Online_Tutorial_AP by fanzhongqing

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									Accounts Payable

              Procurement-To-Pay
                    Tutorial
What we do
•Expenditure Review
•Department/Vendor Relations
•Voucher Processing
•Payment Processing
•Audit
  -1099 Reporting
  -Duplicate Transactions
  -Stale-dated Payments
•Document Imaging
•Forms Distribution
  –Limited Purchase Orders
  –Limited Purchase Checks
  –Campus Orders
•Campus Order Processing
Agenda
•Course Objectives

•Limited Purchase Order

•Limited Purchase Check

•Check Request

•Additional Resources
Course Objectives
•After this course, participants will be
prepared to:

   –Properly use Limited Purchase Orders,
   Limited Purchase Checks, and Check
   Requests to make a payment

   –Prepare these procurement documents
   so that Expenditure Review is expedited
University Policies and Procedures

University Policy and Procedure provides guidelines for small dollar
purchases. You are responsible for following these policies when you
purchase supplies. The Purchasing Department maintains contracts with
many suppliers for the kinds of merchandise you need. In addition to
University contracts, the state has contracts that are available for your
use. Using these contracts could mean substantial savings. Please view
 http://www.generalservices.utah.gov/statewidecontracts/Contracts.aspx
for additional information or call the Purchasing Department to speak
with the appropriate buyer for help with identifying these sources.

A part of your purchasing responsibility includes compliance with the
University’s policy governing Small, Minority and Woman-owned
Businesses (See University Policy & Procedures 4-1:IV.D.4). A
complete listing of Utah Minority and Woman-owned companies is
available at http://www.usdcutah.com/am.html
 or from the Purchasing Department’s Small Business Liaison (581-
8477) . Contact the appropriate buyer in Purchasing for commodity-
specific information.
                               References:
A chart named
                        Procurement Options Chart
“Preferred Methods of
Procurement” can be
accessed via the
Accounts Payable
website under AP
Resources.

It is an excellent
reference in
determining which
financial instrument
can be used to make a
purchase.
For example, if you
are purchasing books,
it would be
appropriate to use a
Limited Purchase
Check, Limited
Purchase Order or
your Purchasing Card.
             Detailed Training Options
Use the space bar (or right arrow) on your keyboard to advance through the complete
tutorial one page at a time and the left arrow to go backwards. Click on the blue words
below to proceed directly to the topic of your choice. The total time needed to complete
the entire tutorial is at least 30 minutes.

Throughout the tutorial hyperlinks are shown in blue text; click once on them to view
that web page. Click on the gray house at the bottom of any page to return to this page.
The escape key on your keyboard will take you out of the tutorial at any time.

             Topic 1: Limited Purchase Order

             Topic 2: Limited Purchase Check

             Topic 3: Check Request
                   Topic 1
        Limited Purchase Order (LPO)

The Limited Purchase Order is designed to make convenient
small dollar (not to exceed $5000) procurements.

It is intended for one-time transactions between the University
and an outside vendor.

Use a Requisition if the agreement includes incremental services
or deliverables and the vendor expects installment or coincidental
payments.
                        When to Use an LPO
         (consult Preferred Methods of Procurement Chart for limitations)
•   Alcoholic Beverages (See Policy and      •   Food for Business Meals, Office
    Procedures)                                  Functions and Recruitment
•   Advertisement Programs and billboards    •   Freight
•   Award Plaques                            •   Insurable Capital Equipment ($1000-
•   Blood Donors                                 4999)
•   Books                                    •   Lab Supplies
•   Coffee Services                          •   Maintenance Agreements
•   Computer Hardware (less than capital     •   One-time Maintenance repairs
    or insurable equipment spending limit)   •   Medical Services
•   Computer Programs and Licensing          •   Office Supplies
    (less than capital spending limit)       •   Photographic Slide Reproduction
•   Employment Agency Temporary              •   Printing and Copying
    Services
                                             •   Restaurants (Banquets and Catering)
•   Equipment (One-time Rental/Payment )
                                             •   Services such as Repairs (custodial
•   Flowers                                      and plant maintenance)
                                             •   Vehicle Rentals
       Obtaining Limited Purchase Orders


To obtain blank Limited Purchase Order forms, you must
complete a written agreement called the “Request for Limited
Purchase Orders” which is available on the Accounts Payable
website.

