2017 SABHRS ACCOUNTS PAYABLE TRAINING Created and presented
2017 SABHRS ACCOUNTS PAYABLE TRAINING Created and presented by the Warrant Writer Unit of the State Accounting Bureau
OBJECTIVES Supplier adds/updates Connie Mundt Warrant reissues/replacements Josh Millen Warrant cancellations Josh Millen Staledate replacements/IUJs Josh Millen Pulled/express warrants Josh Millen Copies of cash warrants Josh Millen MT Payment Inquiry Josh Millen Vouchers Jamie Wattnem Foreign supplier payments Jamie Wattnem Payment Plus Jamie Wattnem ACH/EFT Returns Kyndra Cozzie Interfacing agencies Kyndra Cozzie Documentation retention Kyndra Cozzie 2
WWU FORMS AND RELATED PROCESSES 3
A W-9 is required to add a new supplier (or a W 8 foreign entities) The W-9 and Supplier Add-Form 201 must be legible and complete The address provided on the W-9 will always be address one in the supplier account Your request will be completed within two business days ADDING A NEW SUPPLIER - FORM 201 4
Navigate to the following location in SABHRS Enter the Taxpayer ID Number from the W-9 into the highlighted field and click search No matching search results = new supplier IS THE SUPPLIER ACTIVE IN SABHRS? 5
SUPPLIER ADD FORM COMPLETION Supplier Add Forms are completed by the agency Ensure all fields are filled out accuratel. Please use Field 10 for special instructions /additional information If the request is urgent, email us and let If the request is urgent, email us: us know: Warrant. Writer@mt. gov. 6
W-9 COMPLETION 1 2 An up-to-date W-9 form can be found at www. irs. gov Click "Forms & Instructions" 3 Click on "Form W-9" 7
W-9 COMPLETION Make sure the new supplier accurately completes the W-9 and that it is legible Common problems: • Not completing Box 3 • Unreadable TIN, or completing both the EIN and SSN fields 8
ADDING A NEW SUPPLIER IN SABHRS Add a New Value Supplier Name • Click Add • Click Identifying Information Tab • Supplier Name (W-9 Box 1) • Additional Name (W-9 Box 2/DBA) • Supplier Short Name Government • Certification Source (W 9) Classificatio • Government Classificati n on (W-9 Box 3) Comments • WWU notes the date, agency and business unit, and documents used 9
ADDING A NEW SUPPLIER IN SABHRS Address 1 Additional Addresse s • As it appears on W-9 • Can add email to all addresses if requested • No Alternate/Withholding Names • Can have Alternate/Withholding Names • Other documentation can be used (i. e. an invoice) 10
ADDING A NEW SUPPLIER IN SABHRS Location • Location 1 should always be ‘ 000001’ • EFT can also be added with an official bank document, a voided check, or the WWU EFT Sign-up – Form 204 1099 • Click 1099 • TIN Type: SSN=S or FEIN=F • Withholding Control Name: Last 4 of last name or first four of business name • Tax Identification Number: SSN or FEIN New Supplier Complete! • Always keep a copy of W-9 to look up the newly created supplier 11
UPDATING AN EXISTING SUPPLIERFORM 202 NAME CHANGES *W-9 or TIN Match required* ADDING/UPDATING ADRESSES *W-9 required to update Address 1* ALTERNATE PAYEE/WITHOLDING NAMES *Except Address 1* EFT ACCOUNTS & EMAIL ADDRESSES WHAT TYPES OF UPDATES CAN BE DONE? 12
SUPPLIER UPDATE FORM COMPLETION 13
STANDARD REISSUEFORM 212 • WAW Reissue - Form 211 (Universities Only) • Timeline Day 1 Day 2 Day 3 • Original warrant is cancelled & marked for reopen • Notes left in MT Payment Inquiry Screen • Replacement is marked as nonmailer • Notes left in payment advice screen • Correct mailing address noted in payment advice if applicable • Replacement delivered to agencies • Agencies review payment advice to check for updated mailing address • Sign out sheet for non-mailers uploaded by 9 a. m. • All boxes highlighted in red are required fields for processing 14
STATE PAYROLL REPLACEMENT-FORM 213 • 1 week must pass from the payroll issue date before requesting a replacement • Requests must be received no later than 3 p. m. to be processed same day • Social Security # or Supplier # is required for processing • Printed name must be legible on the form for contact purposes • The agency contact who submitted the form will be contacted the following day for the check pick up • Only authorized signers for your agency may pick up checks • Checks are located at the desk of Kristy Klein 15
