Exempt Purchase Document - Prairie View A&M University
Contents
1. 3025 Tvl In Incidental Expenses 3030 Tvl In Meals amp Lodging lt 110 3110 Tvl Out Public Trans Auto Rental 3111 Tvl Out Public Trans Other 3114 Tvl Out Public Trans D C 3120 Tvl Out Actual Expenses Overnight 3123 Tvl Out Travel Agency Fee 3125 Tvl Out Incidental Expenses Page 4 of 16 3130 Tvl Out Meals amp Lodg LT Loc Allow 3210 Travel Prospective State Employee 3310 Travel Foreign 3410 Travel Students includes meals 4025 Subscriptions Periodicals 5211 Membership Dues Professional Org 5212 Membership Dues Country Club Civic 5213 Membership Dues Fees Other 5215 Employee Training Regis Fees 5216 Employee Comp Training Tuition 5217 Employee Training Tuition 5220 Insurance Premiums 5221 Insurance Premiums Appr by Bd Ins 5225 Employee Bonds Notary Fees 5226 Employee Bonds Surety Bonds 5230 Employee License Cert amp Fees Other 5240 Employee Awards 50 per person limit 2000 group purchase limit 5241 Non Employee Gifts Taxable 5310 Filing Fees Documents 5315 Court Costs 5320 Witness Fees Allow Crim Admn Proc 5325 Judgements amp Settlements Claimant 5330 Judgmts amp Settlmts Other Legal Exp 5335 Judgmts amp Settlmts Attorney Fees 5340 Judgmts amp Settlmts Claimant amp Atty 5651 Accreditation Services 5655 Postal Services 6339 Food Purchases not business meals 6340 Business Meals 6366 Participant Costs Tuition 6367 Participant Costs Fees 6368 Participant C2. 6 Additional Information Additional information regarding Exempt Document processing 1s available in the FAMIS Purchasing User s Manual on the Web at http www tamus edu offices famis usermanuals or by contacting the PVAMU Procurement or Accounts Payable Offices at 936 261 1902 or Courtney Steward or Donna Bean by e mail Page 16 of 16
3. P8 PE9s Ppps PE1 PF8 PF9s PF PE 1Me PP12 Hmenu Help EHelp Next Item Route Recal Warns 1_ Sess 1 128 194 103 16 TAM 1 Page 11 of 16 BASIC STEPS e From screen 236 use the F5 key to advance to screen 237 or type 237 in the designated field and enter e Type a valid e doc number in the action line if not carried forward from the previous screen e Press lt enter gt to display existing document information e Set the Close Document flag to Y and press lt enter gt e A pop up window will appear type Y and press lt enter gt to submit the document for routing e To forward the document to another person for information or additional approvals after typing Y in the appropriate field type FYT or FYA as desired and press enter When the new dialogue box appears type the last name a portion of the persons first name enter and place an X in the field before the appropriate person from list Press enter and the document will route to the additional person prior to following the established routing path e Ifall required information has been properly entered the message Document closed successfully and routed will appear or an error message will appear at the top of the screen Modifying an E Doc Header e Advance to screen 235 type a valid exempt purchase document number in the document number field and press lt enter gt e Ifthe document is clos
4. PF11 PF12 Hmenu Help EHelp Next IDesc Bkwd Frwd CAcct MAcct Warns BASIC STEPS e From screen 235 use the F5 key to advance to screen 236 or type 236 in designated field and press lt enter gt Page 9 of 16 e Type a valid E Doc number in the action line if the number is not carried forward from the previous screen Press lt enter gt to display existing line item information e Entera valid account number and object code in the field provided e Enter a valid quantity unit of measure UOM unit price and line item description e Enter additional information in the available fields if desired e Press lt enter gt to record the line item information Line Item Entry Documents may have up to 900 0 items The item number will default to 1 0 when the document is being created FAMIS automatically increments the item number by one for each additional item you need to enter on the document Use the decimal position of the item number to represent a text only item for the document Example 1 1 may be used to include additional item specifications Processing Codes Processing codes are used to tell the system about any special processing the item may need Valid processing codes include the following Values Meaning Blank Normal Processing N No Charge R Trade in Reduction of Inventory V Vendor Discount Closing an E Doc The exempt purchase document should be closed after all required information has been successfu