Limited Purchase Order forms can be picked up in the Accounts
Payable Department; blank forms cannot be sent through the mail.

The person who picks up the blank forms must have a University
ID. Each subsequent request for LPOs must be an original form
and include the appropriate original signatures.
How do you complete the “Request
for Limited Purchase Orders” form?
 LPO Agreement
    Step 1
The date will be automatically set when
you open this form. Type in the
department name, phone number and
campus address
 LPO Agreement
    Step 2




Please enter the campus delivery code
in the space provided on the
agreement. This is important because
the Receiving Department uses this
code for delivering items that they
receive with your Limited Purchase
Order number on the packaging slip.
Your delivery code can be found on
the Employee page in the Campus
Information System or you can call
the Purchasing Department.
LPO Agreement
   Step 3

A default chartfield must be
provided on the agreement. A
project or grant cannot be the
default chartfield.
The “Default Chartfield” is the
chartfield string that will be
charged if an LPO is coded with
an activity or project that is
frozen or that is otherwise
inaccessible. The default
chartfield is also charged if we
do not have a copy of the LPO
that the vendor references on the
invoice.
LPO Agreement
   Step 4

The person who will maintain the
blank LPO stock (LPO Custodian)
and a department representative
who is also an authorized
signatory on the default chartfield
must sign on behalf of the
department in the spaces provided.
Additionally, they must supply
their Employee ID number, email
address and phone number.
 LPO Agreement
    Step 5




Enter number of LPOs requested.
The rest of this space is reserved
for AP use.
How Do You Complete a
Limited Purchase Order?
Limited Purchase Order
        Step 1

Enter the vendor tax
identification number here.

•    If the vendor is not on the
Vendor Master, then an IRS
Form W-9 is required from the
vendor before payment.
Limited Purchase Order
        Step 2
Business meals, refreshments,
recruiting, or entertainment expenses
must include in this section the names
of the attendees (if less than 10) or
name of the group and number in
attendance, a detailed description of the
business purpose of the meeting, and
the date(s) of the function.

All expenditures for business meals,
refreshments, recruiting, or
entertainment require the approval of
the next higher authority. A Dean or
higher authority must approve the
expenditure if alcohol is served, or the
purpose of the meeting is recruiting or
entertainment. The meeting is
considered entertainment if the purpose
of the meeting is relaxation or
amusement, even though food is served,
or if other parties are present, such as
spouses or related children.
Limited Purchase Order
      Steps 3 & 4
Please check one of these boxes and
provide details as necessary. Foreign
vendors cannot be paid with an
LPO; use a Check Request.


Enter complete chartfield information and
amount or percentage to apply to each
line. Note that the total cannot exceed
$5000.
If the account starts with “61” or if the
LPO is greater than $1000, approval from
Property Accounting is required before
payment to the vendor. Required
chartfields left blank, amounts incorrectly
allocated, any lines with accounts 10400
or 10500 or accounts starting with a“3” or
“5” will be charged to the default
chartfield string. The default will also be
charged if AP does not have a copy of the
LPO to match with the invoice.
Limited Purchase Order
      Steps 5 & 6
Enter department or project name,
location, your name and telephone
number, as well as, date order was
placed. Note that invoice must be
dated within six (6) months.




Enter Payee name and address.
Foreign vendors cannot be paid
with an LPO; use a Check Request.
Limited Purchase Order
      Steps 7 & 8

If delivery will be made via the
Receiving Department, put the
ship-to code in this space and
forward a copy to the Receiving
Department. Your ship-to-code
can be found on the Employee
page of the Campus Information
System, or you can call the
Purchasing Department.

One order may be placed for each
LPO. The total order, including
any back ordered items, cannot
exceed $5000.
Limited Purchase Order
        Step 9

Enter details about items
ordered.

See The Preferred Methods of
Procurement Chart for
limitations on items that may
be purchased with this form.
Limited Purchase Order
        Step 10

Check whether the order was
placed by telephone and supply
details as necessary.
Limited Purchase Order
    Steps 11 & 12
The “Authorized Signature” must be on
a signature card in Accounts Payable
and must be either the Principal
Investigator, Account executive,
Department Chair/Head, dean/director or
authorized alternate. This may not be
the same signature as described earlier
for business meals.


