FAST Monthly Lunch and Learn Sessions

This presentation addressed the following topics:

• Determining when to use One Time Accounts (OTA), Alternate Payee or create new vendor accounts
• How to search for vendors in AMS
• How to set up new commercial vendors
• Reasons why a vendor may be blocked
• How and why to unblock vendors
• How to access additional resources related to vendor accounts

Presentation Slides

---

Additional Resources

Procurement Services:

• Article – Reactivating / unblocking vendor accounts
• Article – How to validate a supplier’s GST/HST number for new vendor account requests
• Article – How to setup a new vendor account in FIS

FAST:

• Knowledge Centre Articles – Vendor Accounts
• Documentation and Recording – Electronic Funds Transfer (EFT) Initiative 
• Simulation – How to Search for a Vendor using the UofT Active Vendor Search
• Article – How can I find a list of EFT vendors?
• Article – What do you do if there are multiple vendor accounts and you not sure what to pick?
• Simulation – How to Create a G/L or Vendor Account Personal List
• Article – Why does the vendor I am ordering from have a PO ONLY and an A/P ONLY vendor account number?
• Article – To use an OTA vendor account, or to request a permanent vendor account…that is the question.

This presentation addressed the following topics:

• Using the Account Assignment Template to reduce keystrokes
• Using the history function
• Post with Reference
• Creating G/L and Vendor Personal Lists
• Using the Clipboard function in FIS reports
• Other related tips and tricks

Presentation Slides

---

Additional Resources

• Knowledge Centre Articles – Navigation Tips & Tricks
• Simulation – Tips & Tricks on Navigating in SAP
• Simulation – Tips & Tricks on Navigating in SAP – Part 2
• Simulation – How to Improve and Ensure Complete Matchcode Search Results
• Article – Using Transaction Codes (TCodes) to Access AMS Screens
• Article – FIS Data Entry Tips (Part 1) – History function, Wildcard and the “+” sign

This presentation addressed the following topics:

• What is a Subordinate Bank Account
• How to Open Subordinate Bank Accounts
• How Deposits/Payments are Cleared in Subordinate Bank Accounts
• What are your departmental responsibilities over Subordinate Bank Accounts
• Reconciling Subordinate Bank Accounts
• Who to Contact for support

Presentation Slides

---

Additional Resources

Accounts Receivable eLearning Course

Guide to Financial Management (GTFM) Policy and FSD Services:

• Banking
• Subordinate Bank Account
• Policy – Cash, Other Receipts and Banking
• Policy – Direct Deposits

Forms:

• Direct Deposit form (PDF  |  Excel)

FAST Resources:

• Reference Guide – Enter Direct Deposit Receipt in FIS
• Simulation – Enter Direct Deposit Receipt in FIS
• Knowledge Centre article – Incoming Wire Transfers and Direct Deposits for Accounts Receivable Invoices
• Knowledge Centre article – What information is required when completing the Direct Bank Deposit form and posting to FIS?
• Knowledge Centre article – How many copies of the deposit form do I need to submit?
• Knowledge Centre article – What are the most common deposit errors? 
• Knowledge Centre article – How many copies of the deposit form do I need to submit?

This presentation addressed the following topics:

• Defining participant fees/compensation
• Relevant policy considerations
• Confidential vs Non-Confidential Participants
• General Principles for Back-up documentation
• Electronic distribution of fees (e.g., e-gift cards)

Presentation Slides

---

Additional Resources

VPRI Resource/Policy Pages:

• Compensation & Reimbursement of Research Participants
• Informed Consent
• Data Security Standards for Personally Identifiable & Other Confidential Data in Research

Forms:

• Accountable Advance Request form 
• Expense Report/Accountable Advance Settlement form (PDF  |  Excel  |   Instructions)
• Missing Receipts form

FAST Resources:

• Participant Fees: Cash and Gift Cards

This presentation addressed the following topics:

