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Procure-to-Pay

Finance Division

Instructions to Complete & Submit a DCF (Non-Labor AP Transaction)

EFFECTIVE DECEMBER 1, 2024

Step 1:  Budget Performance Report: Download your BPR (Budget Performance Report) to show your posted transaction. You will use this information to fill out the FROM section (examples: GL Report (GL324) for departmental transactions and PI Dashboard or GM (GM139) reports for Sponsored Projects transactions)

Step 2. Non-Labor Cost Transfer Justification Form: Complete the Non-Labor Cost Transfer Justification Form. Questions 1-4 should be answered for all cost transfers and the School/Dept/Center should sign.

If question 5 ((a) More than 90 days after posting (b) After a final financial report/invoice has been completed (c) If there is a cost overrun on the sponsored project) is completed then the PI and Pod Manager need to sign as well (this will then be processed though GCAS where the GCAS SPFA and GCAS Controller Designee will review and sign).

Please answer all questions with a detailed response. Make sure the CTJF is signed by all of the appropriate individuals. 

Submitting the Form in Concur Request

  1. Log in to iBuy website: https://ibuy.gwu.edu/ and select IBUY+CONCUR PORTAL (blue box). 
Location of button linking to iBuy Concur website

 

  1. Sign in to Concur.
Concur application sign in screenshot

 

  1. Select Requests from the Home dropdown menu. 

    Selection of Requests from Concur menu

     

  2. Select Create New Request.

    Selection of button to create new request

     

  3.   Select DCF from the Type of Request dropdown menu.

    Selecting DCF as type of request

     

  4. Name of Requestor, Grant Indicator and Home Org will autofill. You will need to fill in the sections: Is this a Grant Request, A/P Detail (Vendor + Invoice) & JE Desc and Comments. Then select Create Request (bottom right). 

    Completion of DCF request form

Your request has now been created and you can move to the From and To portions. You can use multiple From and To sections as needed.

Remember that only one invoice can be used per submission!!

  1. Select Add. 

    Selecting the Add for expected expenses

     

  2. Select DCF FROM.

    Selecting DCF From option

     

All of the information for the FROM section will be taken directly from your BPR (Budget Performance Report) backup documentation (GL324B, GM139, PI Dashboard, etc.). Please see below:

Account (GL: Account/GM: Resource Detail Number)   

BPR Date (GL: Effective Date/GM: PA Date)

Grant/Non-Grant (GL: Non-Grant/GM: Grant)               

Oracle Alias (GL: Org/GM: PTA)

Location (not currently used)                                         

Foreign Activity (if applicable enter Region)

Category/Source (GL&GM Purchase Invoices)

Amount (GL&GM Amount)

Currency (will default to US Dollar)

JE Line Description (GL: AP/Procurement Detail & JE Description/GM: Transaction Detail). 

  1. Select Save.

    Location of the Save button

     

  2. Select DCF TO.

    Selecting DCF To option

Complete in the TO section:

Account (GL: Account/GM: Resource Detail Number)

BPR Date (GL: Effective Date/GM: PA Date) same as FROM

Grant/Non-Grant (GL: Non-Grant/GM: Grant)                                 

Oracle Alias (GL: Org/GM: PTA)

Location (not currently used)

Foreign Activity (if applicable enter Region)

Category/Source (GL&GM Purchase Invoices)

Amount (GL&GM Amount)

Currency (will default to US Dollar)

JE Line Description (GL: AP/Procurement Detail & JE Description/GM: Transaction Detail). 

  1. Select Save.
     

    Location of Save button

Once the FROM and TO sections are complete your ticket will look like this:
 

Screen showing expected expenses entered
  1. Next you will add the attachments. You will be required to add the below:
  • 1. Non-Labor Cost Transfer Justification form
  • 2. BPR Backup documentation
  • 3. Invoice/Receipts

You will select Attachments, Attach Documents and then in the pop up window you will Upload and Attach these documents. 

Location of button to attach documents

 

Uploading and attaching document

 

  1. Finally, you will need to add your department approver.
     
Option to edit approval flow to correct approver

In the pop up window under DCF Approver you can select your approver.

If you need to add an additional Approver you will select Add Step under DCF Approver and then select (you will notice that GCAS and AP are auto filled in).

You can then select Save.

Edit approval flow screen

 

  1.  Double check your expected expenses and make sure your attachments are in place then select submit Request.
Submit Request screen

Approvals 

There are two ways to review the approvals that come through to you for requests. 

  1. On your iBuy home page you will see an Approval section under tasks 
  2. You can access Approvals directly by going to Approvals in the dropdown menu.
Screenshot of DCF approval screen

Your approvals will be under requests. Select the approval, review, and approve.

Concur screen showing approvals

Helpful Tips

  1. DCFs can only be submitted for grants-related transactions processed by University Payables. On the BPR, Payables activity is identified in the Category/Source as 'Purchase Invoices'.
  2. The DCF with a legible copy of the BPR must be submitted to University Payables.
  3. It is the responsibility of the individual that is creating the DCF to ensure the following:
  • All data elements in Concur and on the CTJF are entered.
  • The combination of the organization to be charged or relieved, the expense account code, the award number, the expense effective date and the current GL/GM date must all be accurate. If not, the DCF will be returned to the DCF originator for corrective action. University Payables will not hold the DCF in a pending status awaiting responses for requisite corrective action to be taken.
  1. All CTJFs must be approved with a legible signature of the approver with his/her printed name underneath the signature. To minimize the risk of an issue with the signature, Payables recommends using a digital signature.
  2. No one individual can act in both the role of the preparer and the approver for a CTJF submission.
  3. No one individual can approve a DCF to adjust activity for his/her own iBuy+ expense report.
  4. Only one DCF may be submitted per each submission unless the DCFs are adjusting the identical invoice transaction.
  5. DCF/CTJFs may not be submitted in the Adobe portfolio format.
  6. DCF/CTJF adjustments will not be processed for transactions that cross the university's fiscal year.

Please note: Adjustments submitted more than 60 days after the original posting date must include Section III with the appropriate signatures. The Section III must detail why a more timely submission did not occur and what actions are being taken to avoid these instances in the future.

To avoid a delay in processing a DCF/CTJF or minimize the risk of a DCF/CTJF being rejected, you are encouraged to read and become familiar with the Financial Transactions Adjustment Policy.

All requirements must be met before University Payables can process the request.