Procure-to-Pay Resources

The resources below provide guidance for specific transactions and activities that you may undertake on behalf of the MFA.

Launch a Browser Session

Keep in mind that whenever you are using your MFA computer, your browser stores your MFA Microsoft credentials. So when you try to connect with GWU, the browser thinks you are trying to connect with your MFA account. To prevent this from happening you must open a NEW IN PRIVATE WINDOW (with Edge), or a NEW INCOGNITO WINDOW (with Chrome.)

How to Forward Gmail to Another Account

The guide will provide instructions for automatically forwarding emails that arrive in your GWMail inbox and send them to another account of your choosing. This is useful, for example, in cases where a person is both a Student and Employee and wishes to only manage one GWmail Inbox, instead of each individually.

Forms, Guidelines, & Tax Documents

MFA P2P Steps to Access iBuy+ Concur

Connecting to EAS

P2P Who to Call

Introduction to MFA Procure-to-Pay Training

Welcome to the Gatekeeper Contract Management System

Tax Exemption Documents

• W-9
• District of Columbia Tax Exemption
• Virginia Tax Exemption
• Maryland Tax Exemption
• 501(C) Tax Exemption

Concur-Related Forms

The following forms are now setup in the Concur product called "Request". The iBuy+ website contains complete details.

• Animal Procurement
• Gift Card Request
• PCard Application
• Materials Management Stores Order
• Non-Standard Access in Concur
  Note: Use solely for additional access within Concur.  Not for initial access to Concur.
• Use the Stop Payment and Electronic Payment Recall Request to request a stop payment on a paper check or to recall an electronic payment.

Doing Business with the MFA including Supplier Documentation

• ACH/Electronic Payments Authorization (Direct Deposit)
• MFA Standard Purchase Order Terms and Conditions
• iSupplyMFA Existing Supplier Training and Navigation
• iSupplyMFA New Supplier Training and Navigation
• iSupplyMFA Supplier Registration Handbook
• iSupplyMFA Website Terms and Conditions
• Supplier Registration Form_English; other translations of the Supplier Registration Form are available in French, Spanish, German, Vietnamese, Amharic, and Arabic
• W-8BEN IRS
• W-8BEN-E IRS
• W-9 IRS
• Worker Classification: Each individual service provider (“worker”) must be properly classified as an employee or independent contractor in accordance with federal and state tax and employment laws. Departments that engage workers must submit the required documentation for determination of each worker's status before any services are performed or payment requests are processed. The form needs to be filled out by internal MFA departments. The worker should not fill out the form nor should a copy be shared with the worker.
  • Essential Worker Classification Information 
  • Definitions of Types of Employees and Contractors
  • Worker Classification Review Exemptions
  • Worker Classification Review Form
  • International Engagement Request

MFA to GWU Mapping - Cost Center and Account

The MFA Cost Center and Account to EAS Mapping workbook provides a mapping from MFA cost centers and account numbers to the values to be entered into the EAS P2P system.

• The 6-digit Oracle cost center determines which budget will be charged for a particular transaction. It is used in lieu of Project/Task/Award for Sponsored Research purchases. Note that there is a unique alias for every PTA. Alias is not the same as Org or Organization Code.
• A valid 5-digit Oracle General Ledger account must be assigned to every purchasing transaction. An account is a financial code assigned to identify the type of goods or services that have been purchased.

 

Payables Overview, Guidelines, & Forms

Please review the Payables Overview and the additional guidelines provided for helpful information in regards to what MFA Payables needs from the departments for quick, effective processing. The Quick Reference Guide for the iBuy+ Invoice system (also known as Concur Invoice) automates invoice processing. This user-friendly system helps simplify and streamlines the processes for invoice submissions, approvals, payment status determination, and reporting. A Concur Invoice Training Session Recording is available as a resource.

