Smartforms - Payment & Procurement Services

Smartforms - Payment & Procurement Services

SMART FORMS

Training Manual

Smart Forms Training Manual - Campus Users_March2015

TABLE OF CONTENTS

C

H A P T E R

1 ............................................................................................ 2

O

VERVIEW

...................................................................................................... 2

C

H A P T E R

2 ............................................................................................ 5

S

ELECTED

R

EQUISITION

P

OLICIES

...................................................................... 5

C

H A P T E R

3 .......................................................................................... 17

C

REATE

R

EQUISITIONS

................................................................................... 17

C

H A P T E R

4 .......................................................................................... 39

P

RINT

R

EQUISITIONS

..................................................................................... 39

C

H A P T E R

5 .......................................................................................... 50

D

ELETE

R

EQUISITIONS

................................................................................... 50

C

H A P T E R

6 .......................................................................................... 54

E

DIT

R

EQUISITIONS

....................................................................................... 54

C

H A P T E R

7 .......................................................................................... 56

S

EARCH FOR

V

ENDOR

ID

AND

L

OCATION

........................................................... 56

C

H A P T E R

8 .......................................................................................... 63

S

EARCH FOR

S

PEED

C

HART AND

P/G ................................................................. 63

C

H A P T E R

9 .......................................................................................... 69

V

IEW

P

AID

R

EQUISITIONS

.............................................................................. 69

D

E

F

A

B

C

APPENDIX

Suggested answers to Exercises in Chapter 3

Specimen of a UBC requistion cheque

Direct Deposit for Vendors and Employee Expense Reimbursements -

Smart Form User Guide

Smart Forms Quick Tips

Smart Forms Training - Selected Notes

FIA Expense Accounts & FIA Vendors

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C

H A P T E R

1

O

VERVIEW

Course Objectives

This course will provide you with an overview of the major features of the web-based requisition forms (Smart Forms) and inquiry screens, and demonstrate how to search for a Vendor ID and to search for a Project/Grant in FMS nQuery. Activities are included at the end of each chapter, where applicable, to help the user gain hands-on experience in performing the various tasks discussed in the chapter. In addition, tips are provided throughout this manual to help the user utilize the full potential of the system.

For campus users, at the end of this course, you will be able to:

 Understand the structure and key components of the Smart Forms

 Create Q-, Travel and Honorarium requisitions using Smart Forms

 Print, delete, and edit requisitions

 Search for vendor ID and address sequence

 Search for SpeedChart and P/G

 View status of requisitions submitted

 View paid requisitions

This course will also provide you with an overview of the major policies and procedures that affect the processing of requisitions. Relevant policies from the UBC Policy and

Procedure Handbook and Finance policies are included in this training guide. The UBC

Policy and Procedure Handbook communicates policies and procedures which have university-wide application, and provides a basis for consistent and appropriate decision making on many issues. Policies and procedures in Finance are more detailed in comparison and provide guidelines in specific situations.

At the end of this course, you will be equipped with the following knowledge:

 Relevant signing authority for requisitions

 Appropriate back-up documentation

 Travel policies, including advances and clearances

 Policies on Honorarium and Payment for Services

 Other selected payments, such as research subjects, royalties, professional fees/consulting fees, and prizes/awards

 Tax implications

 Foreign currency expenses

 Handling codes

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Where is the Requisition Smart Forms Page?

The Requisition Smart Forms Page provides requisition users with a single easy access location to the Smart Forms as well as links to commonly used pages in other applications. This page can be found in FMS nQuery and is accessible to users who have successfully completed the Smart Forms Training course.

What are Smart Forms?

Smart Forms are electronic data entry forms that serve to replace the paper-based requisition forms. Information normally written on paper-based requisition forms are entered in the Smart Forms and stored in a database for further use and processing.

The use of Smart Forms eliminates duplicate data capture, incidences of missing information, and reduces processing time. By electronically capturing the requisition details, data validation is performed and many of the errors that typically cause delays in payment can be rectified before the requisition is submitted to Payment & Procurement

Services (PPS). Several control features are built into the Smart Forms and these will be discussed in further detail in succeeding chapters. Advantages to the departments using

Smart Forms include:

1. Vendor information automatically populates when Vendor ID is entered.

2. When default speedchart is entered, all line items will be automatically populated with the default speedchart and its related Fund #, Dept ID and PG #.

3. Foreign exchange conversion is immediately available as long as the relevant currencies are selected. No need for manual foreign currency conversions.

4. Travel account codes depending on trip type are automatically provided for all identified expense types.

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What is the Requisition Processing application?

The Requisition Processing application is a system used to enter Smart Forms and process these requisitions. Some features of the Requisition Processing application include:

 Ability to edit requisitions before these are processed

 Ability to view processed requisitions

 Electronic tracking of back-up documentation upon receipt in Payment &

Procurement Services

 Electronic reviews in Payroll and Revenue Accounting

 Ability to interface with the PeopleSoft system to upload requisitions data

Who drafts and passes policies?

The Board of Governors is responsible for drafting and passing policies contained in the

UBC Policy and Procedure Handbook.

Members of respective service units draft policies and procedures at the functional level.

The administrative head of the unit, e.g. Director of Financial Services, approves these policies and procedures.

Where are policies and procedures located online?

UBC Policies and Procedures are located on the official website of the Office of the

University Counsel. They are responsible for updating the policies on the website on a regular basis. The address is: http://www.universitycounsel.ubc.ca/policies/

Various functional level policies and procedures are located at the following addresses:

Payment & Procurement Services – http://www.finance.ubc.ca/policies-andprocedures

Travel Program – http://www.travel.ubc.ca/

Supply Management – http://www.supplymanagement.ubc.ca/

Who are the contact persons?

Name Telephone E-mail Address

Jennifer Brunt

Procure to Pay Client Services Manager

604-827-1543 [email protected]

Lavina Yuen

Procure to Pay Client Services Assistant

Manager

604-827-1737 [email protected]

General Inquiries for Procure To Pay

Client Services

604-822-2417 [email protected]

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C

H A P T E R

2

S

ELECTED

R

EQUISITION

P

OLICIES

The Requisition for Payment form is generally used for payments under $3,500. It is also used for payments of one-time only purchases or one-time only vendors, travel expenses, honorarium, legal and professional fees, consulting fees, utilities, and subjects payments.

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Signing Authority for Requisitions

1. An authorized signatory must approve all requisition for payments in writing. In general, the authorized signatories are the Department Head, or P/G Manager or those listed as authorized signing authorities for the Department or P/G. This list can be found in FMS nQuery. Refer to Chapter 8 for details.

2. The authorized signatory must be at least one administrative level (“one-over-one” authorization) higher than the individual requesting for the reimbursement. For payments related to payments to third parties, the one-over-one authorization still applies. The payee/employee cannot sign for his/her own expenses even if the requisition is made out to a third party.

3. One-over-one authorization cannot be delegated to an administrator. An administrator cannot authorize employee reimbursement or expense (even if the administrator has signing authority at the P/G and/or Departmental level) unless the direct supervisor of the claimant has approved the requisition for payment.

4. When a temporary signing authority is appointed in the absence of the official authorized signatory, then an appointment letter/note must be attached to the requisition form to complete the back-up documentation.

5. All authorized signatories must complete a UBC Signature Card which must be kept on file with Payment & Procurement Services.

6. The Security Administrator is responsible for making changes to the authorized signing authorities for the respective Department or P/G. If a Security Administrator is not assigned to a Department or P/G, then a written instruction must be given to

Research & Trust Accounting (RTA) for Research & Specific Purpose Funds, or to

Revenue Accounting within Financial Reporting for Endowment and GPO Funds to request for a change in the signing authority.

Supporting Documentation for Requisitions

1. Only original receipts and/or invoices are accepted as supporting documentation for requisitions. This includes evidence of cost of purchase and receipt of goods and service.

2. Credit card slips or monthly statements are generally not adequate as supporting documentation. Photocopies or faxed copies are generally not allowed as well.

Exceptions to this rule are itemized in UBC Travel Policy #83.

3. In case invoices or receipts are lost, a Missing Receipt form signed by requester and one administrative level higher needs to be completed and attached. Refer to sample of Missing Receipt form on the next page.

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THE UNIVERSITY OF BRITISH COLUMBIA

MEMORANDUM

TO:

DATE:

Financial Services

Requisitions Processing Section

FROM:

PHONE:

TRAVEL CLAIM #TR___________________

REQUISITION #Q____________________

RE: Original Receipts/Invoices

I hereby certify that ______________________________________________________________

(describe missing ticket, hotel bill, invoice, etc. in detail)

has/have been lost or misplaced. This/These expense/s were incurred on __________________

(date)

and are billable to Project/Grant number ____________________________________________.

These expenses have not and will not be claimed from any other source.

____________________________________________

Name and Signature of Payee/Requester

____________________________________________

Name and Signature of Authorized Signing Authority

(at least one admin level higher than payee)

Note: For Research Grants, please specify if there were any purchased alcohol in meals expense.

The Missing Receipt form must be printed on “UBC” letterhead.

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4. Site Stamping on the original invoice, documenting the amount, date, req#, and certifying that invoice was paid/reimbursed by UBC are acceptable if part of the invoice amount is to be paid by another university or organization or the payee needs to retain original invoice/receipt for warranty purposes.

Site Stamp:

Travel

1. All travel expenses for the University of British Columbia must be valid, complete, authorized and must comply with the guidelines stated in UBC Policy #83 and #84, as well The Canadian Institutes of Health Research (CIHR), The Natural Sciences and

Engineering Research Council (NSERC) and The Social Sciences and Humanities

Research Council (SSHRC) guidelines, and any other granting agency guidelines, where applicable. Refer to relevant policies located on the web.

Visit www.travel.ubc.ca

for information on trip planning, travel and health insurance, and more.

2. The valid account codes for travel Smart Forms are:

 Account codes in the 61XXX and 62XXX series, 634000 and 656000.

3. There are three types of travel requisitions.

Travel Advances

 A travel advance can only be issued to UBC faculty, staff and students. If the advance is issued to a student, the approving faculty member is responsible for ensuring that the travel advance is cleared by the student.

 Travel advances are only issued in Canadian dollars.

 This is money issued in advance of actual travel and must be made no more than

10 business days prior to the start of the trip.

 It is requested on a Travel Requisition form using account number 139400.

 Requests of $5,000 and over require a breakdown of expected expenses on a separate sheet of paper.

 A traveller cannot have more than one travel advance outstanding. A new travel advance will not be granted until the previous outstanding travel advance is cleared.

 A travel advance can be made out for one trip only.

Travel Advance Clearances

 This is a travel requisition that settles a previous advance. The travel clearance must be submitted within 30 days after the end of the trip.

 If the travel expenses are less than the travel advance obtained, a refund cheque equivalent to the difference between the travel expense and advance must be

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obtained from the traveller. Deposit the refund cheque using the Online Cash

Receipts tool and attach a copy of the Cash Receipt to the travel clearance.

