myBama
Student Life Business Services

Departmental Payment Form

Student Life Departments on the debit/expense side of a DPF will not need to process the entries.

There are some special departmental DPFs that will process the JE on the debit side. If you have questions about whether to send a DPF for FUPLOAD, contact your Business Services Liaison.

Not all departments across campus have a procedure assigning the roles of initiation and actual processing of the DPF in BANNER. If you are dealing with a department outside of Student Life, discuss how roles will be completed. Otherwise, there is a risk that the transaction will post twice in Banner or not at all.

Instructions

Follow the steps below to complete a Departmental Payment Form (DPF):

  1. Find Departmental Payment Form

    The preparer (Paying/Debit Department) will initiate this process by going to the Financial Accounting website.

  2. Signer/Approver Information

    Select the DocuSign Powerform link to input the Powerform Signer Information.

    1. Provide the Paying Department/Preparer name/email
    2. Enter the Document Tracker name/email which is the same as the preparer in the first section
    3. Then, the first level of approval name/email of your Business Services Budget Liaison
    4. Also, the second level approver name/email for the Department Director
    5. Provide the Billing Department/ Receipt name/email

  3. Fill Out DPF

    Select ‘Begin Signing’ and fill out the Departmental Payment Form. The preparer fill out the Debit Information (a combination of debits/credits can be used). Ideally, enter the Billing Department FOAPAL information as well, but not required.

    1. The DocuSign will state “Please Review & Act on These Documents”. Click ‘Continue’.
    2. Select ‘Start’ to begin the auto-navigation tools to walk through the process of filling out the form.
    3. An optional attachment is available to include any needed backup (i.e. e-mails, receipt of a good/service,…)
    4. Enter in the Paying Department name.
    5. Enter in the Description of the Transaction and be as specific as possible.
    6. Complete the FOAP information in the boxes. If the entry is more than 8 lines, check the FOAP information is included in the attachment and attach the FOAP Excel spreadsheet including information.
    7. Enter the Billing Department name.
    8. Click ‘Finish’.

  4. Completed

    Once completed, the form will route to the designated approvers.

  5. Approved

    Once approved, the form will route to the Billing Department/Credit FOAP Department and will receive the signed form. Once the Billing Department chooses Finish and completes the document, the Preparer, Approvers and Billing Department receive a completed copy of the form. If the Billing Department/Credit FOAP information was not available at the time of input, the Billing department will need to add their FOAP in the comment section before they approve. The Billing Department may choose to download the combined PDFs for backup documentation prior to finishing the DocuSign process.

  6. Banner

    Once complete, enter the request into BANNER. The departments receiving the credit/revenue through the DPF will send the completed DPF to their department’s Budget Liaison in SL Business Services. These will be included in a monthly FUPLOAD. Completed DPFs will no longer be sent to Financial Accounting for processing.