• Defining honorarium
• When honorariums are appropriate and not
• Tax and payroll considerations
• Honorarium payments for voluntary services performed in Canada vs. abroad
• Processing honorarium payments in FIS vs. Payroll Services/HRS

Presentation Slides

---

Additional Resources

HR Service Centre

CAUBO – PWC Tax Resource: 

FAST Resources:

• Processing Honorarium – Updating T4A/T4A-NR payments
• GTFM – Employee vs. Independent Contractor and Taxation of Payments (HRIS vs FIS)
• GTFM – Payroll and the HST
• Income Tax Guide – Employee or Independent Contractor

This presentation addressed the following topics:

• Purchasing thresholds
• What is eligible to be charged to the Purchasing Card (PCard)
• What is eligible to be charged to the Scotiabank Visa Travel & Hospitality Card
• Alternatives to the PCard and Travel & Hospitality Card
• Processing payments to PCard and the Travel & Hospitality Card

Presentation Slides

---

Additional Resources

Procurement Services Resources:

• Procurement Services
• UofT Procurement Policy
• Competitive Procurement
• Non-Competitive Procurement
• Credit Card Programs – Comparison
• Purchasing Card (PCard)
• Travel & Hospitality Card
• Approved Suppliers
• uSOURCE
• Information Library

FAST Resources:

• GTFM Policy – Purchasing and Payments to Vendors
• GTFM Policy – Certified Invoices
• GTFM Policy – Purchase Order Invoices
• Knowledge Centre Articles – Purchase Orders & Requisitions
• Knowledge Centre Articles – Scotiabank Visa & Hospitality Card
• Reference Guides/Simulations – Purchase Orders
• Reference Guides/Simulations – PO Invoice Receipts
• Reference Guides/Simulation – AP Invoices

This presentation addressed the following topics:

• Social Procurement
• Diverse Supplier
• Purchasing from Diverse Suppliers
• Demonstrating Benefits
• Inclusive Procurement Practices
• Testimonial
• Portal Demo
• Q&A

Presentation Slides

---

Additional Resources

Diverse Supplier Portal

Procurement Resources:

• Social Procurement – General Information and How the Social Procurement Program works
• FAQ/Information Library – Social Procurement

This presentation addressed the following topics:

• Clarify the new E-Signature and Document Retention Guidelines
• Outline what is defined as “Internal Financial Documents”
• Define what are E-Signatures and Digital Signatures
• Acceptable forms of E-Signatures
• Process and requirements when approving by email
• Document storage and retention requirements and options
• Q&A

Presentation Slides

---

Additional Resources

• GTFM – Electronic Signatures & Document Retention Guidelines
• Knowledge Centre articles – E-Signature for Internal Financial Documents 
• Simulation – Attaching Documents to FIS Transactions
• KC Article – Deleting Attachments to Purchase Orders
• Simulation – How to Attach Documentation for EFT Payments over $50,000
• Change Documentation – Electronic Funds Transfer (EFT) Initiative

This presentation addressed the following topics:

• The Air Travel Emissions Mitigation Initiative (ATEMI)
• Update to Default AMS/SAP Printing
• Electronic Funds Transfer (EFT) Initiative
• International Tuition Fee Payments
• E-Signature and Paper Retention Guidelines
• FIS Enhancements
• Coming in 2024
• Update on ERDD – Web replacement
• Q&A

Presentation Slides

---

Additional Resources

• Change Documentation – Electronic Funds Transfer (EFT) Initiative
• Change Documentation – Air Travel Emissions Mitigation Initiative (ATEMI)
• Change Documentation – Enhancements to AMS/SAP Printing and Emailing PDFs 
• Financial Services – Knowledge Centre

This presentation addressed the following topics:

• Understanding how and when Purchase Order reserves and actuals are posted against FIS accounts
• Tracking the status of multiple POs
• Tracking the history of a single PO
• Understanding the history of the Purchase Order item
• releasing a Purchase Order reserve
• Q&A