 The travel clearance with documentation attached will allocate expenses to the proper account and settle the outstanding travel advance.

Travel Claims

 Travel requisitions submitted for reimbursement of travel expenses.

4. On the travel requisitions, the purpose of trip/destination and the travel dates must always be specified. Special notes for Research and Specific Purpose Funds must also be specified.

5. In order to comply with the reporting requirement of the Financial Information Act

(FIA), the EMPLOYEE VENDOR ID must be entered in the “Alternate Vendor

Number” field for all FIA type expenses paid to third parties on behalf of UBC

Employees. FIA requires that UBC employees earning more than $75,000 annually have their expenses disclosed. Please refer to APPENDIX F for a listing of FIA type expenses.

6. If FIA type expenses paid to FIA Vendors are not for UBC employees, enter NON-

UBC in the “Alternate Vendor Number” field. A list of some FIA Vendors can be found in APPENDIX F.

7. When paying one of the FIA Vendors listed in APPENDIX F, an error message will be populated and the Smart Form will not be saved if Employee Vendor ID or NON-

UBC is not entered in the “Alternate Vendor Number” field.

8. If the travel reimbursement claim of an employee includes expenses of other employees, the expenses must be broken down by traveller. Except for the traveller who the payment is made out to, all other travellers must have their Employee

Vendor ID entered in the “Alternate Vendor Number” field against their respective expense lines.

9. If the travel reimbursement claim of an employee includes expenses of nonemployees but this was not recorded properly on the initial travel requisition(s), the

“FIA Third Party Travel Paid by UBC” Form (see sample Form on next Page) must be filled out and forwarded to Payment & Procurement Services at Year End. The expenses to be recorded on this form are the third party expenses which need to be reduced from the recorded expenses of the employee who paid on behalf of the non-employees.

10. For American Express claims:

 Only travel expenses should be paid using the American Express (AMEX) card.

Non-travel expenses should be paid using the UBC Purchase Card (PCard).

 The American Express card should not be used for personal expenses.

 Always include the credit card number and cardholder name in the Cheque

Message field so that this credit card number will appear on the payment report that is sent to American Express by Payment & Procurement Services.

 If the original statements are not available, photocopies or faxed copies of

American Express statements are acceptable. Submit the statement together with original invoices or receipts of purchases and expenses.

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Employee Vendor ID or NON-UBC must be entered in the “Alternate Vendor

Number” field for all the travellers involved with the travel expenses.

11. For North South Travel claims:

 Only original invoices should be submitted.

 Only one invoice should be entered per Travel Requisition.

 Similar to AMEX, Employee Vendor ID or NON-UBC must be entered in the

“Alternate Vendor Number” field for all the travellers involved with the travel expense.

12. For non-resident travellers, the non-resident’s foreign address and number of days in

Canada are required to be entered in the travel requisitions. A T4ANR (tax form for non-residents) will be issued to these non-resident travellers for reporting purposes only. No withholding taxes will be deducted.

13. If the traveller opts to claim per diems for his/her meals, no receipts are required.

Meal per diems may be claimed for an entire day or a partial day. Calculation showing the amount claimed must be attached. Please refer to UBC Travel Policy

#83 for per diem amounts.

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FIA Third Party Travel Paid by UBC

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Honorariums and Paying for Services

1. Honorarium and payment for services to resident individuals:

 Please refer to the

Reference Guide – Determining, Hiring and Paying for

Services on our Finance website for further instructions

( http://finance.ubc.ca/procure-pay ) before submitting a payment request on a

Qreq-Tax Smart Form.

 The SIN No. must be completed, the inclusive dates of service must be provided, as well as supporting documents such as an invoice, copy of agreement/contract etc.

 All honorariums and payments for services to resident individuals are reviewed by Payroll.

 The handling code must end with a T (indicating that T4A tax form will be attached to the cheque) for resident individuals.

 Handling code “CX” may also be used if the requisition cheque and the tax form will be returned to an individual other than the payee.

 The departments need to verify if the individual is or has been a UBC employee.

If the individual is currently an employee, or has been an employee during the current calendar year (January to December), the employee should be paid by

Payroll instead of a requisition cheque.

 If the resident individual is GST-registered, this will be treated as a payment to a resident company. The payment to a GST-registered individual should be made using a Qreq-NoTax Smart Form (follow instructions below outlined under point

# 2).

2. Honorarium and payment for services to resident companies:

 Please refer to the

Reference Guide – Determining, Hiring and Paying for

Services on our Finance website for further instructions

( http://finance.ubc.ca/procure-pay ).

 The Qreq-NoTax Smart Form should be completed instead of the Qreq-Tax Smart

Form.

3. Honorarium and payment for services to non-residents (if services provided in

Canada):

 Please refer to the

Reference Guide – Determining, Hiring and Paying for

Services on our Finance website for further instructions

( http://finance.ubc.ca/procure-pay ) before submitting a payment request on a

Qreq-Tax Smart Form.

 The non-resident’s foreign address and number of days in Canada are required, as well as supporting documents such as an invoice, copy of agreement/contract etc.

 All honorariums and payments for services to non-residents are reviewed by

Revenue Accounting for tax implications.

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 A 15% withholding tax will be deducted unless a tax waiver is attached. The non-resident can request for a tax waiver from the Canada Revenue Agency, typical processing time is 30 days.

 A T4ANR (tax form for non-residents) will be issued and attached to the requisition cheque whether withholding tax is deducted or not.

 The handling code must end with an F (indicating that T4ANR tax form will be attached to the cheque) for non-residents.

 If the work is not performed in Canada, withholding tax does not apply and no

T4ANR will be issued.

Research Subjects Payment

1. The guidelines in UBC Policy #89 – Research Involving Human Subjects – as well as the Research Subject Payments Policy found on the Finance website http://finance.ubc.ca/policies-and-procedures (under “Accounts Payable”) should be followed.

2. Research subjects are defined as those who use their body for science and are paid a nominal fee.

3. The PI (Principal Investigator) must retain all receipts for audit purposes.

4. Use account code 712100 Participation Services for subject payments (if payment per subject is under $500). The payment is made to the PI directly who distributes the funds.

5. On the Qreq-NoTax Smart Form, specify how many research subjects are required and how much will be paid for each person.

6. Payments to research subjects are not taxable (if payment per subject is under

$500).

7. If the payment per research subject is $500 or over, the payment is taxable and a tax form needs to be issued (T4A tax form). Please refer to the Reference Guide –

Determining, Hiring and Paying for Services on our Finance website for further instructions ( http://finance.ubc.ca/procure-pay ) with regards to which account code and Smart Form to use.

8. The PI is responsible for returning any unspent funds.

Royalties

1. If the royalty payment is issued to a resident individual or company, the payee will receive a T5 slip but no tax will be deducted from their payment.

2. If the royalty payment is issued to a non-resident individual or company, the payee will receive a T4ANR form, and a 10% withholding tax will be deducted from the cheque amount.

3. Royalty Payments must be submitted on a Qreq-Tax Smart Form. Refer to page 33 for account codes used for royalty payments.

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Consulting fees/Professional fees

1. Please refer to the Reference Guide – Determining, Hiring and Paying for Services on our Finance website for further instructions ( http://finance.ubc.ca/procure-pay ).

Consulting fees and professional fees are for payees that are incorporated, limited, or a real company name. Invoices are normally prepared in their own letterhead.

2. Use a Qreq-NoTax Smart Form for these types of payments. No tax forms will be issued.

Prizes & Awards

1. Any payment relating to scholarships or achievements is considered an "award".

Normally, awards have pre-established guidelines and criteria. Awards are taxable and should be coded to account 753000 Scholarships & Bursaries. SIN is required and T4A will be issued. Qreq-Tax Form must be used.

2. Prizes can be considered an award if they are for achievement in an area ordinarily carried on by the recipient. If it is not included in this category it is considered a

“windfall” and not taxable.

3. Prizes that are considered a “windfall” will be coded to account 754000 Prizes. This is not taxable if the contest is open to everybody. These types of prizes should be submitted on the Qreq-NoTax Form.

Foreign Currency Expenses

1. Exchange rates are provided on all Smart Forms to determine the Canadian dollar equivalent of foreign currency denominated expenses.

2. For Qreq-NoTax and Qreq-Tax Smart Forms, the exchange rate on the invoice date will be used.

3. For Travel Smart Forms, the average exchange rate of the trip duration will be used.

4. USD exchange rates are taken directly from PeopleSoft whereas the exchange rates for other foreign currencies are provided by the Bank of Canada in the Smart Forms system.

5. For foreign currency expenses paid using the traveller’s personal credit card, the traveller has the option to treat the expense as a Canadian payment. A copy of the credit card statement showing the CAD equivalent, with confidential information blacked-out, needs to be submitted together with the original foreign invoices.

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Tax Implications

1. GST

 The federal Goods and Services Tax (GST) is a consumption tax levied on most of the non-salary and benefit expenditures of the University.

 Refer to the Canada Revenue Agency’s website for more information. http://www.cra-arc.gc.ca/tx/bsnss/tpcs/gst-tps/menu-eng.html

 The University effectively reduces the 5% GST rate to 1.65% for most academic and administrative expenditures since we are able to claim a 67% rebate.

 The most critical requirement when processing purchase invoices is to identify the GST being paid to suppliers and to code it properly on the requisition so that the University can claim its 67% rebate or 100% input tax credit. If GST is paid and not identified or coded properly, the full 5% cost will be charged to the department affecting that budget and wrongfully overspending University resources by 3.35%.

 It is required that the GST REGISTRATION NUMBER appear on each invoice exceeding $30 if GST is charged and we are to claim either a rebate or input tax credit. Without it, Canada Revenue Agency may deny our recovery claim.

 Tangible goods under $1,600 will be self-assessed GST as they pass through UBC

Customs Services in Supply Management. Most imported goods over $1,600 will have the GST paid by the UBC broker as they cross the border.

 Imported non-tangible items will not be captured at the border. UBC is required to self-assess and effectively pay the GST on such services/goods and separately claim back a rebate.

 Review all non-Canadian invoices to determine if GST needs to be self-assessed.

GST applies to most purchases of the University. If a GST self-assessment is required, please submit the invoice on a paper requisition form. GST selfassessments cannot be processed via Smart Forms.

2. PST

 Provincial Sales Tax (or PST) is imposed on the purchaser of tangible personal property and certain services within the province of British Columbia. This excludes real property and services.

 Refer to the Provincial Sales Tax website for more information. http://www2.gov.bc.ca/gov/topic.page?id=589542DDDB6347F7A7C80C1783F4B

A6D

 Review all out-of-province and non-Canadian invoices to determine if PST should be self-assessed. If a PST self-assessment is required, please submit the invoice on a paper requisition form. PST self-assessments cannot be processed via

Smart Forms.