Forms

• Departmental Correction Forms are internal forms required to make corrections to grants-related only invoices and payments previously recorded. These forms are used to correct the expense account or department originally charged with the expenditure. 
• The Electronic Funds Disbursement Request Form is used to wire funds to suppliers being paid in foreign currency or, as an exception with a valid business justification, wire funds to domestic suppliers. There are instructions for how to complete the Electronic Funds Disbursement Request Form. Please note: the fields of Region and Type of Activity are required for international payments. In addition, a bank source document is required with supporting documentation. A bank source document is a document that supports the bank information provided on the request. Examples are: a letter from the supplier's bank with the account information, or an invoice with the account information, or a letter from the supplier with the bank account information. Note: For international wires with US corresponding bank, the source document should include the US corresponding bank account information in order for the payment to be accurately routed.
• The Honorarium Recipient Form is used to register and pay honorarium Recipients. An honorarium is a one-time nominal payment made to an individual (not a corporation, business or partnership) who is not an employee, student employee, or a student of the MFA, for a special and non-recurring activity or event with a short duration for which a fee is not legally or customarily required and which fixed business price has not been set. Refer to the guidance document for more information on using an honorarium. Detailed guidance for honorariums is available. Please note:  Whether you are submitting a new or existing supplier for an honorarium, if sponsored projects needs to approve that should be done prior to sending the form to MFA Payables.
• The Recurring Payment Form is to provide the information required to create a recurring payment in EAS to a commercial supplier who is a contracted partner with the MFA. Payment must be the same recurring amount through the fiscal year. Recurring payments have a duration of one fiscal year. Therefore, multiple year recurring payments will require the completion of this form three weeks prior to the beginning of the next fiscal year. Each form should be accompanied by the contract or other viable documentation to clearly identify the commercial supplier and payment information. Send the completed and approved form to MFA Payables at P2P@mfa.gwu.edu.
  • The benefits of establishing a recurring payment for a commercial supplier include:
    • Annual setup if the contract is multi-year.  No invoices are required.
    • Payments will be disbursed on the payment interval specified on the form: bi-weekly, monthly, or quarterly.  No more late payments.

Guidelines

Concur Invoice Training Video

• MFA Payables uses these payment methods, listed in order of preference, to remit payment to the its suppliers. Payments are issued on Monday, Wednesday and Friday.
• Payables Frequently Asked Questions provide on information on expense reimbursements and stop payments as well as general payment information. Specific information on Payment Terms and Fraudulent Check Inquiries is also available.
• Paying a Bill provides guidance for specific transactions and activities that you may undertake on behalf of the MFA.

PCard Guidelines & Forms

• PCard Applications are now processed through Concur Request. See iBuy+ Request for detailed instructions
• Missing Receipt Acknowledgement and Approval Form (preferred method and instructions)

Procurement Guidelines & Forms

Forms

• Business Associate Agreement
• Contract Review Information & Questionnaire for IT & Data Related (PDF)
• Justification and Approval Form for Federal Contracts
• GW and MFA Multi-Function Device (Copier/Printer) - Request Form
• Missing Receipt Acknowledgement and Approval Form (preferred method and instructions)
• PO Liquidation Request Form Download, complete, and submit by email to poliquid@mfa.gwu.edu.
• Requirements Document
• Requisition Approval Workflow   Document you must submit when you want a new EAS workflow created (for example, when a new organization code is established), or when you want changes made to an existing EAS workflow (new personnel, new dollar thresholds).  The document should be submitted as an attachment to a GW IT help desk ticket with the subject line EAS requisition workflow change.
• Supplier Selection Memo

Guidelines

• The Contract Process Guide is intended as a reference to assist MFA employees in better understanding the processes and procedures associated with contracts and business transactions.
• The PCard website provides basic guidance and information for the MFA’s Procurement Card (PCard) Program. The website identifies what can be purchased with a P-Card and who can use the PCard. 
• The Procurement Manual is designed for MFA staff and faculty involved in requesting, ordering, receiving, and/or paying for goods or services needed by departments. It contains a Procurement Guidelines Matrix which lists threshold values for purchases and the actions required based on the funding source.
• Purchase Requisitions are submitted to Procurement to indicate a request for a payment to a select supplier. Step-by-step training documentation has been developed by the Financial Systems & Solutions team and can be reviewed by users to know how to create and submit a purchase requisition. Recordings of training videos for Creating Requisitions in Oracle (EAS), Reporting and Encumbrance Releases in Oracle (EAS), and Requisitioning on Grants and Reporting in Oracle (EAS) are also available.
• RFP Evaluating Criteria Planning
• RFP Planning Glossary
• Creating and Maintaining Blanket Purchase Order Requisitions
• Informal Bid / Quote Solicitation Procedure

Travel and Expense Forms & Guidelines

All MFA employees submit requests for Travel Advances and/or Reimbursements through the iBuy+ Expense Reporting system. Student use is limited to reimbursements.

• Expense Reporting Training
• Travel, Entertainment, and Business Expense Reimbursement Manual
• Hotel and Conferencing Requirements Document
• The Missing Receipt Acknowledgement and Approval form is to be uploaded as the receipt if an itemized receipt is missing from a Concur report being submitted by a delegate. Employees submitting reports should use the missing receipt affidavit within Concur. It is not intended to replace a missing/lost receipt on a consistent basis. Lost/missing receipts should be infrequent and unusual, as receipts can be reprinted or easily requested (i.e., hotels, catering, restaurants if the date is provided) and should generally be for small dollar amounts.

Enterprise-Wide Agreements (Central Cell Phone, FedEx, UPS, Water Service)

• Cell - New Line
• Cell - New Line, Existing Device
• Cell - New Tablet Hotspot
• Cell - Number Port
• Cell - Upgrade
• FedEx Account Setup Form
• Request for Water Service Form
• UPS Registration Form