5. Prairie View A amp M University Procurement amp Contracts Office Exempt Purchases List and Exempt Document Procedures September 2009 EXEMPT DOCUMENT E DOC PROCEDURES APPROVALS Procurement Supervisor Procurement and Contracts Manager Assistant Vice President for Financial Accounting Reporting and Procurement Vice President for Business Affairs Page 2 of 16 Date Date Date Date Table of Contents Exempt Purchase Documents E Doc Over Vie W ooocoocococononcnononononoconocnnccono nooo nccnocnnc conos 4 FAMIS Screen 306 Exempt Purchases Bit aa 4 DOG SOLEUS ia A A A EE EERE ERORE S sa 6 Required Input don dd E iras 6 O A E E NI 7 Creating Modifying F doc Herder be calsveiaas aaeeeslss eae wale 8 Creating Modifying E Doc Lines in ad 9 CIS AED A AE AS ATAN NS 10 Modifying an E Dog Header iaa a 12 Setting Resetting E Docs le O ao anal 12 E tering Notes to an EDO uri A 13 COP MRE DS dae eee 15 Additional Information A A a 16 Page 3 of 16 Exempt Purchase Documents E Doc Overview Exempt Purchase Documents E Doc are created in order to record the purchase of commodities that are exempt from Prairie View A amp M University PVAMU and State Comptroller purchasing requirements Purchases are classified as Exempt when it has been determined that the competitive bid process adds no measurable value due to the nature of the purchase Although these purchases are exempted from the bi
6. d process and other purchasing requirements they are still subject to state guidelines pertaining to allocation and use of funds as well as existing PVAMU compliance guidelines and procedures After creating and closing an exempt document the funds are encumbered and the document routes for departmental approval the same as FAMIS electronic purchase requisitions The E Doc process allows departments to enter exempt orders into FAMIS and forward the invoice and supporting documentation membership justification form flight itinerary etc directly to the Accounts Payable or Travel Office for payment processing Employee travel Merchant direct billing only subscriptions registrations and insurance premiums are examples of exempt purchases Exempt items are signified by the use of Exempt Object Codes Current codes are listed below with ranges recorded on FAMIS screen 306 Please Note Though some categories are classified as Exempt the documents require processing through the Procurement Office on a Purchase Requisition because of contracting or other requirements The Exempt purchases list may be updated from time to time with approval of the Vice President for Business Affairs Exempt Purchases List 1925 State Employee Relocation 1926 State Employee Reloc Non Qualified Expense 3010 Tvl In Public Trans Auto Rental 3011 Tvl In Public Trans Other 3020 Tvl In Actual Expenses Overnight 3023 Tvl In Travel Agency Fees
7. ddresses The address may be modified by removing the selected address number modifying the address and pressing enter Address number 002 for Accounts Payable is to always be used for invoicing E Doc Routing An Exempt purchase document will flow through department approval paths for each account designated on the document and then routing is considered final Exempt purchase documents will use the same routing paths as purchase requisitions However these documents do no route through a processing office i e Procurement Budget or Payroll The next step for this document will be receiving and payment by Accounts Payable E Doc Electronic Routing Signer If Required Dept E Doc Creator Page 7 of 16 E Doc Support Paper Document Routing Dept E Doc Accounts Creator Payable NOTE The FAMIS E Doc number should be referenced on all paper support source documents prior to forwarding to Accounts Payable or Travel office Creating Modifying E doc Headers FAMIS Screen 235 Exempt Purchase Header W 1 Default 3270 Encrypted File Edt Transfer F0013 Please enter desired modifications 89 14 09 88 54 NOTES FY 2009 CC PV In Process 2009 165 00 JP MORGAN CHASE 5 start 8 inbox Microsoft Out 11Re BASIC STEPS Page 8 of 16 e Advance to screen 235 type the document number prefix E followed by zero 0 in the document number field and press enter e Select F11 key to en
8. ed proceed to screen 238 change the Reopen flag to Y press enter and return to 235 or 236 to make changes e Enter valid data in the available fields as desired and press lt enter gt to record the information e Advance to screen 237 to close and route the document Note The document must be open to make any changes Closing a document encumbers the purchase amount The document may be re opened using screen 238 once the purchase is made if adjustments are necessary The vendor may also be changed at this time When the document is closed again any changes to amounts will adjust the encumbrances from a previous close Setting Resetting E Doc Flags Special functions for an exempt purchase document or items on an exempt purchase document are performed using screen 238 A document may be canceled deleted frozen re opened or completed Specific items or all items on an e doc may also be deleted using this screen Page 12 of 16 FAMIS Screen 238 Exempt Document Flags 51 default FAMI x Fie Edit Session Options Transfer View Macro Script Help 2 8 91811 tr 0 Ba Baa Ste Connections amp FAMIS zj r R Attn PAI PA2 PA3 Reset PFOl PFO2 PFO3 PFO4 PFOS PFOS PF F0013 Please enter desired modifications 238 EP Flag Maintenance A VENDOR 03 26 08 13 42 FY 2008 CC PY Screen Doc Elosed Cancel Delete Document Freeze Document Reopen Document Delete all Items Delete Undelete Item thru Item Co