The University, as a state agency, is
exempt from Utah sales and use taxes.
Do not pay these taxes. Our tax
exemption number is printed on the
LPOs. A copy of our Utah State Tax
Commission Exemption Certificate can
be found via the Purchasing Department’s
website. The University’s Utah sales tax
exemption certificate does not apply to
purchases outside of Utah.
                         ACH Direct Deposit

Payments can now be made by Direct Deposit rather than by check:

Available for vendors, employees, and students who are on the Accounts Payable Vendor Master
table.

This payment method does not affect payroll and is not associated or coordinated with Payroll
Department’s direct deposit options, or Income Accounting student loans.

There are no checks or advices for this distribution. The payment will be sent directly to the payee’s
bank and an email containing the invoice number(s) and amount paid will be sent to the payee.

Once the vendor or student is set up under this payment method, they must notify Accounts Payable
in writing if they wish to change the account information or want to opt out.

A Stop Payment cannot be made on a Direct Deposit Payment.

Click here to link to the Direct Deposit Authorization Form.
                       Topic 2
            Limited Purchase Check (LPC)

•The Limited Purchase Check may be used by a department for small
purchases up to the limit printed on the face of the check (currently $1000).

•This order is intended for one-time transactions between the University and
an outside vendor.

•Only one invoice may be paid with each check. Use a Requisition for
agreements that include installment payments or multiple deliveries that will
generate multiple invoices.

•These checks are prepared by the ordering department and are delivered (or
mailed) to the vendor without preparing a requisition or obtaining approval of
the Purchasing Department.
              LPCs can be used for the following:

•Anything that can be charged on a Limited Purchase Order up to the dollar limit on
the face of the check. This also means one invoice or receipt per check. Use a
Requisition for agreements that include installment payments or multiple deliveries that
will generate multiple invoices.
•Business Meals (including snacks, food and beverages for staff meetings)
•Office supplies
•Non-employee travel expenses
•Hotel deposits or pre-registration expenses (related to travel on behalf of the
University if the Accounts Payable copy of the LPC is accompanied by a copy of an
approved Travel Request/Reimbursement form; See University Policy & Procedures 3-
10).
•Blood donors and study participants (First payment must include a complete IRS
Form W-9 .)
•Utilities (electric, gas, telephone (including cell phones and pagers), and water). This
does not include space rental.
•Freight
                   LPCs can also be used for:

•Refunds and reimbursements- Reimbursements require the written approval of the next
higher level of supervision. If the goods or services were charged on a personal charge
account, the buyer must provide a detailed receipt showing the items purchased and the
total amount of the payment. The person requesting the reimbursement must also sign the
receipt. (See University Policy & Procedures 3-7, section IV.A.)

•New memberships or renewal membership fees in organizations or associations.

    •New organizational or association memberships paid from University-controlled
    funds may be procured only if necessary to meet program needs or to secure other
    benefits for the University, and must be approved by the cognizant Dean, Director or
    designee or, for university Hospital personnel, by the Hospital Administrator. (See
    University Policy & Procedures 4-4 .)

    •Memberships already approved as described above can be renewed with an LPC if
    approval is supplied in writing by the member’s supervisor.
            Distribution of LPC Copies
The original check and middle check stub go to the vendor. Do not
send the top stub because it contains sensitive data related to our
accounting system. This structure and information is proprietary to the
University information systems and is not generally known. If you
need to send confirmation material to the vendor it should be in another
form.

The Accounts Payable copy should be attached to the original receipt or
paid invoice (no more than one per check) and all related
documentation should be forwarded to Accounts Payable, 145 Park, on
the same day that the check is issued. If the receipt measures less then
8.5 inches by 2.75 inches, kindly tape the receipt to a plain white sheet
of paper. (This makes our scanning process much faster than when
receipts are stapled to the LPC copy.)

The department copy should be retained by the department.