3. TRV

 Canada Revenue Agency allows a simplified method to be used to estimate travel reimbursements. This formula is commonly referred to as the 4/104 formula.

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 The 4/104 formula may only be used in situations where 90% or more of the amounts being reimbursed include GST, and the expenditures are of a similar nature. Normally, the TRV is used for meals and entertainment.

 One advantage of using the 4/104 formula is that the person claiming the reimbursement does not have to separate taxable expenditures from non-taxable expenditures (for example, a tip on a restaurant meal does not have to be removed for the purpose of calculating the GST rebate or input tax credit).

Handling Codes

1. The cheques are distributed based on the handling codes selected on the requisition forms.

2. The more common handling codes available to Smart Forms are as follows:

 MN – Mail out directly to payee, no attachment.

 MA – Mail out directly to payee, with attachment. The attachment must already be attached to the requisition form.

 MT – Mail out directly to payee, attach T4A form, for resident individuals.

 MF – Mail out directly to payee, attach T4ANR, for non-residents.

 CN – Campus mail, no attachment.

 CA – Campus mail, with attachment. The attachment must already be attached to the requisition form.

 CT – Campus mail, attach T4A form, for resident individuals.

 CF – Campus mail, attach T4ANR, for non-residents.

 CD – Campus mail, return to individual other than payee.

 CX – Campus mail, attach Tax form, return to individual other than payee.

 PN – Pick-up from Financial Services, no attachment.

 PA – Pick-up from Financial Services, with attachment. The attachment must already be attached to the requisition form.

 PT – Pick-up from Financial Services, attach T4A form, for resident individuals.

 PF – Pick-up from Financial Services, attach T4ANR, for non-residents.

For UBCO use only:

ON – Okanagan, no attachment

OA – Okanagan, with attachment

OP – Okanagan, Pick-up

OT – Okanagan, attach tax form

OF – Okanagan, attach T4ANR

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C

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REATE

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EQUISITIONS

There are three types of Smart Forms.

Qreq-NoTax Smart Form: This type of requisition form is used when entering non-travel and non-honorarium requisitions for payment that do not require a tax form to be issued to the payee.

Travel Smart Form: This type of requisition form is used for travel advance, travel clearance/settlement, and travel claims.

Qreq-Tax Smart Form: This type of requisition form is used for payments of honorariums and services that require a tax form to be issued to individuals and corporations, for both residents and non-residents, and for both employees (if approved by Payroll) and non-employees.

There is a standard set of control features included in all web-based requisition forms

(Smart Forms). A summary of these standard features is as follows:

 A unique Q- (for Qreq-NoTax Smart Form), TR-(for Travel Smart Form), H- (for

Qreq-Tax Smart Form) reference number will be assigned to each requisition form depending on the type selected.

 Vendor details are populated when both vendor ID and location codes are entered.

 When SpeedChart is used, the chartfields for Fund, DeptID, Program (optional) and Project/Grant (optional) will be populated.

 The Amount of Cheque will be compared with the sum of the amounts from the

Line Charges. If the two are not equal, an error message will appear and the form will not be saved.

 For foreign currency denominated receipts/invoices to be paid in CAD, an appropriate exchange rate will be used and the system will automatically calculate the Canadian dollar equivalent.

 If the Invoice Number is not available, the form will use the unique Q-, TR-, or

H- reference number in this field if the letters Q, TR or H were entered as placeholder.

Smart Forms can only be used for CAD and USD cheque payments, CAD direct deposit payments (EFT) and USD direct deposit payments (ACH). EFT stands for Electronic Fund

Transfer and ACH stands for Automated Clearing House. For bank drafts or wire transfers, or payments to be made in foreign currency (other than USD), the paper requisition forms will still be used instead of Smart Forms.

To switch among the three web-based requisition forms (Smart Forms), click on the appropriate form on the menu.

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Procedure:

1. Go to the Management Systems Portal and click on FMS nQuery.

2. Smart Forms can only be accessed using FMS nQuery so that the vendor lookup function will work and the user security features are in place. Click on the Smart

Forms tab.

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3. To create requisitions, click on the button.

4. You will be taken to the Requisition Smart Forms page below. Select the type of requisition that you would like to work on.

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5. Select the link Requisition for Payment (Qreq-NoTax) and the Q-Requisition for

Payment data entry screen will appear.

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6. The Payment Method will default to “EFT” and display “EFT on the screen whenever you select an E-type vendor (i.e. when you enter the Employee Vendor ID into the

Vendor ID field). If the employee is set up for direct deposit with UBC Payroll then the payment will defaul to direct deposit, otherwise a cheque will be issued despite

“EFT” having displayed on screen. If the employee requires a cheque payment for petty cash replenishment, travel advance or another reason, simply select “Cheque” from the “Payment Method” drop-down list instead.

Smart Forms Training Manual - Campus Users_March2015 Page 21 of 88

7. Click on Travel on the right-hand side of the menu, and the Travel: Claims,

Advances & Clearances data entry screen will appear.

DEFAULT METHOD

Smart Forms Training Manual - Campus Users_March2015 Page 22 of 88

8. Click on Qreq-Tax on the right-hand side of the menu, and the data entry screen for honorariums and payment for services will appear.

Smart Forms Training Manual - Campus Users_March2015 Page 23 of 88

F

9. Complete the fields in the requisition form by following these guidelines. All fields followed by an asterisk * are required fields.

IELD

N

AME

H

EADER

– A

BOVE

L

INE

I

NFORMATION AND

C

HARGES

F

IELD

D

EFINITION AND

D

ESCRIPTION

Payee (as it should read on the cheque)

Enter name of payee as it should appear on cheque. This field will auto-populate after you enter the Vendor ID in the Vendor ID field. Titles should not be included, e.g., Mr.,

Dr., etc. Use full legal name. Do not use acronyms, e.g., use American Association of

Dental Schools, not AADS. There can be only one payee per requisition. For multiple payees, prepare separate requisitions for each one. For individuals, use “Last Name,First

Name”.

Vendor ID, Location and Address

Sequence

A

All

Use FMS nQuery link to search for the Vendor ID and Address Sequence. If the

Vendor ID is entered, the Address Fields will be automatically populated using the default

Address Sequence. If the address on the invoice is different from the default address, search FMS nQuery for the correct address and enter the appropriate address sequence.

If the Vendor ID cannot be found in FMS nQuery, a new vendor will have to be requested for this payee via the Vendor Centre. Refer to Chapter 7 for details.

For regular vendors, the Vendor ID is a 10-digit numeric code. To enter leading zeroes, hold the “0” key down and the system will add enough zeroes to the Vendor ID to make it a 10-digit numeric code. For Employee IDs, enter “E” followed by the 7-digit Employee

ID. “E” type Vendor IDs have to be used in order to get direct deposit for employee reimbursement claims. For Student IDs, enter “S” followed by the 8-digit Student ID.

All

PPLIES TO

Address Fields

Address Line, City,

Province/State,

Postal/Zip Code,

Country

For existing vendors, these fields will be populated if the Vendor ID is entered. Include street address, city, province, postal code and country. This is the mailing address for the cheque, and it is essential that the information is correct. If this is an existing vendor with a new address, a new address will have to be requested via the Vendor Centre.

Refer to Chapter 7 for details.

All

Employee ID #

Student #

SIN #

GST Registration #

Invoice Number

Employee number is required for any payment to a new employee without a “E” type

Vendor ID in the Vendor database. Enter the 7-digit Employee ID prefixed by an "E".

Vendor IDs for employees are created using their Employee IDs.

If payment is made to a student, use the 8-digit student number, prefixed by an "S".

This becomes a required field if the student will be paid for the first time in FMS. Vendor

IDs for students are created using their Student IDs.

All

All

For Honorarium and Payment for Services only: Enter the 9-digit SIN. If the SIN is available in PeopleSoft, then this field will be populated when the existing vendor ID is entered. SIN is required if honorarium or other type of income payment is made to a resident individual. A validation will be performed to ensure that only valid SIN #s are entered.

Qreq-Tax

Smart Form

Enter the GST Registration # if available. The GST Registration # is required for PST

Self- Assessment. Small companies not charging GST do not require a GST number. This is the Small Supplier Rule which applies to small businesses that will earn $30,000 or less in a calendar year from all sources.

All

Vendor invoice number is printed on cheque stub or email notification of payment if payee is set up for direct deposit payments. The invoice number must be unique. For invoices without an invoice number, enter Q (on a Qreq-NoTax Smart Form), TR (on a

Travel Smart Form), or H (on a Qreq-Tax Smart Form) as placeholder. The Q-, TR-, H-

Requisition Reference # will be populated in the Invoice Number field automatically when the requisition form is saved. For invoices paid in installments, the same invoice number is used with a suffix (-1, -2, …, -n) to denote that the payment transaction originated from one invoice. Use all CAPITAL letters. A new Smart Form must be created for each invoice; the requisition form cannot accommodate multiple invoices.

All

Smart Forms Training Manual - Campus Users_March2015 Page 24 of 88

F

IELD

N

AME

Payment Amount

Invoice Date

Individual

Non-Resident

Departure Date

Return Date

Reference # of

Original Advance

Previous Travel

Requisition

Type of Travel

Requisition o Advance o Clearance o Claim

H

EADER

– A

BOVE

L

INE

I

NFORMATION AND

C

HARGES

F

IELD

D

EFINITION AND

D

ESCRIPTION

Enter the amount to be paid in Canadian dollars for CAD payment currency, or US dollars for USD payment currency.

A

PPLIES TO

All

Enter the vendor's invoice date or transaction date (mm/dd/yy). The Invoice Date will be used to determine the appropriate exchange rate for foreign currency denominated expenses, except Travel (see Departure Date and Return Date fields for Travel).

All

Check (  ) this box if the requisition is for an honorarium or other type of income and the payee is an individual. This will trigger payroll review of the honorarium; and if the payee is not a UBC employee, a T4A tax form will be prepared and attached to the cheque payment.

Qreq-Tax

Smart Form

Check (  ) this box if the requisition is for an honorarium or other type of income and the payee is a non-resident. A 15% withholding tax will be deducted from the total amount, if applicable. A T4ANR tax form will be issued to the non-resident.

Qreq-Tax

Smart Form

Check (  ) this box if the requisition is for reimbursement of travel expenses to a nonresident payee. No withholding tax is deducted from the total amount. A T4ANR tax form will be issued to the non-resident.

Travel Smart

Form

Enter the trip start date (mm/dd/yy). The Departure Date cannot be later than the

Return Date. Both the Departure Date and the Return Date will be used for foreign currency denominated travel expenses to get the average exchange rate for the trip duration.

Travel Smart

Form

Enter the trip end date (mm/dd/yy). The Return Date cannot be earlier than the

Departure Date. Both the Departure Date and the Return Date will be used for foreign currency denominated travel expenses to get the average exchange rate for the trip duration.

