Direct Pay Request Table
Direct Pays are payment requests that do not require an eVA entry (purchase order). Direct payments have also been termed “Check Requests” and/or “Advanced Pays.” The term Direct Pay encompasses all. A list of common Direct Pays and instructions for payments are found below. For a detailed list of eVA exemptions, visit the document found at Small Purchase Procedures. Access Direct Pay Request Procedures for more information and the Direct Pay Manual for step-by-step Banner INB instructions.
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.
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 are done through Emburse Enterprise (see Reimbursements). If goods or services were provided for the expense, be sure to document the date the goods or services were received. Reimbursements from 8 Funds will follow the standard Reimbursement procedures. No one can sign for his/her own reimbursement.
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.
Credit Card 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 PDF copy of the Travel Pre-Approval in Emburse Enterprise.
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 Travel Pre-Approval in Emburse Enterprise prior to registration or attendance and read AP travel regulations. Note: Due Date 10 days from the date of entry. Make sure paperwork is submitted to AP the day of entry.
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 654-1225 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, a PDF copy of the Travel Pre-Approval in Emburse Enterprise MUST be submitted with the paperwork. The State has strict regulations regarding deposits made for lodging facilities. Contact Accounts Payable at 654-1225 with questions.
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 654-1225 or payables@umw.edu with any questions.
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) Go to FORMS and FOLLOW INSTRUCTIONS THERE to determine appropriate required form(s) for vendor/payee entry into system. NOTE: If dealing with a foreign vendor or non-resident alien, complete this step AT LEAST ONE MONTH in advance of any service to UMW.
(2) Completed Invoice for Direct Pay form with Banner “I” number
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.
Hotels/Lodging
Description of Service: Payment made by UMW directly to a lodging facility that will send UMW a bill. USUALLY applies only to LOCAL lodging facilities that are CONTRACTED with UMW. Direct bills from any lodging facility OTHER THAN LOCAL CONTRACTED lodging facilities must be organized by Accounts Payable PRIOR to lodging service. (Call the Accounts Payable manager at 540-654-1226 if direct billing is needed for any lodging facility OTHER THAN contracted LOCAL facilities.) 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. (See the Restrictions or Special Considerations section immediately below for a link to information about LOCAL CONTRACTED lodging facilities.)
WHEN A LOCAL LODGING FACILITY IS GOING TO BILL UMW DIRECTLY, DO THE FOLLOWING:
(These instructions apply to ALL UMW funds, NON-state and state funds, but they do NOT apply to Foundation funds!)
- CAREFULLY READ details about specific booking processes for EACH lodging facility at this link UMW contracted LOCAL lodging facilities.
- Email payables@umw.edu a copy of the PDF of the guest’s Travel Pre-Approval from Emburse Enterprise AND the reservation information from the lodging facility.
- Read Important Notes below.
IMPORTANT NOTES
- For Hyatt — Do NOT call for reservations and do NOT book reservations online for DIRECT BILLS to UMW. Follow the instructions found within the UMW contracted LOCAL lodging facilities link above. A CARD IS NOT NEEDED FOR A DIRECT BILL at Hyatt.
- The guest will be asked for a personal credit card upon check in because UMW will pay for ONLY room rate and taxes (so the hotel will charge the personal card for any expenses incurred against the guest’s room OTHER THAN the room rate and taxes on the room rate).
- ALL invoices should be sent to Accounts Payable; however, IF the invoice is erroneously sent to the department instead of Accounts Payable, IMMEDIATELY send the invoice to Accounts Payable.
- When the invoice arrives in Accounts Payable, AP staff will request, via email to the office manager, approval to pay the invoice, and AP staff will attach the email to the invoice.
- AP will pay for lodging following the AP Internal Procedures governing the payment process for lodging.
- The payment will show as an expense on the budget report when the online charge card entries are uploaded.
- IF the Foundation is paying for the expense, then ask the Foundation for direction because these instructions apply to ALL UMW funds, NON-state and state funds, but they do NOT apply to Foundation funds.
- For FAMILY & FRIENDS rates (where there is NOT a direct bill to UMW!!!) see Preferred Lodging
For questions or concerns about:
- The Local Lodging contracts, instructions, or codes, contact Business Services
- BILLING or PAYMENTS, contact payables@umw.edu
Account Code: 71285 for guests and 71227 for employees
What to send to Accounts Payable: IMMEDIATELY WHEN A RESERVATION IS MADE, email payables@umw.edu a PDF copy of the Travel Pre-Approval in Emburse Enterprise AND the reservation information from the lodging facility. (NOTE that the Travel Pre-Approval should be fully approved PRIOR to making a reservation.) See Restrictions or Special Considerations below.
Restrictions or Special Considerations:
Lodging as explained in the Description of Service above is allowed as a Direct Pay for ONLY UMW contracted LOCAL lodging facilities OR a lodging facility for which Accounts Payable has organized the direct bill PRIOR to the lodging service. A guest traveler may pay for expenses directly and seek reimbursement, following the same travel reimbursement regulations as required by employees, OR the department hosting the guest traveler may contact Accounts Payable to help arrange for a direct bill to UMW from a lodging facility IF the lodging facility is not already contracted with UMW. 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 about parking expenses: For parking expenses, the traveler may pay the lodging facility and seek reimbursement from UMW, but UMW is NOT allowed to directly pay a lodging facility for parking.)
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.
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.
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.
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.)
Reimbursement Requests
Description of Service: This section is for informational purposes only. All reimbursements (travel and non-travel) for employees, students, and guests will be entered in Emburse Enterprise. NOTE: If food other than per diem is included in the reimbursement, a completed Business Meal Approval Form must accompany the reimbursement request.
What to Send to Accounts Payable: The reimbursement process is done in Emburse Enterprise.
Documentation Requirements: Chrome River will provide details to help users navigate through the process. For student and guest entry into Emburse Enterprise, see Students and Guests FAQ.
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.
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 NOT exempt and 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 the Accounts Payable Assistant Manager at 654-1225 with questions.
Account Code: 71268E (Only those skilled services listed as Exceptions should use 71268E and be submitted as Direct Pays in Banner. Skilled services that are NOT exceptions need to use 71268 and be entered in eVA.)
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) Go to FORMS and FOLLOW INSTRUCTIONS THERE to determine appropriate required form(s) for vendor/payee entry into system. NOTE: If dealing with a foreign vendor or non-resident alien, complete this step AT LEAST ONE MONTH in advance of any service to UMW.
(2) Signed Contract from vendor/performer with Banner “I” number AND the invoice, if the vendor/performer provided an invoice
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 the AP Assistant Manager at 654-1225 with questions.
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:
- Invoice for Direct Pay Request Form
- 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.
Documentation Requirements:
Go to FORMS and FOLLOW INSTRUCTIONS THERE to determine appropriate required form(s) for vendor/payee entry into system.
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.
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.