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Travel Expense Form(xls)

 

 

 

Request and Repay an Advance

A unique account code,733300, is used exclusively for travel advances and advance repayments. We also require a Travel Advance Request Form (xls) for all travel advances. It must accompany the Direct Pay, and be received in Purchasing Services between 7 and 14 days before travel. The traveler must be established as a vendor in Banner before submitting the Direct Pay.

The only items that should be posted to account 733300 are a debit for the advance amount, and an equal credit for the repayment. (See the detailed instructions below if part of the travel advance was not spent). Be sure to include the traveler’s name in the commodity description field for all entries to account 733300.

Travelers must clear the travel advances by submitting a Travel Expense Report (xls) and original receipts within 30 days of their return to campus. All unused funds must be repaid with a personal check accompanying the report. Failure to clear travel advances promptly may result in a payroll deduction for employees (Travel Advance Repayment Payroll Deduction Request Form (.xls)) or the inclusion/reporting of the advance as financial aid for students (Travel Advance Financial Aid Reporting Form (.xls)).

You are responsible for monitoring your advance account to insure that all advances are cleared within 30 days. If the traveler fails to clear a travel advance within 60 days, or is leaving the University and has an outstanding advance, submit a (Travel Advance Repayment Payroll Deduction Request Form (xls) to Payroll to establish a payroll deduction for the amount of the advance.

HOW TO PROCESS A TRAVEL ADVANCE IN BANNER

  • If you don’t know the vendor ID number, Navigate to the Banner Form GUASYST to search for the ID number
  • If the vendor does not exist in Banner, you must establish the vendor by going to this address: ../estvndrindex.html. Once you have received an email indicating that the vendor has been established, you may proceed with the Direct Pay process
  • Navigate to the Banner Form, FAAINVE
  • Type “next” (or press the Tab key) in the Document Number field
  • Enter the vendor ID
  • Press Next Block
  • Tab forward to the Vendor address code field. Verify the vendor address: You may need to click on the drop-down arrow in the Seq# field to scroll through the addresses on file – select the correct address.
  • Tab to the Payment Due date, and enter today’s date or a future date
  • Enter a “4” in the Bank field
  • Enter today’s date as the invoice #
  • Press Next Block
  • Press the Tab key to move from the Commodity field – in the Commodity Description field, enter the name of the person receiving the travel advance
  • Tab to the Approved Amount field, and enter the dollar amount – press Tab
  • Accounting Information, or press Next Block
  • Enter Fund and Account, or Organization and Account – use the travel advance account, 733300; the Program Code should automatically populate (if it does not, please contact the Controller’s office)
  • Enter the dollar amount in the Accounting field
  • Write down the Banner Document Number for your records and be sure to note the FOAP that the advance was charged against
  • Access Completion, or press Next Block to complete the document
  • Take the necessary paperwork to Purchasing Services, 2467 South Vine St.
  • Remember, you can view a completed document from the Banner form – FAIINVE.

HOW TO REPAY A TRAVEL ADVANCE

  • If you don’t know the vendor ID number, Navigate to the Banner Form GUASYST to search for the ID number
  • If the entire amount of the advance was not spent, you must first do a cash deposit to reimburse DU for the difference
    • Navigate to the Banner form FGAJVCQ
    • please see the Banner Tab in webCentral for the documentation for making a cash deposit
    • Journal type will be CRER; credit the same FOAP that was charged when you processed the advance – PLEASE NOTE: You will need the document number of the cash deposit for your Invoice Reconciliation
  • Navigate to the Banner Form, FAAINVE
  • Type “next” (or press the Tab key) in the Document Number field
  • Enter the vendor ID
  • Press Next Block
  • Be sure to click in the Doc Acctg box to uncheck
  • Tab forward to the Vendor address code field. Verify the vendor address: You may need to click on the drop-down arrow in the Seq# field to scroll through the addresses on file – select the correct address.
  • Tab to the Payment Due date, and enter today’s date or a future date
  • Enter a “4” in the Bank field
  • Enter today’s date as the invoice #
  • Press Next Block
  • In the Commodity Description field, enter name of the person who received the travel advance
  • Tab to the Approved Amount field and enter the dollar amount that was advanced as a negative number (for example, if $500 was advanced enter –500)
  • Accounting Information, or press Next Block
  • Enter Fund and Account, or Organization and Account – use the same FOAP that was charged when Travel Advance was generated – the account is always 733300
  • Tab through the Accounting field (it will populate)
  • Commodity Information (or Previous Block)
  • Insert Record (down arrow key), then enter commodity (for example, air fare, lodging, travel meals, car rental, etc.) and enter amount of the expense.
  • Accounting Information, or press Next Block
  • Enter the FOAP to charge the expense against, and the dollar amount – you cannot use account 733300 in these sequences
  • Repeat steps #19 - #22 until all items have been entered – if you completed step #3, be sure to include the amount of the deposit
    If you made a cash deposit, this needs to be entered: the Traveler’s name and Journal Entry number is the commodity description, enter the FOAP as the accounting record – use account 733300
    Fill out the Direct Pay Cover Sheet (see notes in step #25) and write down the Banner Document Number for your records
  • Access Completion, or press Next Block to complete the document
  • If you completed step #3 the document total should be zero, otherwise a check will be cut to the vendor for the difference
  • There is an expense report which must also be completed and submitted with your invoice and receipts – here is the link to DU travel policies and the travel forms.
    • Note: thermal receipts will darken if they get too hot
    • You cannot use both a per diem and expense receipts – use one or the other
  • Take the necessary paperwork to Purchasing Services, 2467 South Vine St.
    • Cover sheet can be found: ../dpcoversht.html
    • Include the Banner Document Number
    • Contact Name, Phone #, Email address
    • Payee, if different than listed on invoice
    • Make sure to include your expense report
    • The cover sheet needs to be completed before sending it to Purchasing Services
    • Do not submit Banner screen prints to Purchasing, they are for your records
  • Once the document has been completed, navigate to the Banner form – FAIINVE to review what you submitted to your approver.