WARRANT CANCELLATION-FORM 221 When to use a Cancellation Request Issued in error Lifecycle of a Cancelled Warrant Wrong amount Cancelled in SABHRS Incorrect payee • Per MOM’s Policy 330, a warrant cancellation cannot be used to replace a lost/stolen/destroyed warrant • An agreement to indemnify must be used in this case • A warrant cancellation form is not required for staledated warrants Funds returned to issuing agency Overnight close process Overnight cancel process Warrant shows cancelled in SABHRS 16
STALEDATES REPLACEMENTS-FORM 214 01 02 03 04 05 06 Warrants are considered staledated 180210 days after the issue date MTAPAFSD_STA LEDATE_DETAIL S to access the staledate report – date must be the last business day of the month Staledate process runs at the end of each month Staledate letters are automatically generated Form 214 should be used if the payee is entitled to the funds If staledated funds are not claimed in 180 days, they are sent to DOR Unclaimed Property 17
STALEDATE IUJS-FORM 215 Used for when agencies need to move the staledated funds back to their own business unit Payee is no longer entitled the money Staledate letters returned to WWU as “not entitled” WWU sends the letter to the issuing agency in order to request an IUJ for the funds 18
NON-MAILER VS. MAILER NON-MAILER Will be delivered to your agency the morning following approval of the voucher MAILER Mailed directly from Print & Mail Check # generally starts with 0002 Check # generally starts with 0025 Sign out sheet available on SAB website showing non-mailers for the day WWU cannot track mailers More susceptible to fraud Preferred for internal control purposes 19
PULLED WARRANTS • E-mail submitted to Warrant. Writer@mt. gov requesting a pulled warrant • Requests must be made no later than 12: 00 p. m. • Agency requesting the pulled warrant will be contacted when the warrant is delivered to the Warrant Writer Unit • Only authorized signers from your agency can pick up warrants 20
EXPRESS WARRANTS-FORM 223 When to request an express warrant • Emergency situations only requiring a warrant that • Emergency situations requiring a warrant same day Timeline for express warrant requests: Requests for an express warrant must be submitted to WWU no later than 12: 15 p. m. Agency creates the voucher which must be approved and budget checked Warrants are delivered to WWU in the afternoon where agencies can then pick up 21
Trace number COPY OF CASHED WARRANT-FORM 224 Used when EFT payments are made and the payee is unable to locate the funds Agencies will request a copy of a cashed warrant and provide it to the payee Fraud case If the payee determines fraud was involved, email Warrant. Writer@mt. gov with the details WWU will contact US Bank and begin the fraud process EFT trace numbers are generally provided same day Timeline Copies of cashed warrants will be provided within two business days Fraud cases can take six months or more before finalized by the banks 22
MT PAYMENT INQUIRY • This screen can be used to see the status of a payment • Reconciled • Staledated • Cancelled • Reissued • You can also view notes that may have been entered by WWU • You can get a voucher number for a payment • Agency accounting staff should be able to access this function • Please contact your supervisor if you have issues, as your security may need to be updated 23
FORMS QUESTIONS? 24
VOUCHERS 25
Regular Template Reversal Single Supplier VOUCHER STYLES 26
REGULAR ENTRY You may have to view the supplier account to get all the information needed when making a payment • Suppliers > Supplier Information > Add/Update > Supplier Identify which: • Address has the alt name needed • Address has email EFT box checked if making an EFT payment 27
VERIFYING SUPPLIER INFORMATIO N 28
VERIFYING SUPPLIER INFORMATIO N 29
VERIFYING SUPPLIER INFORMATIO N 30
REGULAR ENTRY • Accounts Payable > Vouchers > Add/Update > Regular Entry • The voucher header screen allows you to enter a new voucher or to search for existing one • If you are able to complete all of the highlighted fields here, it will save you time when completing the payment • Use the magnifying glass next to address and location to open all available options 31
ENTERIN G A REGULAR VOUCHE R 32
ENTERIN G A REGULAR VOUCHE R 33