Travel Smart

Form

Enter the TR- Reference No. of the original travel advance. This field is required for travel clearances.

Travel Smart

Form

Travel Smart

Form

Enter the TR- Reference No. of the previous travel requisition. This field is required if several travel requisition forms are completed for one trip.

Example: The conference registration fee was paid through an earlier requisition form before the travel commenced. After the trip has concluded, a new requisition form is prepared for the remainder of the travel expenses incurred. The previous requisition number must be entered here for reference purposes.

Identify the type of travel requisition from the drop down menu.

Select advance if the requisition is for money to be given to the traveller prior to the commencement of the trip. Note that data can only be entered in the Advance line.

Select clearance if the receipts/invoices are submitted with the requisition to settle/clear a previous travel advance.

Select claim if the requisition is for the reimbursement of travel expenses where no previous travel advance is given, or if the requisition is for a corporate payment, e.g.

American Express, North South Travel, etc. Note that data cannot be entered in the

Advance line.

Travel Smart

Form

Smart Forms Training Manual - Campus Users_March2015 Page 25 of 88

F

IELD

Payment Currency

Payment Method

Expense Currencies

Selected Currencies

Amount

N

AME

F

IELD

N

AME

Default SpeedChart

Trip Type o Conference o Field Trip o Other

Currency

H

EADER

– A

BOVE

L

INE

I

NFORMATION AND

C

HARGES

F

IELD

D

EFINITION AND

D

ESCRIPTION

Identify the payment currency for this requisition, either CAD or USD. CAD cheques are restricted to Canadian or US beneficiaries and US cheques should be made payable to US or Canadian beneficiaries only. There can be only one payment currency for each requisition.

A

PPLIES TO

All

Currently, only the cheque payment method and direct deposit payment method

(EFT/ACH) are allowed for Smart Forms. If the “E” type Vendor ID is entered in the

Vendor ID field, direct deposit will be made to the employee, provided the employee is set up for direct deposit with UBC Payroll. Cheque can be requested for Travel Advance,

Petty Cash replenishment and USD payments. To find out if a supplier/vendor or employee is set up for EFT or ACH, check to see if EFT or ACH appears under the Vendor

Payment Type when you search for a vendor in FMS nQuery. If it is blank, then the default payment method is cheque.

All

If there are foreign currency-denominated expenses, identify the expense currencies to be used in this requisition. Use the scroll buttons to search for the foreign currency to be used. Double click on the foreign currency to add it to the list of Selected Currencies.

Alternatively, you can highlight the foreign currency and click on the button to add this currency to the list of Selected Currencies. To remove a currency from the list of

Selected Currencies, highlight the currency and click on the button.

All

The payment currency is automatically included in the list of Selected Currencies. Only the currencies to be used in the line items should be included here.

All

L

INE

I

NFORMATION

A

ND

C

HARGES

F

IELD

D

EFINITION AND

D

ESCRIPTION

If the SpeedChart code is the same for all or most distribution line items, enter the default SpeedChart code here. This SpeedChart code will be copied in all distribution line items and the related chartfields will be populated as well. If a line item has a different

SpeedChart code, simply override the default by entering a new SpeedChart code in that line.

A

All

PPLIES

T

Select the trip type from the drop down menu (conference, field trip, other). The account codes associated with the type of expense will change depending on the trip type selected.

Travel Smart

Form

O

Select the appropriate currency from the drop-down list based on the currency stated on the invoice. The list includes all Selected Currencies.

All

Enter the total amount per line to be paid, including GST & PST. The amount entered here must be in its original currency, whether CAD or foreign currency. Do not combine the amount of multiple currencies here.

For credit card payments of foreign currency denominated invoices, select CAD as the currency and enter the amount appearing on the credit card statement. No foreign currency conversion is required in this case. However, the credit card statement must be submitted together with the foreign currency denominated invoice. Before submitting the credit card statement, all confidential items (e.g. credit card no., outstanding balance, etc.) may be whited-out/redacted to protect the cardholder’s privacy.

NOTE: A line amount may be the sum of several items. If so, all items in that line amount must have the same GST/PST coding. (i.e. group all Y/Y (i.e. GSTPST) bills with the same chartfield codes together on one line, all Y/N (GST only) bills with the same chartfield codes together on a second line, do not combine Y/Y & Y/N bills together on one line.)

All

Smart Forms Training Manual - Campus Users_March2015 Page 26 of 88

F

IELD

N

AME

L

INE

I

NFORMATION

A

ND

C

HARGES

F

IELD

D

EFINITION AND

D

ESCRIPTION

Canadian Equivalent This is a system-calculated amount. If the currency is CAD, then whatever is entered in the Amount field will be calculated 1:1. If the currency is a foreign currency, then the exchange rate on the invoice date will be multiplied by the Amount to arrive at the

Canadian dollar equivalent.

GST

PST

TRV

Expense Type

SpeedChart

Account

Fund

Dept ID (Org)

Program

Project/Grant (PG)

A

All

PPLIES

T

For travel clearance and claims, the average exchange rate of the trip duration (all dates between and including the departure date and return date) is used and will be multiplied by the Amount to arrive at the Canadian dollar equivalent.

Travel Smart

Form

Check (  ) GST box if GST is included in the amount. Note that if the entire amount is not subject to GST but has the same account code, then separate the amounts and show them in two or more lines depending on their tax implications.

Example: There is no GST on international airfare, but there is GST on the booking fee.

Separate the amount of the international airfare from the booking fee, and check (  _ GST box for the booking fee since GST is only applicable to this.

All

Check (  ) PST box if PST is included in the amount. Note that the PST box cannot be checked if the GST box is unchecked.

Check (  ) TRV box if the expense type is Meals or Entertainment incurred in Canada and where 90% or more of the amounts being reimbursed include GST and the expenditures are of a similar nature. Checking the TRV box indicates that a simplified formula (4/104) can be used to estimate the GST amount and the expenditure does not have to be separated between taxable and non-taxable components. Note that if TRV is checked, both GST and PST must be unchecked. TRV cannot be used for Expense Types other than Meals and Entertainment.

All

Travel Smart

Form

Expense Type is already pre-determined in the form. In any of the line items, the

Expense Type can be changed by selecting a different type from the drop down list.

Required. The SpeedChart is set up with only some of the chartfields (i.e. Fund, Dept ID and PG if applicable). Use FMS nQuery link for SpeedChart listings. Refer to Chapter 8 for details.

Enter the Account code for each distribution line. Travel and Qreq-Tax codes cannot be entered on the Qreq-NoTax Smart Form.

For resident individuals, account 656220 will be populated automatically in the line charges. If a different account code should be used, simply override the prepopulated account code and enter the appropriate account code. Note that only Qreq-Tax account codes can be entered here. Refer to Page 33 for the valid account codes for Qreq-Tax

Smart Forms.

These fields will be auto-populated after the Speed Chart field is entered. Complete any missing required chartfields. Complete the Project/Grant (PG) chartfield to allow for

SpeedChart verification during the upload process. Enter the required set of chartfields not included in the SpeedChart code. The Program and Project/Grant (PG) fields are optional.

For the Project/Grant (PG) and Dept ID, these must be open and/or active, otherwise, the chartfield will not be valid.

Travel Smart

Form

All

Qreq-NoTax

Smart Form

Entries in the account field are system-populated depending on the Trip Type selected.

These system-populated account codes may be changed as long as a travel account code is entered in its place. Non-travel account codes cannot be entered on the Travel

Requisition form.

Travel Smart

Form

Qreq-Tax

Smart Form

All

O

Smart Forms Training Manual - Campus Users_March2015 Page 27 of 88

F

IELD

N

AME

Alternate Vendor

Number (Financial

Information Act)

L

INE

I

NFORMATION

A

ND

C

HARGES

F

IELD

D

EFINITION AND

D

ESCRIPTION

Enter employee number when a payment is made to a third party, on behalf of a UBC employee. The prefix “E” must be used. Examples of these types of payments are membership dues, registration fees, extraordinary hiring expenses, vehicle leases, tuition, or relocation and travel expenses.

Example: A group registers for a seminar. The employee number of each person must be entered in Alternate Vendor Number to ensure the University can comply with Financial

Information Act.

A

PPLIES

T

O

All

All

All

More Lines

Total Expenses or

Totals

Advance

Clearance

Click on the “More Lines” link to insert additional distribution lines.

This is a system-calculated sum that adds the Canadian dollar equivalent of all line items entered.

Enter a positive amount for Travel Advances in the Amount column. Enter a negative amount for Travel Advance Clearances in the Amount column. The Speed Chart, Fund

Code, Dept ID and PG must be the same as the original travel advance.

This is a system-calculated amount equivalent to the amount of cheque attached to the requisition in cases when the Travel Expenses are less than (<) the Travel Advance.

This is a system-calculated sum and will have an amount when Total Expenses are less than (<) the Travel Advance.

Net Amount to be

Paid by Traveller

Net Amount to

Traveller

F

IELD

N

AME

From (Dept): / Direct

Queries To: / Phone

#: / Email Address:

This is a system-calculated sum and will have an amount when Total Expenses are more/higher than (>) the Travel Advance.

B

ELOW

L

INE

I

NFORMATION

A

ND

C

HARGES

F

IELD

D

EFINITION AND

D

ESCRIPTION

Enter the department name, identification and contact information of the originator/iniator.

Travel Smart

Form

Travel Smart

Form

Travel Smart

Form

Travel Smart

Form

A

PPLIES

All

T

O

Details of Payment or

Summary of Attached

Invoices

Enter the explanation of expenditure(s) to be paid or provide a summary of the invoices attached to the requisition form. This will not be printed on the cheque stub/EFT Advice.

For non-residents performing services in Canada, the number of days in Canada must be specified as this information is required on the T4ANR tax form.

Handling Code Select the handling code from the drop-down list. This is used to identify the method of distribution for the cheque printed from this requisition.

For honorarium or payment for services paid to a resident individual, the handling code must end with “T”, except for “CX”. This means that a T4A tax form will be attached to the cheque payment.

For payments made to non-resident individuals performing services in Canada, the handling code must end with “F”. This means that a T4ANR tax form will be attached to the cheque and sent to the payee.

If an attachment is required with a cheque, the originator must prepare the attachment and forward it to Payment & Procurement Services together with the requisition. The handling code must end with “A” to denote that the cheque will be mailed with an attachment.

For direct deposit, no attachments will be mailed to the payee along with the payment except for tax forms.

Qreq-NoTax and Qreq-Tax

Smart Form

All

Smart Forms Training Manual - Campus Users_March2015 Page 28 of 88

F

IELD

N

AME

Cheque Message

Separate Cheque

Required

B

ELOW

L

INE

I

NFORMATION

A

ND

C

HARGES

F

IELD

D

EFINITION AND

D

ESCRIPTION

Optional. Enter a message here and it will be displayed on the cheque stub/EFT Advice to help the payee identify the payment.

