Supplier Claim Guideline Facility Engagement Management System (FEMS) for Doctors of BC Specialist Services Committee Facility Engagement Initiative

Transcription

1 Supplier Claim Guideline Facility Engagement Management System (FEMS) for Doctors of BC Specialist Services Committee Facility Engagement Initiative D R A F T Bayleaf Software Inc. Version 1.1 July 25, 2017

2 Document Version Summary Version # Release Date Author Change Summary 1.0 Apr 20, 2017 Keith Turner / Michelle Arduini 1.1 Jul 25, 2017 Michelle Arduini Final version for release to physician societies. Updates to Support Contact. Table of Contents 1. Document Purpose Pre-Requisites Support Contact Claims for Supplier Invoices Capture Supplier Claim Approve and Settle Supplier Invoice Claim Document Purpose This document outlines how to capture expenses that are associated with Engagement Activities, but are not claims that are for FEMS members directly. These expenses are instead due to other external suppliers (contractors, consultants, hotels, other vendors), and as such must be captured via a special claims process. This document is only relevant to incorporated physician societies. The audience for this document includes the following individuals: 1. The physician society s Finance Administrator (accountant or bookkeeper) 2. The physician society s Treasurer (or person responsible for the accounting/reporting of the society s funds) 3. Doctors of BC Accounting staff Page 2

3 4. Doctors of BC Facility Engagement Liaisons (awareness of the financial interface functions). 1.1 Pre-Requisites Completion of the accounting system acquisition and setup, and import of the Facility Engagement Initiative s standard chart of accounts this is described within the document Accounting System Setup Guide. 1.2 Support Contact The Facility Engagement initiative is run by the Specialist Services Committee of Doctors of BC. If you need assistance, please contact us in one of the following ways: Call us Phone number: Toll-free number: You can call us from 9:00 am to 4:00 pm - Monday to Friday (excluding stat holidays). us femssupport@doctorsofbc.ca For accounting related questions, please first contact your physician society s Finance Administrator. 2. Claims for Supplier Invoices Claims for Supplier invoices (Supplier Claims) are submitted by a PS Admin, EA Lead or PS Exec and are explicitly tied to a designated Engagement Activity (this excludes internal operating expenses since these expenses are general in nature and associated with the operation of the physician society, not the Facility Engagement initiative). Supplier claims are submitted as an Expense-only Claim (there is no time portion), and are always settled via manual cheque to the supplier. NOTE: it is vital that all Supplier Claims are settled by manual cheque, and not put through the accounting software via a vendor record. All financial transactions for Supplier Claims will be generated in FEMS, and then exported to the accounting software. Page 3

4 2.1 Capture Supplier Claim 1. In FEMS, on the icon Submit a Claim, click the dropdown arrow and select Submit an Expense : 2. This takes you to the usual Expenses-only claim form: Page 4

5 3. Setting the toggle Supplier Invoice to Yes updates the claim form display to the following view: 4. For the attribute * Supplier, if the particular supplier is not visible in the dropdown list, you have the option add new supplier using the Add New option in the Supplier dropdown list. Page 5

6 5. This renders a pop-up to add the details of the new supplier: 6. Note that suppliers are associated with a specific physician society. 7. Complete the claim details as appropriate and required. Specify the expense type, expense amount and GST, and attach the receipt. 8. Click the button Next when complete; this takes you to the usual Claim Review page: Page 6

7 9. Click the button Submit once your review is complete. Alternatively, use the Back button to edit the claim or the Save button to save the claim as a Draft (the claim details are saved and you can return to editing the claim at a later time). 10. The usual claim submission confirmation is then displayed: Page 7

8 2.2 Approve and Settle Supplier Invoice Claim The supplier claim is then managed as any other claim, and will be reviewed and approved by the EA Lead, PS Exec, or PS Admin for that particular Engagement Activity according to the claim thresholds in place for the physician society. After approval of the claim, the settlement will be via manual cheque and will follow the standard cheque settlement procedure as will be outlined in the Financial Interface Guidelines (forthcoming). Page 8