University Payables Training Materials

Job aids, handouts and training guides are the latest versions of materials used in OBFS training courses. For your convenience, documents will open in new browser windows. Most documents are in the Acrobat (PDF) format. Please choose the course name:

• Employee Business Travel Reimbursement Regulations & Policies
• Introduction to Payables (AP 100)
• Payables Queries (AP 101)

Employee Business Travel Reimbursement Regulations & Policies

This course provides a step-by-step explanation and review of Section 15.1, Travel Regulations of the Business and Financial Policies and Procedures manual, including where to locate forms and policy links on the OBFS Website. Topics discussed in the course include the use of University Corporate Card Programs for Travel Expenses, Reimbursable and Non-Reimbursable Expenses, Domestic Travel (Lodging, Per Diem, Conferences & Official Meetings), Foreign Travel and the Travel Reimbursement Process- Non-Employee Travel Reimbursement. Topics NOT covered in this course include invoice Voucher Payments, Petty Cash, Travel Advance and Moving Expenses.

Handouts

• Missing Receipt Affidavit (MS Word)
• Travel/Employee Expense Reimbursement Form (MS Excel)
• Reasonable Exception Request Justification (MS Word)
• Requirements to Expedite Scanning of Voucher Documents in UPAY (PDF)
• Travel Reimbursement PowerPoint Presentation (PDF)

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Introduction to Payables (AP 100)

This course will introduce you to the University Payables Department, which serves all University of Illinois campuses. You will learn how to search for vendors in Banner and how to handle vendor invoices. In addition, you will learn about employee reimbursements, recurring payments, and other types of payments. Finally, this course will show you how to resolve any payment issues that occur.

On-Line Training

• Accounts Payable 100: Introduction to Payables [updated: 3/12/2012]

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Payables Queries (AP 101)

This course will demonstrate how the Banner system can help participants understand and locate information necessary to complete their payables-related tasks. In addition, participants will perform Banner queries to locate and review records associated with direct pay processing, purchase order invoices and payments. WebXtender will be used to view images of invoices and documents. This course will not cover policies and procedures in detail.

Job Aids

• Identify Vendor Payments using FAIVNDH (PDF)
• Identifying Invoices Awaiting Receiving using FPIIREC (PDF)
• Looking up Bank Codes using FTICHKS (PDF)
• Recurring Payables Invoice Processing (PDF)
• Retrieving Document History using FGIDOCR (PDF)
• Reviewing Invoices using FAIINVE (PDF)
• Searching by Vendor Contact Name using FOIVEND (PDF)
• Searching for a Vendor using FTMVEND (PDF)
• Searching Invoice Data using FAIIREC (PDF)
• Searching Invoices by Category Using FAIINVL (PDF)
• Searching Vendor Payment Status using FAIVINV (PDF)
• Tracking Total Paid to Vendor using FAIVHIS (PDF)
• Viewing Check Activity using FAICHKH (PDF)
• Viewing Images using BDMS from FOIDOCH (PDF)
• Viewing Encumbrance Detail using FGIENCD (PDF)
• Viewing Invoice or PO Status using FOIDOCH (PDF)
• Viewing Open Invoices by FOAPAL using FAIOINF (PDF)
• Viewing Recurring Payments Using FAARUIV (PDF)
• Viewing Transaction Activity using FGITRND (PDF)

Participant Guide

• Payables Queries (AP 101) (PDF)

Please send questions or comments regarding training to the OBFS Training Team at obfstrainingteam@uillinois.edu.

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Last updated: May 7, 2012