For payments with no vendor invoice #, include a brief description of what the payment is for to assist the payee in determining what has been paid.

For handling codes starting with “P” for pick-up, enter the name of the person and phone number to call to let him/her know that the cheque is available for pick-up.

For handling code “CD” or “CX”, specify the name of the person, department name and location (campus address) where the cheque should be returned to.

A

PPLIES

T

O

All

For payments to American Express, enter the account number of the credit card and name of cardholder in this field so that it will be displayed on the EFT Advice.

The trip destination, duration, and purpose of the trip should be entered here. This will assist the payee in determining what the cheque payment is for.

Travel Smart

Form

Enter a brief description of the honorarium or payment for services to assist the payee in determining what the cheque payment is for.

Qreq-Tax

Smart Form

Check (  ) this box if you do not want this payment to be included on a cheque with other payments to this vendor (i.e. a separate cheque payable to the vendor will be prepared for this payment only). To save time, money and the environment, use only when you use Handling Codes PN, PA, PT, CD or CX. Please do not check this box for direct deposit payments.

All

Special Notes

(Required for “S” or

“R” Funds)

Purpose of

Trip/Destination

Include in this field any additional information regarding the claim to aid in processing of the travel requisition, e.g. additional personnel that accompanied the traveller, different countries visited, and any other information that may explain the receipts attached.

Enter the purpose of trip and destination(s) travelled. This will not be printed on the cheque stub/EFT Advice.

Travel Smart

Form

Travel Smart

Form

Authorization Print

Name 1

Authorization Print

Name 2

Enter the name of the person who has authority to sign on the Dept ID or PG.

If 2 signatures are required, enter the name of another person who has authority to approve payment. In most cases, this person is senior to the first signatory. Signature of the employee claimant’s direct supervisor is required if the person signed on Authorizing

Signature 1 does not have one-over-one signing authority.

Enter the name of the traveller’s direct supervisor and his/her title.

All

All

Direct Supervisor,

Supervisor’s Title

Travel Smart

Form

Traveller’s Name Enter the name of the traveller.

10. Review the form to ensure that all entries are correct. Save the requisition form by clicking on the button. A Q-, TR-, H- Requisition Reference # will be assigned to the requisition. For invoices without an invoice number, the assigned Q-,

TR-, H- Requisition Reference # will be entered by the system in the Invoice No. field if the letters Q, TR or H were entered into Invoice No. field as a placeholder.

Make a note of the Q-, TR-, H- Requisition Reference # as it will be asked when you print the requisition form.

Travel Smart

Form

Smart Forms Training Manual - Campus Users_March2015 Page 29 of 88

11. For the Travel requisition form, depending on the type selected, some line charges may be blocked from data entry.

12. For the Travel Claim type, all line charges are available for data entry, except for the

Advance and Clearance lines. This is a sample of the Line Information and Charges section of the Travel Claim type.

13. For the Travel Advance type, only the Travel Advance line will be available for data entry, all other line charges will be blocked or greyed-out. The Travel Advance

Amount must be entered as a positive number. This is a sample of the Line

Information and Charges section of the Travel Advance type.

Greyed-out

14. For the Travel Clearance type, all line charges are available for data entry. The

Travel Advance Amount must always be entered as a NEGATIVE amount.

Smart Forms Training Manual - Campus Users_March2015 Page 30 of 88

Greyed-out

15. If the advance is greater than the sum of the travel expenses, then the balance to be refunded is automatically calculated and shown in the lines Clearance and Net

Amount To Be Paid By Traveller. The entry in the “Payment Amount” field should be

“0”. A copy of the Cash Receipt showing the payment from the traveller must be submitted together with the travel requisition. This is a sample of the Line

Information and Charges section where the Travel Advance is greater than the

Travel Clearance.

Smart Forms Training Manual - Campus Users_March2015 Page 31 of 88

16. If the advance is less than the sum of the travel expenses, then the balance owing to the traveller is automatically calculated and shown in the line Net Amount To

Traveller. A payment will be made to the traveller for this amount and the same amount should be entered in the “Payment Amount” field. This is a sample of the

Line Information and Charges section where the Travel Advance is less than the

Travel Clearance.

17. If the advance is equal to the sum of the travel expenses, then the balance owing or owed is nil (zero). This is a sample of the Line Information and Charges section where the Travel Advance is the same as the Travel Clearance.

Smart Forms Training Manual - Campus Users_March2015 Page 32 of 88

18. Depending on the form used, the system will perform additional validation procedures when the discrepancies are found.

button is clicked. Error messages may appear if a. Qreq-Tax Smart Form

 The SIN No. must be completed for resident individuals (i.e. when the nonresident box is blank and the individual box is checked  ).

 The handling code must end with a T (i.e. only MT, CT, PT, CX are allowed) for resident individuals (i.e. when the non-resident box is blank and the individual box is checked  ).

 The handling code must end with an F (i.e. only MF, CF, PF are allowed) for non-resident individuals and companies (non-resident box is checked

).

 These are the only valid account codes for Qreq-Tax Smart Forms.

Account Description

565000 Performing artist fees-Cda-T4A

Account

730000

Description

Royalties-Cdn residents

566000 Performing artists-Non resident 730001 Royalties-Cdn Companies

598020 Empl Benefits-Living Allow T4A

656220 Token of Appreciation

713001 Prof’l fees-Individuals T4A

713005 Prof’l fees-NR contractor in CAN

731000 Royalties-Non residents

753000 Scholarship & bursary-Oth T4A b. Travel Smart Form

 If the Travel Advance type is selected, only the Advance distribution line must be completed and the amount must be positive.

 If Travel Clearance is selected, the Advance distribution line must be completed and the amount must be negative. In addition, at least one other distribution line must be completed.

 Non-travel account codes cannot be entered here. c. Qreq-NoTax Smart Form

 Travel and Qreq-Tax account codes cannot be entered here. Professional fees

(713000) are allowed.

19. A sample of a completed requisition form with a Tracking Reference # is provided on the next page.

Smart Forms Training Manual - Campus Users_March2015 Page 33 of 88

QREQ-NOTAX

QREQ-TAX

20. To create a new requisition, start with a BLANK form by clicking on the Qreq-NoTax,

Travel, or Qreq-Tax tab at the top of the page. If the Tracking Reference # is shown on the form when you enter a new requisition, the system will assume that you want to make changes to the current requisition, rather than create a new one.

Smart Forms Training Manual - Campus Users_March2015 Page 34 of 88

Exercise:

Create the following requisitions:

Requisition 1: Qreq-NoTax

Requisition 2: Travel Claim

Requisition 3: Qreq-Tax

Smart Forms Training Manual - Campus Users_March2015 Page 35 of 88

Practice Exercise for Requisition 1: Qreq-NoTax

Printing House Ltd.

818 West Broadway

Vancouver, BC V5Z 1J8

Suggested Answer on Page 75

Smart Forms Training Manual - Campus Users_March2015 Page 36 of 88

Practice Exercise for Requisition 2: Travel Claim

Suggested Answer on Page 76

Smart Forms Training Manual - Campus Users_March2015 Page 37 of 88

l a

H o c k l e r

B r l o t r a s

E

8

7 l

1

4 o m p h e

C t f o i c e f f n

O i s l l o

S e

, e

A

Practice Exercise for Requisition 3: Qreq-Tax

Suggested Answer on Page 77

Smart Forms Training Manual - Campus Users_March2015 Page 38 of 88

C

H

F

J

C

H A P T E R

4

P

RINT

R

EQUISITIONS

There are two options to print requisition forms.

 PDF format – This is the preferred option. This is generated through FMS nQuery

– Print Form tab in pdf format. However, currently, it is limited to only ten line charges. Hence, if the requisition contains more than ten line charges, then the

HTML format option must be used.

 HTML format – The print function in the web browser is used to print the requisition form in html format. This print option must only be used if the requisition contains more than ten line charges.

Smart Forms Training Manual - Campus Users_March2015 Page 39 of 88

PDF Format

1. In FMS nQuery menu, click on Smart Forms.

2. To print requisitions, click on .

Smart Forms Training Manual - Campus Users_March2015 Page 40 of 88

3. If you are anywhere in the Requisition Processing application, choose the PRINT tab

(please see below).

4. Both the PRINT tab in the Requisition Processing application and the button in FMS nQuery will take you to the Smart Forms Print page. There are two options to choose from. You can enter the Tracking ID No. and click on the

button. The Tracking ID No. must not have any letter-prefix.

5. Or you can choose the inclusive dates when the requisition was created and click on the button. To limit the number of requisitions retrieved, you can check () the applicable box for Qreq-NoTax, Travel, or Qreq-Tax.

Smart Forms Training Manual - Campus Users_March2015 Page 41 of 88

6. If you choose to enter the Tracking ID, only this requisition will be retrieved.

7. If you’re not sure what your requisition Tracking ID is, or if you want to print a previously submitted requisition, choose the inclusive date option. All requisitions entered during those dates will be shown. You can click on the Tracking ID link and print your requisitions from there. If you choose to enter the inclusive dates, multiple requisitions will be retrieved.

8. Click on the Tracking ID to retrieve the requisition. Note that you can only retrieve the requisition that you have entered. You will not be able to retrieve the requisitions entered by a different user.

9. Once the requisition form has loaded in PDF format, click on the print the requisition. Or you can also click on the

FMS nQuery (please see below/next page). button to button to return to

Smart Forms Training Manual - Campus Users_March2015 Page 42 of 88

Smart Forms Training Manual - Campus Users_March2015 Page 43 of 88

10. A reminder note will be shown after you click on the Print button. Click the

button to continue.

11. You will be taken to the Print window. Change Page Scaling to “Fit to Printer

Margins”. Click on the button to print the form.

12. Currently, requisitions with a maximum of 10 lines can be printed in PDF format using the FMS nQuery – Print button. If your requisition form has 11 lines or more, you will have to print using your internet browser (HTML format).

Smart Forms Training Manual - Campus Users_March2015 Page 44 of 88

HTML Format

1. After the requisition has been created, and while the Tracking Reference # is still visible, you can print the requisition form by clicking on File --> Print in your browser.

2. Depending on the version of your browser, you will get this Print window.

Smart Forms Training Manual - Campus Users_March2015 Page 45 of 88

3. To enhance print output, change the default setting in your Page Setup to the following:

Smart Forms Training Manual - Campus Users_March2015 Page 46 of 88

4. This is a sample of a printed Qreq-NoTax Smart Form using the browser button

(HTML format).

Smart Forms Training Manual - Campus Users_March2015 Page 47 of 88

Other

F

1. There are fields in the printed form that are not shown in the web-based requisition forms (Smart Forms). These fields are explained below.