If the check is used for a pre-approved travel related expense, then a
copy of the appropriate travel form must be submitted with the
Accounts Payable copy.
                 Positive Pay System


The person which each department designates as its “Check
Custodian” must use the online Positive Pay System to report
checks to the bank as they are issued by the department. (An
issue is a check that is prepared by the Custodian and is released
to the Payee. A check that has been prepared, yet remains in the
custody of the Custodian is not an issue.) Positive Pay is
covered in the monthly LPC class held by Sandy Jones of the
Accounts Payable Department in the Park Building and
information is also available online via the LPC User’s Guide on
the Accounts Payable Home Page.
          Obtaining Limited Purchase Checks

•   To obtain blank Limited Purchase Checks, you must complete a “Request for
    Limited Purchase Checks” form available on the Accounts Payable website.

•   Limited Purchase Checks can be picked up in the Accounts Payable
    Department. Blank check stock cannot be sent through the mail.

•   The person who picks up the blank checks must have a University photo ID.

•   Each subsequent request for LPCs must be an original form and include the
    appropriate original signatures, as well as a register for the last batch of checks
    written which includes: check number, date written, payee, amount and
    purpose. A check register is also required if a custodian needs to return all or
    part of his check stock.

•   New custodians are required to attend an LPC class which is held monthly in
    the Park Building. Current users are also welcome to attend. Because space is
    limited, please register at the Business and Financial Services website.
How Do You Complete the
“Request for Limited Purchase
Checks” form ?
     LPC Agreement
        Step 1
The date will be automatically set when
you open this form. Type in the
department name, phone number,and
campus address.
     LPC Agreement
        Step 2
Enter your campus delivery code in
the space provided on the agreement.

This is important because the
Receiving Department uses this code
for delivering items that they receive
with your LPC number on the
packing slip.

Your delivery code may be found on
the Employee page in the Campus
Information System or you can call
the Purchasing Department .
    LPC Agreement
       Step 3
A default chartfield (not a
project or a grant) must be
provided.

The “Default Chartfield” is the
PeopleSoft chartfield string
that will be charged for checks
that clear the bank without any
corresponding backup, checks
that we receive without a
chartfield allocation, or checks
that are coded with an activity
or project that is frozen or that
is otherwise inaccessible.
   LPC Agreement
      Step 4

The person who will maintain the
blank LPC stock (LPC Custodian)
and a department representative
who is also an authorized
signatory on the default chartfield
must sign on behalf of the
department in the spaces provided.
Employee ID numbers, email
addresses and the custodian’s
phone number are also required.
    LPC Agreement
       Step 5

Indicate number of checks that
you expect to use in six months.




Reserved for Accounts Payable
use.
How Do You Complete a
Limited Purchase Check?
Limited Purchase Check
      Steps 1 & 2

 Enter the Check Custodian’s
 department, campus address, name
 and phone number.


 Enter complete chartfield(s).
 Allocations to accounts 61000
 through 61405 are not allowed.
 Note that total cannot exceed
 $1000.
Limited Purchase Check
         Step 3
 Payments on behalf of a non-
 resident alien should not be made
 on an LPC without pre-approval
 by the Tax Services department.
Limited Purchase Check
         Step 4
If the vendor is already on the
Vendor Master, then write the
vendor number here.

If a taxpayer ID is required then
attach IRS Form W-9. IRS
reportable transactions include
payments to study participants,
rent and non-employee
compensation. Please consult
Tax Services to determine
whether a particular transaction is
reportable to the IRS.

Link to IRS Form W-9
Limited Purchase Check
         Step 5

This total must agree with the total
on the invoice, the amount written in
plain English and the numeric
amount on the check.
Limited Purchase Check
        Step 6
Business meals, refreshments, recruiting,
or entertainment expenses must include in
this section the names of the attendees (if
less than 10) or name of the group and
number in attendance, a detailed
description of the business purpose of the
meeting, and the date(s) of the function.

All expenditures for business meals,
refreshments, recruiting, or entertainment
require the approval of the next higher
authority. A Dean or higher authority
must approve the expenditure if alcohol is
served, or the purpose of the meeting is
recruiting or entertainment. The meeting
is considered entertainment if the purpose
of the meeting is relaxation or
amusement, even though food is served,
or if other parties are present, such as
spouses or related children.
Limited Purchase Check
      Steps 7 & 8

 Fill in this space if the taxpayer
 ID is not on the invoice, or when
 there is not an address on the
 documentation..




