Services

• Procurement Card Reconciliation

• BuyWays Purchasing & Invoicing

• Reimbursement Request

• Other Payments

• Revenue

• Budget Status Reports

• Journals

Procurement Card Reconciliation

• Reconciliation Process for Procurement Cards

  Cardholder Responsibilities:

  • Cardholder (or cardholder designee) makes purchase using their procurement card within the guidelines of the University p-card policy
  • Cardholder or purchaser must approve the charge verifying the purchase meets University guidelines. Cardholder must either sign each receipt or at month end sign the Bank of America (BOA) Visa statement
  • Following a purchase, the cardholder will upload the receipt into the WORKS system within 10 days of purchase. Please see our Documents & Forms section for upload instructions.
  • Cardholder ensures transaction submission contains:
    • Receipt/documentation for the purchase
    • A brief business justification
    • Chartfield (23 digits) to charge the expense

  • Cardholder will reconcile the monthly BOA statement and return to FSS. Original receipts should be attached to the statement.

  FSS Staff (Liaison) Responsibilities:

  • Collect BOA Visa billing statements from cardholders and retain all documentation
  • Verify receipts are uploaded by cardholders into WORKS within 10 days of purchase
  • Review each charge to ensure compliance with University policy
  • Enter and/or update the chartfield string within 20 days of posting in WORKS
  • Identifying transaction(s) which require the submission of use tax to the South Carolina Department of Revenue.

  Documentation

  Acceptable Documentation Includes:

  • Invoice
  • Receipt
  • Order form
  • email confirmation

  Documentation Should Identify:

  • Vendor
  • Purchase Date
  • Total purchase price; purchase amount, including taxes and shipping amounts
  • Itemized Purchase Description

  Please see the link below for more information from Procurement’s website:

  https://www.clemson.edu/procurement/faculty-staff/pcard-program.html

  Process Flow

  

  Process Flow full text

  The process flow image for PCard reconciliation shows the order of each step in the process and describes who is responsible for each task. The following text explains the details of the graphic in an step by step process.

  • Step 1: Receipts are uploaded into WORKS by the cardholder as purchases are made
  • Step 2: Shared Services reviews and reconciles purchases in WORKS to ensure compliance with policies
  • Step 3: The cardholder provides feedback to FSS if needed (steps 2 and 3 may be repeated until reconciled)
  • Step 4: Cardholder signs the BOA Statement then sends to FSS along with the original receipts attached
  • Step 5: Shared Services reconciles BOA statement
  • Step 6: Shared Services files the BOA statement and documentation

BuyWays Purchasing & Invoicing

• Process for Purchasing and Invoicing in BuyWays

  Department Responsibilities:

  • Identify need for product or service
  • Verify vendor is a registered and active supplier with the University
  • Create cart and assign cart to FSS representative or request FSS staff to create cart by emailing FSS@clemson.edu
    • FSS will need the following information for creating a cart for the department:
      • Documentation or quote
      • Brief business purpose
      • 23 Digit chartfield
      • Additional information depending on request
    • Verify the receipt of products and services by entering a receipt in BuyWays (please see the documents and forms section for instructions)
    • Forward invoice to accounts payable (payable@clemson.edu) or forward to Shared Services (fss@clemson.edu) for processing

  FSS Staff Responsibilities:

  • Ensure proper documentation is submitted
  • Ensure purchase is allowed on requested fund source
  • Ensure the request is in compliance with University policies and procedures
  • Ensure chartfield is accurate, sales/use tax reviewed
  • Ensure invoice is processed in timely manner

  Access theProcurment How to Buy/Pay page for additional information regarding how to procure goods and services.

  Process Flow

  

  Process Flow full text

  The process flow image forBuyways Process shows the order of each step in the process and describes who is responsible for each task. The following text explains the details of the graphic in an step by step process.

  • Step 1: Department shops or emails Shared Services with purchase need
  • Step 2: Department or Shared Services creates a shopping cart in BuyWays
  • Step 3: Department assigns cart to Shared Services contact
  • Step 4: Shared Services reviews cart and submits cart to continue workflow to create Purchase Order
  • Step 5: Department verifies receipt of good or services by entering receipt in BuyWays
  • Step 6: Department forwards invoice to Shared Services or Accounts Payable
  • Step 7: Shared Services processes invoice and ensures all documentation is in BuyWays

Reimbursements Request

• Employee Travel Reimbursements

  For more guidance on how to navigate the my.clemson travel app, please see the Documents & Forms section.