VOUCHER LIFECYCLE Voucher is created and reviewed for accuracy Voucher approval (changes made after approval reverts voucher to “unapproved” status) Voucher is picked up by overnight batch process, budget checked, and posted Payment is generated the following business day All accounting entries posted to general ledger 34
1 2 Inactive supplier accounts will create voucher failure Forwarddating vouchers can have some issues when effective dates on address or locations do not align 3 A complete offset can occur The identifier will be located on the payments tab in the voucher if the payment is offset 4 A payment can be partially offset as well In this case, the payment will generate in the same manner, but there will be a negative line in the MT Payment Inquiry screen indicating the amount taken for offset VOUCHER ERRORS 35
FOREIGN SUPPLIER PAYMENTS Payments made to foreign entities will automatically be held until documentation is verified as complete and accurate One of the below criteria must be met for services preformed in the U. S. : • Correct and completed W-8 with treaty claim in part 3 • 30% withholding on the payment made to the supplier Other foreign supplier payments • W-8 with a correct treaty claim in part 3 – valid for 3 years if nothing changes • Invoice clearly stating "no services performed in the U. S. " • Travel reimbursement documentation (expens e report, receipts) 36
PAYMENT PLUS • US bank product that suppliers can utilize, and can also opt-out of if they are unsatisfied with the service • This payment is comprised of two emails; the first includes the payment advice from the voucher and the reference ID for the payment, the second is a one-time use credit card number they can run at their business • If you are paying a PPlus supplier, the voucher will automatically default to a PPlus payment, but you can change this selection to check or EFT if you need • If a payment needs to be resent, have supplier call 444 -3092 and we will resend it 37
AP Voucher Manual Regular Entry Multiple Vendor Voucher Template Voucher Approve Voucher Single Payment Voucher Delete Voucher SABHRS DOCUMENTATION HTTPS: //MINE. MT. GOV/DOCUMENTATION/SABHRS/DEFAULT. MCPX 38
VOUCHER QUESTIONS? 39
ACH RETURNS/NOCS 40
• US Bank sends daily report • Returns are canceled in SABHRS • Notifications sent to responsible DAILY ACH RETURNS agency • SABHRS automatic process returns money to agency • WWU does not reissue payments Reasons for return vary 41
MANUAL ACH RETURNS • Requested by agency when funds issued in error to a valid account, or to the wrong person • Request is sent to Jim Leo in the Treasury for processing, and canceled in SABHRS by WWU 42
1 A notice of change is the bank letting us know that either a routing or account number needs to be updated Included on the US Bank report with ACH returns 2 Sent to responsible agency via File Transfer Service for processing 3 4 NOCs are required by the bank to be handled by agencies Agency can request update using a Supplier Update form NOC (NOTICE OF CHANGE) 43
ACH RETURNS/NOC QUESTIONS? 44
INTERFACING AGENCIES 45
VALIDATING FILE 46
VALIDATING FILE 47
REMINDERS 01 02 03 W-9 s required and should be checked for accuracy The WWU does not have control over interfaced changes to supplier accounts Interfacing bad information cause issues 48
INTERFACING QUESTIONS? 49
DOCUMENTATION RETENTION 50
Although the Warrant Writer Unit receives copies of W-9 s / W-8 s, agencies are required to retain the records per SOS retention schedules • Agencies to retain for three years • SAB to retain for five years The SOS retentions schedules can be found at the following web page: http: //sos. mt. gov/Records/Stat e W-9 RETENTION PER SOS 51
• W-9 s and W-8 s are updated by the IRS often. Please use the most up-to-date forms • W-9 can be found online at https: //www. irs. gov/formspubs/about-form-w 9 W-9/W-8 REMINDER • W-8 s can be found online at https: //apps. irs. gov/app/picklist/prior. Form. Publica tion. html? results. Per. Page=200&sort. Column=sort. Order &index. Of. First. Row=0&criteria=form. Number&value=W 8&is. Descending=false • If your agency uses substitute forms, please consider using the IRS forms • The IRS forms capture more information, including government classifications 52
QUESTIONS 53
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