Complete this space if goods will be
delivered. Include your city street
address and building room number.
Limited Purchase Check
      Steps 9 & 10

 Include in this space a brief
 description of the purchase. For
 instance,” office supplies,” “blood
 donor”, “study participant”, etc.



 Enter the date the check is created.
 The check is good for six months
 from the date entered here.
Limited Purchase Check
     Steps 11 & 12



 Write the amount of the check in
 plain English (Ten and no/100).




 Write the name and address of the
 vendor in this space.
Limited Purchase Check
     Steps 13 & 14

 The amount cannot exceed $1000.
 This must match the amount on
 the documentation, the amount
 written in plain English and the
 amount allocated above.




 The signatory must be an
 authorized signer for the activity
 or project charged above.
                     Other Considerations:
I. Security and Accountability

Limited Purchase Checks are highly negotiable and should receive the same
precautionary measures as cash. These checks must be retained in a secure place,
out of sight in the ordinary course of business, and the checks must not be signed
until issued. If a check is lost or stolen, the department must notify Accounts
Payable immediately.

II. Expenditure Review

If an LPC fails expenditure review and Accounts Payable has to perform
additional tasks to get the documentation into a recordable state, a $12.00
processing fee will be charged. Persistent improper use of the LPC will result in
withdrawal of privileges to use these checks, and may result in disciplinary
action for fraudulent use.
III. LPC Cancellation



There are three scenarios when it may be necessary to
cancel an LPC which has been written:

   •Written but unusable and not yet released to vendor

   •Written and released to vendor, but unusable

   •Written, released to vendor and lost
                         Scenario 1
   Written but unusable and not yet released to vendor


 Status                      What do I do?
•You have the unusable       1. Mark “Void” across all check
check in hand                   copies

•The check is unusable due   2. Send yellow copy and original
to:                             check to AP. Custodian should
                                keep Department copy.
   •Clerical error
   •Mutilation               3. Mark check as “SPOILED” in
   •Spilled Coffee              the Positive Pay System
   •Etc.
                        Scenario 2
       Written and released to vendor, but unusable


 Status                           What do I do?
•You have the unusable check      1. Mark “VOID” across check.
in hand
                                  2. Send check to AP. If yellow
•Vendor has returned the             copy has not been sent to AP,
check, there is no further need      then do so now.
for payment.
                                  3. Mark check as “Void” in
   •Duplicate payment                Positive Pay.
   •Wrong vendor
   •Etc.
                       Scenario 3
          Written , released to vendor and lost


 Status                     What do I do?
You do not have the check   Fill out and fax to AP (585-6443) a
in hand                          “Stop Payment" form available
                                               from AP website:
Vendor does not have            http://fbs.admin.utah.edu/downl
check in hand.                        oad/AP/StopPaymentF.pdf
                               Enter the comment “Stopped” in
                                         the Positive Pay System
                            After Stop Payment has been done,
                                            you may issue a new
                                          check.(*See next slide)
 IV. Re-issuing an LPC

The department should wait at least 24 hours and call AP to verify that the Stop
Payment has been placed with the bank before re-issuing a replacement check.

 Without this acknowledgement, the department runs the risk of both checks clearing
the bank.

A comment that this is a replacement check should appear in the memo field of the
check that is being replaced and the replacement check in Positive Pay System.

A copy of the original supporting documentation should accompany the new check to
AP.
                                Summary of Canceling an LPC
                                        Canceling a Check
                                                      Scenarios
                         Scenario 1                  Scenario 2                      Scenario 3
Status         Not Bank Issued *            Bank Issued *                    Bank Issued *
               Clerical Error               Payee returned check             Lost
Reason         Printer ate it
                                            Realized that there is no need
                                            for payment after it has been
               Spilled coffee               bank issued
Location
of Check       Have check in hand           Have check in hand               Do not have check

               Mark "VOID" across check     Mark "VOID" across check         Fill out a "Stop Payment"
Action in                                                                    form from AP website
Submission
to             Send yellow copy and         Send check to Accounts           Once a Stop Payment has
Accounts       original check to Accounts   Payable. If yellow copy has      been done, you may issue
Payable        Payable                      not been sent, then do so        a new check.
                                            now.
Action in      In maintain section select   In void section select the       Make the comment
Positive Pay   "Spoil".                     correct check # to Void          "Stopped".