IELD

N

AME

A

DDITIONAL

F

IELDS IN

P

RINTED

R

EQUISITIONS

F

IELD

D

EFINITION AND

D

ESCRIPTION

Authorizing Signature

1 & Date 1

Signature of person authorized to sign on the Dept ID or P/G and the date approved.

A

PPLIES

T

O

All

Authorizing Signature

2 & Date 2

Signature of the second person authorized to sign on the Dept ID or P/G; or signature of the employee claimant’s direct supervisor if the person signed on Authorizing Signature 1 does not have one-over-one signing authority.

All

Number of Days

Traveller’s Signature

& Date

This is a system-calculated field which shows the no. of days of the trip duration.

Signature of the traveller and the date signed.

Travel

Travel

Direct Supervisor’s

Signature & Date

Signature of the traveller’s direct supervisor who authorized the trip and the date signed. Travel

R

EQUISITION

P

ROCESSING

U

SE

O

NLY

Initials of person who reviewed the data. Approved by

Date

Entered by

The date the person checked the requisition.

Initials of person who uploaded the data into FMS.

All

All

All

Date

Voucher Number

FMS Data Entry Use. The date the person uploaded the data into FMS.

Write the system-assigned voucher number here.

2. Obtain the appropriate signatures on the requisition form and attach all necessary supporting documents. Note that the traveller must sign on the travel requisitions.

Supporting documentation includes evidence of the cost of purchases and the receipt of goods or services. Complete and attach a Lost Receipt form in case of missing receipts/invoices.

3. Submit the original requisition form with original signature(s) and all original supporting documents to Payment & Procurement Services.

All

All

Smart Forms Training Manual - Campus Users_March2015 Page 48 of 88

Tips:

 Keep a copy of the signed requisition and supporting documents for your records before the original documents are sent to Payment & Procurement Services. The requisition reference number will be used to inquire on the status of the requisition online (refer to Chapter 9). Once the requisition has been paid, the requisition can be filed in individual ledgers.

 Take note of all travel advance requests sent to Payment & Procurement Services.

The travel advance amount is needed when a requisition for travel advance clearance is prepared. The Travel Requisition Reference # is required to be included in the clearance.

 Please make sure the Adobe Acrobat Reader installed on your computer is v. 6.0 or higher and it’s properly installed.

 Please do not enter unmatched parenthesis, i.e. only “(“ or “)”, or special characters/symbols in any of the entry fields. The system cannot create a PDF file if they are used.

 If the Tracking ID in the Smart Forms Print page is not highlighted and underlined

(i.e. if the Tracking ID is not a hyperlink), that means the line charges are more than

10. You may go back to the EDIT Tab, enter the Tracking ID, load the requisition form and print it out in HTML format by clicking on File --> Print in your browser.

Smart Forms Training Manual - Campus Users_March2015 Page 49 of 88

C

H A P T E R

5

D

ELETE

R

EQUISITIONS

Campus users have the ability to delete their own requisitions as long as the back-up documents have not yet been received by Payment & Procurement Services. Users will not be able to delete requisitions created by another user.

Once a requisition is deleted, it can never be retrieved again. So the user must be absolutely certain that the requisition is not needed before actually deleting it. The most common reason for deleting a requisition is because it is a duplicate.

Smart Forms Training Manual - Campus Users_March2015 Page 50 of 88

Procedure

1. In FMS nQuery menu, click on Smart Forms.

2. The Delete button is included in the print option, hence you need to click on

to access it.

Smart Forms Training Manual - Campus Users_March2015 Page 51 of 88

3. If you are anywhere in the Requisition Processing application, choose the PRINT tab

(please see below).

4. Both the PRINT tab in the Requisition Processing application and the button in FMS nQuery will take you to the Smart Forms Print page. There are two options to choose from. You can enter the Tracking ID No. and click on the

button. The Tracking ID No. must not have any letter-prefix.

5. Or you can choose the inclusive dates when the requisition was created and click on the button. To limit the number of requisitions retrieved, you can check () the applicable box for Qreq-NoTax, Travel, or Qreq-Tax.

Smart Forms Training Manual - Campus Users_March2015 Page 52 of 88

6. If you choose to enter the Tracking ID, only this requisition will be retrieved. If the back-up documents for the requisition have not yet been received by Payment &

Procurement Services, you will see the Delete link at the very last column (please see below). However, if the back-up documents for the requisition have been received by Payment & Procurement Services, you will not see this Delete link anymore.

7. If you’re not sure what your requisition Tracking ID is, choose the inclusive date option. All requisitions entered during those dates will be shown. If a different user entered the requisition, you will not see the Delete link (please see below).

8. If you are certain that the requisition needs to be deleted, click on the Delete link.

You will be asked to confirm that you want to delete the requisition. Click if you want to proceed, or to go back.

9. If you choose , the requisition record will be deleted in its entirety and you will not be able to retrieve it again.

Smart Forms Training Manual - Campus Users_March2015 Page 53 of 88

C

H A P T E R

6

E

DIT

R

EQUISITIONS

Users can still edit their requisitions at any time as long as the back-up documents have not yet been received by Payment & Procurement Services. After the department of

Payment & Procurement Services has received the back-up documents, the requisitions can only be viewed by users, and no edits will be allowed.

When editing a requisition, ensure that the latest version is printed afterwards. This should bear the signature of the authorized signatory and be submitted to Payment &

Procurement Services together with the back-up documents.

Smart Forms Training Manual - Campus Users_March2015 Page 54 of 88

Procedure:

1. To edit a requisition, choose EDIT from the Requisition Smart Forms Page.

2. The following screen will appear. Enter the Requisition # (without the letter-prefix) and click on the button.

3. The requisition will be loaded onto the screen. Make the necessary corrections and click on the button at the bottom of the requisition. Note that the button will not appear if the requisition has already been received by Payment &

Procurement Services. Even if changes were made to this requisition, these changes cannot be saved.

4. Print the requisition form again after changes have been made. Payment &

Procurement Services must have a copy of the latest requisition form in order to do manual updates.

Smart Forms Training Manual - Campus Users_March2015 Page 55 of 88

C

H A P T E R

7

S

EARCH FOR

V

ENDOR

ID

AND

L

OCATION

To assist in the creation of requisitions, the payee’s address fields are auto-populated whenever the Vendor ID is entered. It is highly recommended that users of web-based requisition forms (Smart Forms) enter the Vendor ID as this will also facilitate the processing of these requisitions in Payment & Procurement Services.

There are three applications where the Vendor ID can be searched: Vendor Centre, FMS

Live, and FMS nQuery. Vendor update requests are handled through the Vendor Centre in PeopleSoft and all users have access to the Vendor Centre. Only users in online (FMS

Certified) departments/faculties have access to FMS Live. However, most users have access to FMS nQuery.

There are three general types of Vendor IDs:

 Regular Vendor – The Vendor ID is a 10-digit numeric code with leading zeroes.

 Employee – The Employee-Vendor ID is prefixed by an “E” plus the 7-digit

Employee ID. Employee Vendor ID must be used in order to get payment by direct deposit.

 Student – The Student-Vendor ID is prefixed by an “S” plus the 8-digit Student

ID.

Smart Forms Training Manual - Campus Users_March2015 Page 56 of 88

Search, Add or Change Vendor Information Using the Vendor Centre

Users can search for existing vendors, submit new vendor requests, or request changes to existing vendors via the Vendor Centre.

1. Click on Vendor Centre on the Home or FMS Self-Service tab when you log in to the

Management Systems Portal.

2. Please refer to the Vendor Centre learning document on the Finance website for further instructions. You can find the document under OPT Learning Resources on the Finance website. Go to www.finance.ubc.ca

, click on OPT (Online Payment Tool) on the top right of the page, then click on Learning Resources , under Finance &

Admin Staff locate the document titled “ Searching, Adding or Changing Vendor

Information Using the Vendor Centre ”. You will also find some helpful tips in the document titled “ Vendor Centre Smart Search Tips ” on the same webpage.

3. If the vendor ID is found in the Vendor Centre, note this number down along with the address sequence number so that you can enter this information into the appropriate fields on your Smart Form. If the vendor ID or address is not found, then submit a vendor request via the Vendor Centre first. Once the new vendor or address is approved and set up, record the vendor ID and address sequence number in the designated fields on your Smart Form.

Smart Forms Training Manual - Campus Users_March2015 Page 57 of 88

Search via FMS nQuery

1. To search for a vendor ID and location in FMS nQuery, click on FMS nQuery (FMIS on the Web) when you log on to the Management Systems Portal via CWL.

2. Select Accounts Payable from the FMS nQuery Menu.

3. Select FMS Vendors & Vouchers from the Accounts Payable Menu.

4. Alternatively, in a blank Smart Form, click the FMS nQuery link

ID # field to search for the Vendor ID and Address

.

next to the Vendor

Smart Forms Training Manual - Campus Users_March2015 Page 58 of 88

5. The FMS Vendor Search screen will appear.

6. Search for vendor ID by entering the short name or the full name. Short name is a search key composed of 6 characters.

 Company: The short name is the first 3 characters of the first word of the vendor name followed by the first 3 characters of the second word of the vendor name.

 Individual: The short name is the first 3 characters of the last name followed by the first 3 characters of the first name.

7. Enter the short name in the “Vendor Short Name” field or the vendor name in the

“Vendor Name” field and click on the button.

Smart Forms Training Manual - Campus Users_March2015 Page 59 of 88

8. The following information will appear if we enter GRATOY in the “Vendor Short

Name” field.

9. To find out the default payment method, look under “Vendor Payment Type”. If the vendor is set up for direct deposit, then “EFT” will appear for Canadian payables (see below), and “ACH” will appear for USD payables (see below). If the “Vendor

Payment Type” is blank, then the vendor is set up for cheque payments by default

(see above).

10. If the Vendor ID cannot be located using the short name, use a keyword search in the “Vendor Name” field.

 By entering just the keyword, the system will assume that the vendor name begins with the keyword.

 Use “%” as wildcard before or after the keyword so that the system will provide a list of vendors containing the keyword entered anywhere in the vendor name.

For example, if “%IKON” is entered in the “Vendor Name” field, the system will list the following vendors.

Smart Forms Training Manual - Campus Users_March2015 Page 60 of 88

 For individuals, use the last name followed by a comma and the first letter of the first name (no space after comma), to show all individuals with the same last name and first name initial.

11. Scroll through the list and find the correct vendor, if available. Confirm the vendor’s address. If a vendor is located, click on the Show Address link to view the address and location of the vendor.

12. Look for the address in the system that matches the vendor’s address on the invoice.

This is the correct address sequence number to use on the requisition forms.

13. To leave the screen at any point in FMS nQuery, the user can click on any of the menu items, or click on the browser button to return to the previous screen.

Smart Forms Training Manual - Campus Users_March2015 Page 61 of 88

14. If the vendor ID is found in the Vendor Centre, FMS nQuery, or FMS Live, enter this information on the requisition form (Smart Form). Otherwise, submit your new request via the Vendor Centre so that the vendor set-up clerk can create a new vendor in FMS (refer to the beginning of Chapter 7).