  Traveler Responsibilities:

  • The traveler is responsible for submitting a travel reimbursement request through the travel app upon return. With the submission of the travel reimbursement request, the traveler is verifying the amounts are true and correct and conform to State, Federal, and University laws, rules and regulations. The travel app will collect the following information:
    • Travel destination
    • Purpose of trip
    • Trip dates
    • Departure and return times
    • Meals – per diem meals will automatically calculate based on travel dates and departure and return times
    • Mileage
    • Out of pocket expenses
    • Note field – employee can leave a comment for supervisor, FSS, and indicate the chartfield to use for reimbursement
  • The traveler is responsible for sending the approval notification email from his or her supervisor to Shared Services for processing. This notification can be sent to fss@clemson.edu for processing.

  Supervisor Responsibilities:

  • The traveler’s direct supervisor will receive email notification that a travel reimbursement request needs to be reviewed. The supervisor will review and approve based on the following:
    • The employee’s travel was approved
    • The travel expenditures are reasonable

  FSS Staff Responsibilities:

  • Ensure proper documentation and approvals are submitted
  • Ensure the reimbursement request is in compliance with University policies and procedures

  For more information related to the University’s travel policy, please go to the Travel page of the Procurement site.

  Process Flow

  

  Process Flow full text

  The process flow image for Travel Process shows the order of each step in the process and describes who is responsible for each task. The following text explains the details of the graphic in an step by step process.

  • Step 1: Employee submits travel reimbursement request via my.clemson
  • Step 2: Employee’s supervisor reviews the travel request and approves
  • Step 3: Employee receives travel approval notification and forwards to Shared Service
  • Step 4: Shared Services reviews travel documentation to ensure compliance with University policies
  • Step 5: The employee provides feedback to FSS if needed (steps 4 and 5 may be repeated)
  • Step 6: Shared Services enters the travel reimbursement request into PeopleSoft and files documentation
  • Step 7: Employee will receive travel reimbursement via electronic funds transfer

   

• Employee Non-Travel Reimbursements

  Department Responsibilities:

  • Department responsible for submitting completed form to FSS including (Please access the form under the Documents and Forms section):
    • Brief business justification of need
    • 23-digit chartfield to expense reimbursement
    • Proper documentation (electronic documentation is acceptable)
    • If seeking reimbursement on fund 15, explanation why the purchase was not made through BuyWays or P-card
    • Additional information depending on request

  FSS Staff Responsibilities:

  • Ensure proper documentation and approvals are submitted
  • Ensure purchase is allowed on requested fund source
  • Ensure the request is in compliance with University policies and procedures

  Documentation:

  Acceptable Documentation Includes:

  • Invoice
  • Receipt
  • Order form
  • email confirmation

  Documentation Should Identify:

  • Vendor
  • Purchase Date
  • Total purchase price; purchase amount, including taxes and shipping amounts
  • Itemized Purchase Description

   

  Process Flow

  

  Process Flow full text

  The process flow image for Non Travel Reimbursement Process shows the order of each step in the process and describes who is responsible for each task. The following text explains the details of the graphic in an step by step process.

  • Step 1: Employee completes the reimbursement request form, obtains approvals, and provides documentation of purchase
  • Step 2: Employee sends reimbursement request to Shared Services
  • Step 3: Shared services reviews documentation to ensure compliance with University policies
  • Step 4: The employee provides feedback to FSS if needed (steps 3 and 4 may be repeated)
  • Step 5: Shared services enters the reimbursement request in PeopleSoft and files documentation
  • Step 6: Employee will receive reimbursement via electronic funds transfer

Other Payments

• Process for Requesting a Voucher Payment (ex. Foundation expense)

  Department Responsibilities:

  • Send email to FSS@clemson.edu with the following information:
  • Brief business justification of need
  • 23-digit chartfield
  • Proper documentation (electronic documentation is acceptable)
  • Additional information depending on request

  FSS Staff Responsibilities:

  • Ensure proper documentation is submitted
  • Ensure purchase is allowed on requested fund source
  • Ensure the request is in compliance with University policies and procedures

  Documentation

  Acceptable Documentation Includes:

  • Invoice
  • Receipt
  • Order form
  • email confirmation

  Documentation Should Identify:

  • Vendor
  • Purchase Date
  • Total purchase price; purchase amount, including taxes and shipping amounts
  • Itemized Purchase Description
  • If business meal, names and affiliations of attendees and University business discussed

  Process Flow

  

  Process Flow full text

  The process flow image for Other Reimbursement Process shows the order of each step in the process and describes who is responsible for each task. The following text explains the details of the graphic in an step by step process.

