: Due date 30 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 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.

Back to Top

Back to Top


Transcripts

Description of Service: Transcript purchases, such as with a new hire

Account Code: 71374

What to Send to Accounts Payable: Transcript Form

Documentation Requirements: Include Banner “I” number on the transcript form.

Restrictions or Special Considerations: Due Date 10 days from the date of entry. Make sure paperwork is submitted to AP the day of entry.

Back to Top


University Refunds

Description of Service: Refunds for EagleOne, camp fees, ecommerce site, and other event fees. 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.

FOAP: Banner coding for payment MUST be an exact match of the Banner coding when the deposit/payment was made.

What to Send to Accounts Payable:

  1. Invoice for Direct Pay Request Form
  2. Supporting documentation to prove that the deposit/payment was made, such as
    • 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.
  3. Completed Vendor Registration Information Form
  4. Completed Commonwealth of Virginia Substitute W-9 Form for US entities OR applicable IRS Withholding form for foreign entities. See FORMS to determine appropriate form.

Restrictions or Special Considerations: University Refunds will be made after all required documentation is received in Accounts Payable. Refunds are NOT reimbursements. Refunds are payments based upon deposits that have been made in Banner.

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 Pay report eliminates accounts that start with a “5” (revenue) so there is no worry for a late hit on prompt pay.

Back to Top


Utilities

Description of Service: Water, gas, electric.

What to Send to Accounts Payable: Send any utility bills/invoices to Accounts Payable.

Restrictions or Special Considerations: Use by Accounts Payable ONLY. Due Date 10 DAYS prior to company’s due date.

Per CAPP 30315, internal procedures should be established for identifying and expediting utility payments to avoid late penalties. UMW has identified 10 days prior to the utility company’s due date as the date needed to avoid late penalties.

Back to Top