FANS - Financial Coordinator Services

Getting your transactions initiated:  Send information to your Financial Coordinator in whatever way is easiest for you:   Scan it and email it, send it in campus mail (Box 1990), have a student deliver it or bring it by yourself (UHall room 314).  Use “The (Optional) Form” or don’t use it…we want it to work for you.

The table below provides step by step information on what your Financial Coordinator needs to process your transactions.

When you need…

You should…

Your Financial Coordinator will…

Examples

Expense Report

Travel Expense Report (Brown Employee)

Email your financial coordinator the travel information including name of traveler, destination, dates of travel, business purpose, copy of receipts, costing information*.

Initiate expense report in WD which is routed for approval.  Payment will be made to employee via direct deposit. 

Business travel, attendance at conference, research

Expense Report

(Brown Employee - goods < $3K)

Email your financial coordinator the request including copy of receipts, business purpose, costing information* and list of participants/ attendees (if applicable).

Initiate expense report in WD which is routed for approval.  Payment will be made to employee via direct deposit.  Meals and Hospitality form will be completed by the Financial Coordinator on your behalf.

Business lunch, office supplies, registration fees that have been paid by employee.

Exception-a requisition is required if multiple payments are to be made or approval needed from another department.

 

Expense Report (Travel -

non-Brown employee) **

Email your financial coordinator the travel information including name of traveler, mailing address, destination, dates of travel, business purpose, copy of receipts, costing information*.

Prepare a manual expense report which will be emailed to the appropriate approver.  Approved form will be sent to Controller’s Office for payment.  Check will be mailed to traveler.

Visiting lecturers, guest speakers, alumni.

 

No Supplier Registration form required if payment is for travel only.

Supplier Invoice

Supplier Invoice  (non-requisition payment to outside supplier)

Email your financial coordinator the request including supplier name, invoice, costing information*, business purpose.

Initiate Supplier Invoice in WD which is routed for approval.  Check will be mailed to the supplier.

Membership dues, payments to other universities, guest speaker fees.

Requisition

Requisition (goods > $3K)

Email your financial coordinator the request including supplier name, quote, proposed costing information*, business purpose. 

Initiate a requisition in WD which will be routed for approval.   

Routine supplies, equipment, and commercial services (including blanket orders for CINTAS, Randstad, Corporate Taxi). 

Purchases that require additional departmental approvals or multiple payments.

Requisition which requires Professional Services Agreement (PSA)

Email your financial coordinator the request including supplier name, dates of service, quote, costing information*, business purpose. 

Initiate a requisition in WD and create a PSA which will be sent to the supplier for signature.   Cost center manager will approve the purchase order in WD and sign the PSA.  Signed PSAs are sent to Purchasing Department.

PSAs are required for professional services with individuals or with a company and cover services provided by consultants, researchers, videographers, photographers, etc.  (Abbreviated PSA <$5K or PSA > $5K).

Receipt

Receipting (acknowledge order received on requisition)

Send original invoice to financial coordinator indicating that work has been completed satisfactorily or goods delivered. 

Financial coordinator will receipt the goods or services in WD.  Amount receipted must match invoice amount for payment to be processed.  Financial Coordinator will send invoice to the Accounts Payable.

Requisitions can have multiple payments to pay for partial shipments or partial completion of services.

Journal Entries/Salary Reallocations

Salary Reallocation or Journal Entry

TBD

We anticipate performing this process on your behalf. 

Worktag Corrections, Funding Transfers, etc. 

*Costing Information--Cost Center (required); grant/gift/endowment/project (if appropriate);  worktags such as program, assignee, location (optional). 

**Manual process along with all payments to non-resident aliens

Missing receipt form still accepted in place of scanned receipt. 

To receive payment suppliers must have completed Supplier & Individual Payee Registration Form available online at https://secure.brown.edu/supplier/.  Supplier Registration Form specifies payment terms agreed upon by supplier and Brown University.  If new supplier, financial coordinator will follow up with supplier.