9. iew Window Help cs Vs a 3 QP AAS Rss ene en e a FO013 Please enter desired modifications 239 Exempt Purch Note Text 09 14 09 09 47 FY 2889 CC PV Screen Doc Item Closed Position at line Line Description 6 T 8 g 10 11 18 13 14 15 16 17 Page F B E Eniersrr less Pre seer rq lt seh ro Phpessh Tear roeesrr oer lee srr leer ees Hmenu Help EHelp PItem NItem BASIC STEPS e Advance to screen 239 e Type a valid e doc number in the Action Line e Press lt enter gt to display existing document notes e Add or modify text in the available lines as desired e Press lt enter gt to record the information Note Notes entered in documents remain with the document for the life of the document Paging Through Text The F B E field is used to scroll through all of the lines of text added on screen 239 Entering an F will scroll one page forward Entering a B will scroll one page backwards Entering an E will take you to the end of the document notes Viewing Document Notes When notes are attached to document items they may have been viewed with the NOTES PF Key indicated at the bottom of certain screens The document header and all items that have notes attached will display the word NOTES at the top of these screens Page 14 of 16 Copying E Docs When processing similar orders multiple times 1t is convenient to copy old e docs to new ones Screen 233 allows the u
10. lly entered to prevent changes from being inadvertently added Closing your document also encumbers the necessary funds Note Itis possible to close and re open a document as many times as necessary in order to make changes providing the exempt purchase document has not entered the routing and approval system of FAMIS To make changes after the document has entered the routing and approval system the document has to be recalled by the creator or rejected by the approver Page 10 of 16 FAMIS Screen 237 Exempt Purchase Document Close i x F3148 Document E908004 closed successfully and routed 237 Exempt Purchase Close 89 14 09 08 56 FY 2809 CC PV Screen E Doc Ciosed Close Document Doc Summary AIRFARE FOR J TUCKER TO DALLAS Doc Year 2009 Doc Date 06 15 2009 Cat EP State Dept FARP Sub Dept Total Amt 165 08 Vendor 11349946586 JP MORGAN CHASE LDT Cd Reimburse Id FOB User Ref 222210 00000 All Items Received Date Received Ember Gel s f he s F haes Pr4 s Pros Po Prpere hoeaah oe abr Pp1 Pp18 gt Hmenu Help EHelp Next Item Route Recal Warns FO013 Please enter desired modifications 237 Exempt Purchase Close 89 14 89 09 12 FY 2809 CC PV Screen Doc E900004 In Process Close Document y Doc Summary Doc Year Y to submit to Routing amp Approval M Dept Additional Routing FYI FYA Vendor Reimburse Id User Ref 222210 H0008 All Items Received N Date Received Enter PF1s PF2 PP9 P
11. mpleting a document finalizes it and liquidates all encumbrances This process CANNOT be reversed Do NOT complete a document unless you are certain that no invoicing or receiving will be done in the future Complete PO Enter PF1 PF2 PF3 PF4 PF5 PF6 PF 7 PFB PF9 PF10 PF11 PF12 Hmenu Help EHelp Track EnclR Accts Extnd Items Warns 1 X Not Here 128 194 103 18 TAMT4053 a 12 43 03 Wed Mar 26 NUM 13 045 72 la 3 ma ea BASIC STEPS e Advance to screen 238 e Type a valid exempt purchase document in the Action Line e Press lt enter gt to display current flag settings e Modify flags as necessary The re open flag must be changed to Y and press enter to gain access to the Cancel Delete and the Delete Item flags e Press lt enter gt to record flag changes Entering Notes to an E Doc You may enter informational notes about your exempt document using screen 239 With this screen you may type as many as ninety nine lines of notes on an open or closed document Note Text is entered on this screen without a wrap to next line feature To avoid inadvertently splitting a word between two lines you should use hyphens to continue split words or manually advance to the next line to begin the next complete word Pressing the lt tab gt key will advance the cursor to the next available text line Page 13 of 16 FAMIS Screen 239 Exempt Document Note Text Fie Edt Transfer Fonts Options Tools V