  • Step 1: Department makes a purchase and provides required information to Shared Services
  • Step 2: Shared Services reviews documentation to ensure compliance with University policies
  • Step 3: The department provides feedback to FSS if needed (steps 2 and 3 may be repeated)
  • Step 4: Shared services enters the reimbursement request into the appropriate system and files documentation

Revenue

• Deposit Process (Departments responsible for deposits are excluded)

  Department Responsibilities:

  • Department is responsible for receipting revenue received in the Clemson Receipting System (CRS).
    • For detailed instructions, please see ‘Receipting System Instructions’ on Cash & Treasury’s website
  • Department is to provide the revenue, receipt number from the CRS system, and the 23-digit chartfield to Shared Services for deposit
    • Please do not send cash through interoffice mail

   

   FSS Staff Responsibilities:

  • Deposit the revenue on behalf of the department in compliance with University policies and procedures
  • File transaction documentation for departments in Box file

   

  Click here for more information from Cash & Treasury.

• Web Invoicing Process

  Department Responsibilities:

  • Provide Shared Services with the following information:
    • Customer to invoice (name and address)
    • Description of invoice (this will show on the actual invoice the customer receives)
    • Amount of the invoice
    • 23-digit chartfield(s) to credit

  FSS Staff Responsibilities:

  • Enter the requested web invoice into PeopleSoft.
  • Provide the invoice to the department once it is generated in PeopleSoft
  • Submit new customer requests if customers are not in PeopleSoft
  • File transaction documentation for department in Box file

   

  Click here for more information from Accounts Receivable.

Budget Status Reports

• Reconciliation Process for Budget Status Reports (Departments Approved for Random Sampling Excluded)

  Department Responsibilities:

  • Review Budget Status Report (BSR) and supporting documentation in assigned Box file monthly. FSS will send email notification alerting dept. the monthly BSR is available for review
  • Approve monthly BSR with voting option via Outlook
  • Contact FSS with any questions regarding expenditure or revenue entries and/or documentation

   

  FSS Staff Responsibilities:

  • Provide monthly Budget Status Report to department in Box file once reports are available in Data Warehouse
  • Notify department the monthly BSR is available for review in assigned Box file
  • Provide transaction documentation for departments to reconcile BSR in Box file
  • Provide support to department regarding concerns related to reconciliation process

   

  Access more information from Accounting Services related to Budget Status Reconciliations. 

  The below transactions have been reviewed and/or approved under the disbursement policy and will require no further reconciliation action:

  • Payroll
  • P-Card transactions
  • Employee travel (submitted electronically through my.clemson)
  • BuyWays transactions

Journals

• Process for Requesting a Journal Correction

  Department Responsibilities:

  Department responsible for submitting completed form to FSS (Please access the form under the Documents & Forms section):

  • Original transaction information including Journal ID, chartfield, and dollar amount
  • Correction information including new chartfield and dollar amount
  • Reason for the journal correction request

  FSS Staff Responsibilities:

  Process journal corrections and file the related documentation
• Process for Requesting a Payroll Correction

  Department Responsibilities:

  Department responsible for submitting completed form to FSS (Please access the form under the Documents & Forms section):

  • Employee ID
  • Journal ID
  • Chartfield information being corrected and the new chartfield information
  • Detailed description for the purpose of the correction
  • Vice President approval for corrections occurring on or after 90 day from the original payroll transaction posting.

  FSS Staff Responsibilities:

  Process payroll corrections and file the related documentation

  Access the Paryroll Corrections policy in the Finance Business Manual for more information from Accounting Services related to Payroll Correction.

• Process for Requesting Inter-departmental Funds Transfer (IDO)

  Department Responsibilities:

  Send email to FSS@clemson.edu with the following information:

  • Brief description of goods or services provided
  • 23-digit chartfield information for the dept. providing good or services
  • 23-digit chartfield information for the dept. receiving goods or services
  • Proper documentation (electronic documentation is acceptable)
  • Amount of the internal charge

  FSS Staff Responsibilities:

  Process the IDO and file related documentation

  Please go to the Internal Charges policy in the Finance Business Manual for more information from Accounting Services related to internal charges.