15. If the vendor ID is entered, the Address Fields will be populated automatically using the default Address Sequence. If the address on the invoice is different from the default address, search in FMS nQuery for the correct address and overtype the default address.

16. If a new address is required for an existing vendor, submit a request to update an existing vendor via the Vendor Centre so that the vendor set-up clerk can create a new address in FMS.

Exercise:

Search for the following vendors and employees using FMS nQuery. Determine Vendor

ID and Address.

Information Vendor ID Address

Van Houtte Coffee Services Incorporated

#120-9 Burbidge Street

Coquitlam, BC V3K 7B2

Daniel Weary

Agroecology

MacMillan Bldg.

2357 Main Mall

Vancouver, BC V6T 1Z4

Dr. Stan Lubin, Inc.

Suite 101 – 777 West Broadway

Vancouver, BC V5Z 4J7

Tips:

 Prepare a cheat sheet of frequently paid vendors and employees containing vendor/employee name, vendor/employee ID. This cheat sheet can be referred to whenever a requisition form is created.

 If a general vendor or student-payee is now an employee-payee, include a short note in the Details of Payment field that the old general Vendor ID or Student

Vendor ID should be inactivated and the Employee Vendor ID should be used.

 If the payee is no longer an employee, do not use the Employee Vendor ID.

Answer: 00000140312 Address 1 / E4565959 Address 1 / 0000007162 Address 2

Smart Forms Training Manual - Campus Users_March2015 Page 62 of 88

C

H A P T E R

8

S

EARCH FOR

S

PEED

C

HART AND

P/G

To assist in completing requisitions, the chartfields combination (Fund, DeptID, Program and Project/Grant (P/G)) are auto-populated whenever the SpeedChart Code is entered.

A combo edit check is performed when the requisition is saved to ensure that only valid, active chartfield combinations are used. The FMS nQuery Menu is used to search for the chartfield combination assigned to a specific SpeedChart code.

It is highly recommended for users to check the Project/Grant (P/G) code before using it on the requisition forms. Any P/Gs with a closed status will not be allowed on the requisition forms. Knowing the status of the P/G before entering the requisitions will provide the user with ample time to request for the re-activation of the P/G. This will minimize delays in the processing of the requisitions.

To change the P/G status, send an email to Revenue Accounting (Maria Wong, [email protected]) requesting for changes to the P/G status for the following funds:

 Agency/Conference (Z0000)

 Awards (W0000)

 Capital (PXXXX)

 Endowment (EXXXX)

 General Purpose Operating (GXXXX)

To change the P/G status for a Research fund, send an email to the appropriate

Research and Trust Accounting Finance Officer indicated in the P/G details.

To change the P/G status for a Specific Purpose fund, complete Form GA407 Chartfield

Request – Project/Grant (Non-Research only) and choose Modify as the action required.

Have the form signed by the authorized signatories and fax this to Maria Wong (fax 604-

822-0250).

An authorized signatory must approve all requisition for payments in writing (i.e. with a signature). In general, the authorized signatories are the Department Head, or P/G

Manager or those listed as authorized signing authorities for the Department or P/G.

This list can be found in FMS nQuery.

Smart Forms Training Manual - Campus Users_March2015 Page 63 of 88

Procedure:

Search via FMS nQuery

1. To search for SpeedChart and Project/Grant (P/G) in FMS nQuery, click on FMS nQuery when you log on to the Management Systems Portal via CWL.

2. Select Chartfields from the FMS nQuery Menu.

Smart Forms Training Manual - Campus Users_March2015 Page 64 of 88

3. Select SpeedCharts from the Chartfields Menu.

4. Enter the SpeedChart code and click on the button.

Smart Forms Training Manual - Campus Users_March2015 Page 65 of 88

5. The Chartfield combination for the SpeedChart code will appear.

Smart Forms Training Manual - Campus Users_March2015 Page 66 of 88

6. Click on the P/G link and the details of the P/G will appear. Take note of the status of the P/G. This P/G must have a status of Open for it to be allowed on the requisition forms.

7. The list of Signing Authority is at the bottom of the page. Scroll to the bottom or press the End key to view the full listing.

Smart Forms Training Manual - Campus Users_March2015 Page 67 of 88

8. Alternatively, the P/G details can also be retrieved by clicking on Project/Grant from the Chartfields menu and entering the P/G number to be used. Click on the

button.

Tips:

To open a new window and have access to FMS nQuery while you are working on a

Smart Form, you may right click on the FMS NQUERY Tab and select Open in New

Window or Open in New Tab.

Smart Forms Training Manual - Campus Users_March2015 Page 68 of 88

C

H A P T E R

9

V

IEW

S

TATUS OF

R

EQUISITIONS

From the Smart Forms application, users can check if their requisitions have been received by Payment & Procurement Services and if they have been processed. Users can view payment details of their paid requisitions in FMS nQuery after cheques have been issued. The Requisition Reference # is used to search for requisitions in both

Smart Forms applications and FMS nQuery.

Smart Forms Training Manual - Campus Users_March2015 Page 69 of 88

Procedure:

Search status of requisitions in Smart Forms application

1. In FMS nQuery, click on Smart Forms.

2. Click on .

Smart Forms Training Manual - Campus Users_March2015 Page 70 of 88

3. If you are anywhere in the Requisition Processing application, choose the PRINT tab

(please see below).

4. Both the PRINT tab in the Requisition Processing application and the button in FMS nQuery will take you to the Smart Forms Print page. You can enter the Tracking ID No. and click on the must not have any letter-prefix.

button. The Tracking ID No.

5. You will see the date the requisition was received and processed by Payment &

Procurement Services. If it is blank, that means your requisition has not been received or processed by Payment & Procurement Services. Under normal circumstances, a cheque will be issued 2 business days after the “Date Processed”. For direct deposit to employees, depending on the cut off time of direct deposit, it might take 2-3 more business days.

Smart Forms Training Manual - Campus Users_March2015 Page 71 of 88

Search details of paid requisition via FMS nQuery

1. To search for paid requisitions in FMS nQuery, click on FMS nQuery when you log on to the Management Systems Portal via CWL.

2. Select Accounts Payable from the FMS nQuery Menu.

Smart Forms Training Manual - Campus Users_March2015 Page 72 of 88

3. Select Voucher Search by UBC Requisition # from the Accounts Payable sub-menu.

4. Enter the UBC Requisition # with the prefix Q-, TR-, H- in the field provided. Click on the button.

5. A summary of the requisition will be presented. Click on the Voucher ID link.

Smart Forms Training Manual - Campus Users_March2015 Page 73 of 88

6. The Voucher Detail will appear, as well as the Scheduled Payments.

7. Click on the Cheque #. The Payment Detail will appear.

8. After a Smart Form is uploaded to FMS Live, it takes two business days to generate a cheque. You’ll see the following screen if the data has not been posted to FMS nQuery:

9. After the Smart Form data has posted to FMS nQuery and before a cheque is generated, you’ll see the following screen:

Smart Forms Training Manual - Campus Users_March2015 Page 74 of 88

10. If the payment was a direct deposit, Paid Method will be EFT and the Cheque # displayed is actually the EFT Remittance Advice number.

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APPENDIX A Suggested Answer to Exercise in Chapter 3 – Q Requisition

QREQ-NOTAX

QREQ-TAX

0000017652

PRINTING HOUSE LIMITED

818 WEST BROADWAY

VANCOUVER

V5Z 1J8

Smart Forms Training Manual - Campus Users_March2015 Page 76 of 88

S

T

& i s

G t i a s

, e s o x b t h b o k e c

C h

P a y m f o l s i a e t

D n o l c a i l l b e p p a

P

S

T l i w t

” e n a x e s t n g i d l u i n c n t o u e a m r t h t e

E n

APPENDIX A Suggested Answer to Exercise in Chapter 3 – Travel Requisition

QREQ-NOTAX

QREQ-TAX

Since the address does not exist in FMS, submit a request to update existing vendor via Vendor Centre. Then enter new address number.

Smart Forms Training Manual - Campus Users_March2015 Page 77 of 88

Leave this field blank and override new address into address fields c a n u y o d h o e t m n t m e a y p l y o n e

T h t h e o r f g e r a v e a h e t r e a v e b o a e s a t r g e a n c h e x e

T h h e q u

“ c s i c t l e s e i o a t u r d t b u

, e

” n o t a t h e t h s u r k e

M a o t h a

, s e

” n c r e o n f e

C c t l e s e r e t o s u

B e u n t n c o a c u m f t h e t a ll o

APPENDIX A Suggested Answer to Exercise in Chapter 3 – Honorarium

QREQ-TAX

QREQ-TAX

Since this vendor does not exist in FMS, submit a new vendor request via the Vendor Centre. Then enter the new vendor ID and address sequence number in your Smart Form.

656220

Smart Forms Training Manual - Campus Users_March2015 Page 78 of 88 u n t d a c o a c

, t h e e l o w e l d b w il

C a n a f o r e h e a y e e e o f p e t y p f y t h d e n ti y o u i

O n c e n t d e i s r e a r f o d r e i u e q r i s

#

S

I

N a n l b r

# d o e n v h e a

, k n d t n g i v e a l r e a w e

, o r n d v e e t h r f o g i n a r c h s e r t e

A f ha nd lin g co de en ds

Ma ke su re th at th e wi th

‘T’

.

APPENDIX B Sample of a UBC requisition cheque

Handling code

Please call Diana 2-5499

Cheque message

Smart Forms Training Manual - Campus Users_March2015 Page 79 of 88

APPENDIX C

Direct Deposit for Vendors and Employee Expense Reimbursements

– Smart

Form User Guide

INTRODUCTION

Accounts Payable Direct Deposit has been set up for UBC employees and eligible suppliers and vendors.

Suppliers and vendors set up for direct deposit payments, will receive an email notification every time a payment is issued.

All employee expense reimbursements will be deposited directly to the employee’s payroll bank account if the employee is set up for direct deposit with UBC Payroll. Within CWL Faculty & Staff

SelfService under the menu option of myExpense Reimbursements employee travel and non-travel expense reimbursements paid through direct deposit (EFT) are displayed for the past 12 months.

Cheques will only be issued if the employee is not set up for direct deposit payments with UBC

Payroll. If the employee requires a cheque payment because the expense reimbursement is in a foreign currency, or it is for a travel advance, or the reimbursement is for the replenishment of petty cash, then please select “Cheque” from the Payment Method drop-down list (see instructions below).

WHAT INFORMATION IS PRESENTED IN EMAIL NOTIFICATION TO SUPPLIERS & VENDORS?