Presentation Slides

---

Additional Resources

• Knowledge Centre articles – Purchase Order & Requisitions
• Documentation & Support – Purchase Orders

This presentation addressed the following topics:

• What are Trust Funds
• How to establish Trust Funds
• Trust Fund Budgets – Endowed vs Expendable
• Reporting on Trust Funds in FIS

Presentation Slides

---

Policy Links

• Memo – LTCAP Payout Rates – 2023/2024
• GTFM Policy – Trust Funds
• GTFM Policy – Long Term Capital Appreciation Pool (LTCAP)
• LTCAP – Unit Market Value
• LTCAP Payout Rates
• GTFM Policy – Expendable Funds Investment Pool (EFIP)
• GTFM Policy – Investment of Funds
• GTFM Policy – Endowment and Expendable Funds
• Endowment Funds – Policy for the Preservation of Capital

 

FIS Report Reference Guides

• ZFM1 – Funding by Funds Center or Fund report
• ZFTR056D – Greybook Download Report
• ZFTR100 – Student Award Information Report
• ZDFR – Donor Financial Report Overview – Detailed
• ZDFR – Donor Financial Report Overview – Summarized
• ZDFR – Donor Financial Report Overview – Senior Development Officers

University Reports

• FSD – Endowment Reports
• Planning & Budget – (2023-2024) Budget Report

This presentation addressed the following topics:

• What are Outgoing Wire Transfers?
• When is it appropriate to request an outgoing wire transfer?
• Why can’t the University Send EFTs for International Payments?
• Currencies available in FIS to be paid via draft
• How you can help speed up the process
• Completing the Wire Transfer Form

Presentation Slides

---

Additional Resources

• Knowledge Centre article – Outgoing Wire Transfers
• GTFM Policy – Foreign Payments
• Form: Outgoing Wire Transfer Form Instructions
• Form: Outgoing Wire Transfer Form

This presentation addressed the following topics:

• Considerations before generating any FIS reports
• What is the ZFM1 – Funding: FC or Fund report?
• What questions does ZFM1 answer?
• Exploring various outputs depending on type of FM account
• Using ZFM1 for Research grants
• Using ZFM1 to report on fiscal year end operating reserves (carryforward)

Presentation Slides

---

Additional Resources

• Reference Guide – ZFM1 Funding by Funds Center or Fund report
• Documentation & Support – Financial Summary Reports
• Course Material – Basic Funds Management Reporting

This presentation addressed the following topics:

• What is the University’s tax status and rebate as a Broader Public Sector organization
• GTFM policy governing HST
• The University’s tax codes
• Assessing scenarios and applying the most appropriate tax code
• Tax codes and conference fees
• Situations that warrant self-assessing taxes
• Who to contact with tax treatment questions

Presentation Slides

---

Additional Resources

• GTFM Policy – Harmonized Sales Tax (HST)
• Articles – Taxation
• Tax Code Summary Table
• Resource – HST Tax Status Table for Sale to External Parties

 

This presentation addressed the following topics:

• Defining Purchase Order, Purchase Requisitions and Lease Order
• Reviewing the Purchasing Cycle
• Purchasing Radioisotopes
• Using the Header tab to add additional details
• Locating the Accounting Document for Goods Receipts and Invoice Receipts
• Releasing Reserves/Commitment Tied to Pos
• Process when addressing additional charges not included in the PO

Presentation Slides

Additional Resources

• • Procurement Policy 
  • GTFM Policy – Purchase Order Invoices
  • Knowledge Centre – Purchase Orders & Requisitions

This presentation addressed the following topics:

• Review Procurement Policy and PO Business Process
• Characteristics of a PO Create Screen
• Applying Discounts to PO Headers and Line Items
• Using the Repeat Accounts Assignments
• Splitting the Line-Item Cost between Multiple Accounts
• Determining the Status of the Purchase Order
• Reversing Goods Receipts and Invoice Receipts
• Foreign Exchange and Purchase Orders
• Paying a PO Invoice Receipt via Wire Transfer
• Determining the Status of a PO Invoice Payment
• USOURCE Purchase Orders and AMS