12. n an approved purchase category code above or listed on FAMIS screen 306 E Doc Screens To enter an exempt purchase into FAMIS the following screens are required 235 Exempt Purchase Header 236 Exempt Purchase Items 237 Exempt Purchase Close Additional screens which may be used are 238 Exempt Purchase Flag Maintenance 239 Exempt Purchase Note Texts Required Input Information PRIOR to entry of an exempt purchase document additional information must be acquired to complete the transaction The information consists of the following e Account numbers that will support the purchase of the items e Department Code s and Sub Department Code s relative to each account to be used in support of the purchase This may be obtained by entering the account number on FAMIS screen 068 e Vendor Number must be supplied in order to close the document FAMIS screen 101 may be used to determine if the vendor is currently set up in FAMIS If not a substitute W 9 located on the Web in the Business Affairs Forms Library http www pvamu edu pages 2603 asp must be forwarded to the vendor for completion and returned to Accounts Payable for creating a vendor file in FAMIS Page 6 of 16 e User reference which is a unique identifier assigned by the requesting department for internal tracking purposes e Address for shipping and invoicing Place a in the address number field on FAMIS screen 235 and press enter for a complete list of a
13. osts Books 6369 Participant Costs Materials 2 000 limit 6370 Participant Costs Travel 6371 Participant Costs Travel Out of State 6373 Participant Costs Room and Board 6374 Participant Costs Other 2 000 limit 6378 Participant Costs Stipends Below are additional Exempt Categories that require processing through Procurement on a Purchase Requisition 5410 Educational Training Services Procurement Processing Required 5434 Lecturers Travel Exp w Receipts Procurement Processing Required 5435 Lecturers Higher Education Procurement Processing Required 5470 Inter Agency Agreement Local Procurement Processing Required Page 5 of 16 5471 Intra System Agreement Procurement Processing Required 5625 Computer Prog Serv TAMU CIS Procurement Processing Required 5630 Communication Services Procurement Processing Required 5640 Advertising Services Spon Agmt Procurement Processing Required 5641 Advertising Services All Other Procurement Processing Required 5645 Data Proc Emplt Serv TAMU CIS Procurement Processing Required 5647 Data Proc Rental Service TAMU CIS Procurement Processing Required 6380 Game Guarantee Expense Procurement Processing Required An Exempt purchase document is entered to capture descriptive and financial information that pertain to the purchase of commodities regardless of the dollar amount when the purchase is exempt from PVAMU and State purchasing requirements and is i
14. ser to retrieve an exempt document that you previously entered and copy its line items to an existing or newly created exempt document FAMIS Screen 233 Copying Exempt Purchase Documents File Edit Transfer Fonts Options few Window Help in Ox Ge A Aa R cd rr ret a F2505 1 items copied transferred to Doc E900003 233 Copy Exempt Purchase to Exempt Purchase 06 17 89 08 87 FY 2009 CC PV Screen Doc Item From Vendor ACCRON DISTRIBUTING COMPA From Doc FY 2809 New Doc FY Cat Dt or Existing Doc Header Screen Func Item Quantity Unit Price UOM Prise Cd 1 8 crystal engraved 4 00 40 0088 EA 168 88 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF18 PF11 PF12 Hmenu Help EHelp AdDpt BASIC STEPS e Advance to screen 233 e Indicate the exempt purchase order from which you wish to copy line items on the Action Line e To create a new document type the e doc prefix E followed by a zero 0 in the New Document field and press lt enter gt e To add items to an existing document type the e doc number to which you would like to copy the line items e Indicate whether or not you wish to advance to the e doc header screen 235 after copying items to the new document This indication should only be placed on the last page of items for the document e Typea c next to the items you wish to copy to the new document e Press lt enter gt to create the new e doc with the copied item information Page 15 of 1
15. ter multiple department and sub department codes e The system will return to screen 235 after pressing the enter key e Enter the order date date of request FAMIS department code document summary vendor name and user reference dept reference e Indicate whether or not the items have been received Y N as well as the ship to and invoice to 002 addresses e Type additional information in the available fields as required and press lt enter gt to record the purchase information e Ifall information is entered successfully the system assigned e doc number will be displayed in the doc field at the top of the document Creating Modifying E Doc Line Items Information that pertains to each item on the exempt purchase document such as the account to be billed the quantity to be ordered and the price per unit ordered is entered on FAMIS screen 236 FAMIS Screen 236 Exempt Document Line Item Entry Fie Edit Transfer Fonts Options Tools View Window Help ARTE AAA RA rr ea F0013 Please enter desired modifications 236 Exempt Purchase Item 89 14 09 08 54 JP MORGAN CHASE FY 2089 CC PV Screen Doc Item Ext Eten SE Account Qty Dise Price 1 0 165 00 Comm Desc Part Proc cd Sts Cost Ref 1 Comm Desc Part Proc cd St Cost Ref 1 Comm Desc Part Proc cd Sits Cost Ref 1 3 TIBH Page F B Document Total 165 00 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF18
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