Email notifications (see sample below) with the details of payment are sent out to suppliers and vendors set up for direct deposit (EFT or ACH). The email contains the Business Unit, Vendor

Invoice Date, Invoice Amount, and Payment Message. No attachments will be mailed out. It is recommended that the vendor’s invoice number is entered into the Invoice Number field on the

Smart Form and adequate information is entered into the Cheque Message field on the Smart Form to help the recipient identify the payment.

Smart Forms Training Manual - Campus Users_March2015 Page 80 of 88

TO CREATE CANADIAN DOLLAR SMART FORMS

The 7-digit Employee ID prefixed by an “E” will automatically be set up for all employees. Please enter the Employee Vendor ID# in the Vendor ID # field and do not use the general 10-digit Vendor

ID# for employees.

Follow regular Smart Forms procedures to enter all employee travel reimbursements or expense claims.

If an employee requests a Canadian dollar cheque, change the Payment Method from “EFT” to

“CHEQUE” on the Smart Forms to inform PAYMENT & PROCUREMENT SERVICES so that a requisition cheque is generated for the employee.

TO CREATE US DOLLAR SMART FORMS

Accounts Payable Direct Deposit will NOT be applicable for requisitions payable to employees in

US currency.

Follow regular Smart Forms procedures to enter employee travel reimbursements or expense claims to be paid in US currency. A US dollar cheque will be generated for this requisition.

TRAVEL ADVANCE USING SMART FORMS

If an employee requests a Canadian dollar cheque for his/her travel advance request, change the Payment Method from “EFT” to “CHEQUE” on the Smart Forms to inform PAYMENT &

PROCUREMENT SERVICES so that a requisition cheque is generated for the employee.

Smart Forms Training Manual - Campus Users_March2015 Page 81 of 88

PETTY CASH USING SMART FORMS

All petty cash reimbursements are processed through the CHEQUE cycle and NOT through Direct

Deposit.

Review employee reimbursements for Petty Cash related transactions.

Change the Payment Method from “EFT” to “CHEQUE” on the Smart Forms to inform PAYMENT

& PROCUREMENT SERVICES so that a requisition cheque is generated for the employee.

WHAT INFORMATION IS PRESENTED UNDER myEXPENSE REIMBURSEMENTS?

Within CWL Faculty & Staff SelfService under the menu option myExpense Reimbursements employee travel and non-travel expense reimbursements paid through direct deposit (EFT) display for the past 12 months. Information presented includes requisition number, payment date, amount paid, payment status and a short description of the payment.

If a payment is rejected by your bank due to wrong account information or any other reason, the

Pay Status will be shown as “cancelled”. The replacement payment will normally be issued either by EFT or by cheque at a later date.

Below is a sample screen of “UBC Expense Reimbursement” details.

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APPENDIX D

Smart Form Quick Tips:

How to Prevent Return of Your Smart Forms

(1) If you are paying an individual for services, use an Qreq-Tax Smart Form if the individual does not have a GST #. If the individual has a GST #, or is incorporated, then use a Qreq-NoTax Smart

Form.

(2) Double check signing authority – signer should be listed in the authorized signatories of the P/G being charged and also ensure that the signer is at least one admin level higher than the payee.

(3) Smart Forms are only for paying Canadian and US companies/residents.

Use paper-forms to pay non-Canadian/non-US residents or companies.

(4) Attach original backup. If you do not have the original receipts/invoices, please attach a Missing

Receipt Form with an authorized signature, printed on department letterhead.

(5) Only attach one invoice per requisition when paying a business unit.

Other Common Errors that May Delay Payments:

(1) Please search for an existing Vendor ID and Address; do not leave these fields blank. If the

vendor ID or address cannot be found, submit a new request via the Vendor Centre. Once the vendor ID or address is set up, enter the vendor ID and address sequence number in your Smart

Form.

(2) When there is an invoice number, please do not use a Handling Code with a suffix ‘A’ (MA, CA,

PA). Attachments do not need to be sent when there is an invoice number given by the payee.

(3) When using a Handling Code to pick up a cheque (PN, PA, PT), please enter your name and

phone number in the Cheque Message box.

(4) Use handling codes with prefix ‘C’ (CN, CA, CT) only for campus mail.

(5) For honorariums and payments for services to Canadians who have done the work in Canada, use handling code with a “T” (MT, PT, CT); for honorariums and payments for services to foreigners who have done the work in Canada, use handling code with an “F” (MF, PF, CF)

(6) For honorariums and payments for services, please indicate the dates and hours worked and briefly describe work performed in the Details of Payment box.

(7) When paying American Express, please do not check the Separate Cheque box, and put the

account number and cardholder name in the Cheque Message box.

(8) USD cheques can only be drawn at US banks, and CAD cheques can only be drawn at

Canadian banks. Ensure currency matches the payee’s country.

(9) For Travel Advances, make sure any outstanding Advances are cleared. Only one Advance can be issued at a time.

Smart Forms Training Manual - Campus Users_March2015 Page 83 of 88

APPENDIX E

Smart Form Training - Selected Notes

Fields not working in Smart Forms (please ignore these fields):

Do not use SIN # field on Qreq-NoTax and Travel Smart Forms (only use on Qreq-Tax Smart Form)

Vendor ID

Three different types of Vendor IDs:

1. Student number (8 digits) – S00000000

2. Employee number (7 digits) – E0000000

3. General vendor ID (10 digits) – 0000000000

Completing the Vendor ID field:

(1) To find the Vendor ID #, click the magnifying glass to open FMS nQuery:

(2) Search for existing Vendor ID in FMS nQuery: a. Short name search (in the Vendor Short Name field) i. Company – first 3 letters of first word + first 3 letters of second word

Eg. Grand and Toy = GRATOY ii. Individual – first 3 letters of last name + first 3 letters of first name

Eg. John MacDonald = MACJOH

Keyword search (in the Vendor Name field) iii. Company –First word iv. Individual – last name,initial (no space) v. Wild card - %keyword

(3) Copy and paste existing vendor ID into the Vendor ID# field in Smart Forms.

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(4) Input address #: locate the address that matches the vendor’s current mailing address on the invoice and fill in the number on the Smart Form if it doesn’t match the default address.

Helpful Hint: use “Ctrl + F” and type a keyword in address to find matching address in

FMS nQuery if too many addresses exist making it hard to locate.

(5) If address number does not exist for the required address, submit a request to update an existing vendor via the Vendor Centre.

(6) If vendor ID does not exist, submit a request for a new vendor via the Vendor Centre.

GST / PST

UBC claims 67% of GST paid for most academic and administrative expenditures and gets it refunded from the Government of Canada. Ensure when using the GST/PST boxes that the total amount entered into the line includes the PST and/or GST applicable amounts. The Smart Forms program calculates GST amounts so the appropriate GST can be claimed by UBC.

Caution with these fields as any error will lead to an over or under claim of GST.

For example:

If the invoice is for $100 plus 5% GST ($105 total) check the GST box.

If the invoice is for $100 plus 5% GST and 7% PST ($112 total) check both GST and

PST boxes.

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Here is where it gets confusing. Sometimes an invoice will have only a partial GST applicable amount. For example, international flights (other than to USA) only have GST on the service charges of the agent. Assume the following is an invoice for an international flight to London, England:

Flight:

Service Charge:

$1000.00

35.00

GST (5% x $35): 1.75

Total: $1036.75

You must separate the GST applicable amount (ie. the service charge of $35) and include the GST ($1.75) for a separate GST applicable line of $36.75 ($35+$1.75), and the $1000 would be a separate line without GST or PST checked.

If GST were checked for the total of $1036.75, the GST would be overstated as $49.37!

$1036.75 x 5/105 = $49.37

Handling Codes

PN, PA, PT Handling Codes – you must have your name and phone number in the

cheque message box so we know who to call to pick up the cheque.

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CD & CX Handling Codes – you must indicate your name, department and campus address so campus mail knows where to send the cheque.

Separate Cheque

To save time, money, paper, envelopes, stamps, and the environment, multiple payments

(from multiple departments) can be printed on a single cheque when a vendor is being paid for multiple invoices/reimbursements in a single day. Selecting the “Separate

Cheque” box will enable you to create a separate cheque from all the other payments to the vendor, so the payment won’t be merged into one cheque with all the other payments.

Please do not check the “Separate Cheque” box if the payment method is direct deposit

(EFT/ACH).

When to use “Separate Cheque”

When using handling codes: PN, PA, PT, CD, CX

E.g.

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0000111620

0000117589

0000137422

0000080037

0000006945

0000067928

0000071316

0000010610

0000021459

0000074288

0000084593

0000124341

0000062576

0000003776

0000001801

0000044459

0000001089

0000057301

0000139277

0000016031

0000018237

0000021693

0000079765

0000008539

0000016705

0000016796

0000017352

0000020917

0000025227

0000042208

0000045495

0000064962

0000068145

0000099698

APPENDIX F

FIA expense accounts

610000-634001 - travel, relocation

654000-654001

– professional & training development

684000

– membership fees

598200

– tuition waiver (UBC courses)

VENDORS with FIA ACCOUNTS THAT REQUIRE 3rd PARTY or ALTERNATE VENDORS

AMERICAN EXPRESS BANK OF CANADA

AMEX BANK OF CANADA

BELL TRAVEL SERVICES

NORTH SOUTH TRAVEL AND TOURS LIMITED

REGENCY TRAVEL

TRAVEL CUTS

ALGONQUIN TRAVEL AND MKI CONFERENCE MANAGEMENT INCORPORATED

FOUR SEASONS HOTEL

PACIFIC PALISADES HOTEL

PAN PACIFIC HOTEL

PLAZA 500 HOTEL

SUTTON PLACE HOTEL

WEDGEWOOD HOTEL

THE COAST PLAZA SUITE HOTEL AT STANLEY PARK

CROWNE PLAZA HOTEL GEORGIA

SHERATON VANCOUVER WALL CENTRE HOTEL

FAIRMONT HOTEL VANCOUVER

COAST PLAZA HOTEL AND SUITES

MARRIOTT VANCOUVER PINNACLE HOTEL

MANTEO RESORT WATERFRONT HOTEL & VILLAS

PAN PACIFIC VANCOUVER

DINERS CLUB/EN ROUTE ****EASY PAY INTERFACE ONLY****

DINERS CLUB/EN ROUTE

FAIRMONT WATERFRONT

FAIRMONT CHATEAU WHISTLER

HYATT REGENCY OF VANCOUVER

TIGH-NA-MARA RESORT SPA & CONFERENCE CENTRE

WESTIN RESORT AND SPA

WESTIN BAYSHORE RESORT AND MARINA

WHISTLER BLACKCOMB RESORTS LIMITED

CMA CANADA - BRITISH COLUMBIA AND YUKON

C G A ASSOCIATION OF BC

ASSOCIATION OF PROFESSIONAL ENGINEERS & GEOSCIENTISTS OF BRITISH COLUMBIA

PROFESSIONAL ENGINEERS - ONTARIO

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UBC Okanagan Smartforms Training Exercises

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