 

Presentation Slides

Additional Resources

• • Procurement Policy 
  • GTFM Policy – Purchase Order Invoices
  • Knowledge Centre – Purchase Orders & Requisitions
  • Simulation – How to Apply a Purchase Order Discount
  • Article – Ever wondered if there is an easier way of splitting amounts across multiple funding sources when creating a Purchase Order?
  • Simulation – Determining the Status of a Cheque, Foreign Draft or Electronic Funds Transfer
  • Article – Outgoing Wire Transfer
  • Article – How to locate the exchange rates within a Purchase Order, Goods Receipt and Invoice Receipt

This presentation addressed the following topics:

• Overview of Line Item Reports
• Effectively Using the Report Selection Criteria/Input Options
• Using Hidden Selection Criteria to Further Narrow Your Report
• Customizing Report Output
• Saving Reports to Excel
• Addressing Complex User Requirements

 

Presentation Slides

Additional Resources

• • Reference Guide: ZFIR079 – FI Postings Line Items Report
  • Reference Guide: ZFIR079A – All Postings Line Items Report
  • Simulation: How to Create Custom Line Item Reports
  • Simulation: How to use the Dynamic Selections Functions in FIS Reports
  • Simulation: How to use the Dynamic Selections Functions in FIS Reports
  • Knowledge Centre article: Ever wish you could just double click on a payroll document and get HRIS details in FIS?
  • Knowledge Centre article: The Perfect Line Item Report

This presentation addressed the following topics:

• What is a Lease Purchase Order?
• How is a Lease PO different from a Standard Purchase Order?
• How to create a Lease Purchase Order that spans multiple fiscal years
• Common errors related to Lease Purchase Orders
• Reporting on Lease POs

 

Presentation Slides

Additional Resources

• • Procurement Services – Program and Services – Leasing
  • Procurement Services – FAQ – Leasing
  • Documentation & Support – Purchasing (PO)
  • Reference Guide – Create Lease PO – Greater than or Equal to $50,000
  • Simulation – Create Lease PO – Greater than or Equal to $50,000
  • Reference Guide – Create Lease PO – Less than $50,000
  • Simulation – Create Lease PO – Less than $50,000

This presentation addressed the following topics:

• Understanding the changes to the Cashier’s Office
• Understand the new business process for deposits for units without a Subordinate Bank Account (i.e. Self-Deposit)
• Best Practices when validating cheques
• Required documentation for deposits
• Key account codes and forms for Self-Deposit
• Accessing the procedural documentation, guide and FAQ

 

Presentation Slides

Additional Resources

• • Services – Accounts Receivable and Cashiers
  • Procedures – Self Deposit
  • FAQ – Self Deposit Process
  • Services -Debit and Credit Card Facility
  • GTFM Policy – Banking
  • GTFM Policy – Subordinate Bank Account
  • GTFM Policy – Accounts Receivable, Collection Responsibilities and Uncollected Amounts
  • eLearning Course – Departmental Accounts Receivable Responsibilities and the A/R Open Item Aging Report
  • Transition Schedule – 215 Huron St
  • Forms – Direct Bank Deposit form, Cashier’s Account Direct Deposit form
  • Reference Guide – Create Direct Deposit Cash Receipt
  • Simulation – Create Direct Deposit Cash Receipt

This short presentation explored the amendment to the GTFM – Travel & Other Reimbursable Expenses policy, clarifying the expense reimbursement approval process for cross-appointed, and administrative academic appointments, as well as other related topics.

Presentation Slides

Additional Resources

• GTFM Policy – Travel & Other Reimbursable Expenses
• Knowledge Centre article – Defining the One Up Approver for Employee Expense Reimbursements
• Knowledge Centre article – Delegation of Signing Authority