A. For ACCOUNTING DEPARTMENT (check and ACH) INVOICES:

1. Click the “Use Pro Rata” checkbox to avoid extraneous invoice lines.  

2. Do NOT enter any shipping, overhead, or other fees into the summary page. Workday will double-add any amounts that appear in the pro-rata fields.

Correct use of pro-rata section for Accounting Department invoices:

Depending on total amount of shipping, overhead, etc combined, either add combined amount and split among funds per method AI below (total $15 or greater) OR use the Postage fund per method AII(total less than $15):

AI. For ACCOUNTING DEPARTMENT INVOICES where shipping, overhead, etc. combined is $15 or greater:

1. 1. Choose “Add invoice line”

   2. Add an “Other” line.

   3. Add the full amount of shipping, overhead, etc. combined.

   4. Each fund that is present on the invoice will be added to one combined shipping, overhead, etc. invoice line to cover a portion of the additional cost.  

      1. Add funds one by one, making sure that all are entered at the same percentage.  The percentage as entered does not have to equal 100%.

      2. When all funds are entered, click the “Redistribute lines” button.  This will calculate the fund split.

      3. If you need to add an additional fund after clicking “Redistribute lines,” add the fund, then set all fund amounts to $0 and click “Redistribute lines” again.

      4. If the shipping is not perfectly divisible by the number of funds, Alma will adjust a line to account for the difference.

      5. Example:  If an invoice has 5 lines, one for Art, one for Music, one for SCIENG, and 2 for Cairns, add 4 funds to the shipping, overhead, etc. line (Art, Music, SCIENG, Cairns).

      6. BOTH 1st and 2nd reporting codes must be entered. The reporting codes for all shipping, overhead, etc lines are:

         1. 1st reporting code: SC00147 - Freight in for Libraries

         2. 2nd reporting code: 4950 Library shipping and related charge

Example:  

AII. For ACCOUNTING DEPARTMENT INVOICES where shipping, overhead, etc. combined is less than $15:

1. 1. Choose “Add invoice line”

   2. Add an “Other” line.

   3. Add the full amount of shipping, overhead, etc. combined.

   4. Add the Postage Fund to the line for the entire amount of shipping, overhead, etc. combined.

   5. BOTH 1st and 2nd reporting codes must be entered. The reporting codes for all shipping lines are:

      1. 1st reporting code: SC00147 - Freight in for Libraries

      2. 2nd reporting code: 4950 Library shipping and related charges

B. For ALL OTHER INVOICES (pcard, deposit account, wire transfers):

1. Add shipping, overhead, and all other fees using the pro-rata fields on the invoice summary.

2. Pcards, deposit account invoices, and wire transfers should all use pro-rata fields.

NOTE: If you are unsure about payment method, add shipping and other overhead via method AI or AII, depending on total amount.