A check which has been prepared and released to the vendor is a "Bank Issue". A check which has
been written, but not released to the vendor is not a "Bank Issue".
V. Online User’s Guide




Please refer to the Limited Purchase Check User Guide located on
The Accounts Payable Website.

        Any further questions regarding Limited Purchase Checks
may be directed to Sandy Jones (581-5759) or the Accounts Payable
Department’s main telephone line (581-6976).
                       Topic 3
                    Check Requests


A Check Request may be made for any dollar amount. It is
intended for a one time transaction between the University and
an outside vendor. Use a Requisition if the agreement
includes incremental services or deliverables and the vendor
expects installment or coincidental payments.
      When to Use a Check Request



A Check Request is preferred to pay reimbursements,
membership dues, and advance deposits on conferences.

The Preferred Methods of Procurement Chart also lists other
items which can be purchased with a Check Request.
A Check Request is required to pay:

            -Consultants. A Professional Services Agreement is required.

            - Guest lecturers. A Guest Lecturer/Performer Agreement is required.

            -Independent contractors. A Professional Services Agreement is required.

            -Performers (Individual and Group) . A Guest Lecturer/Performer Agreement is
required.

          -Honorarium (An honorary payment made on a special and non-routine basis to
an individual who is not an employee of the university to recognize outstanding
achievement, demonstrate respect or esteem for the individual’s status or position, or to
acknowledge the contribution of gratuitous services to the university. Does not include
prizes and awards to university personnel.)

Please read University Policy and Procedures 4-14 and 3.24.
             Obtaining a Check Request


The Check Request is available in on-line or template versions
for Windows computers or a version that is not numbered for
MAC users.

         -Use the first CQ template to get an auto-numbered
fill-in form that includes check boxes and drop down
selections.
How Do You Complete a Check
         Request?
   Check Request
    Steps 1 & 2


Enter the name of the preparer
next to “FROM:” Fill in
department name, location and
phone number for the preparer.
    Check Request
       Step 2




Check one box and supply country
of residence, if needed. If “Yes” is
checked, the Check Request will
be sent by AP to Tax Services for
approval.
   Check Request
      Step 3




Make one selection in Payment
box. (The form will not allow
more than one.)
   Check Request
      Step 4




Make one selection in Payee
box. (The form will not allow
more than one.)
    Check Request
       Step 5


Complete all boxes for Payee name
and address.
      Check Request
         Step 6
A unique invoice number is required if you
are using the Check Request Template.
This will make future research easier.
Please follow these rules for creating the
invoice number:
-Use the invoice number from the
accompanying documentation (this value
is required if it is available), or
-Use the originating department’s activity
or project number plus a unique value (up
to 11 characters) that will distinguish this
Check Request from all others. For
example, the originator’s initials , plus the
current date, and some other sequence
value or
-Create a unique value (up to 16 numbers
or letters ) that will distinguish this Check
request from all others.

The originating department must keep track
of the invoice numbers that contain unique
values, because the system will reject
vouchers that contain the same vendor,
invoice number,invoice date and amount.
  Check Request
     Step 7


Enter Handling Code of:
    BS -Bookstore
    CM -Campus Mail
    FO -Foreign
    HO -Hospital
    HP -Hold for Pick-up
    PK -Park Building
    SH -Special Handling
    ST -Stuffer
    TR -Travel
    US -US Mail
Check Request
   Step 8




Reserved for Accounts
Payable use only.
     Check Request
        Step 9

Enter complete chartfield(s). If
there is a charge to a project, the
Check Request will be sent to
Research Accounting for approval.
     Check Request
        Step 10


If the amount in any one activity is
greater than $1,000, AP sends the
Check Request to General
Accounting for approval.
   Check Request
      Step 11

If a taxpayer ID is required
for this transaction, an IRS
form W-9 must be attached
to the Check Request or
one must already be on file
(less than 2 years old). If
not, the voucher will be put
on hold until one is
received. (See Tax
Services to determine
whether a transaction is
reportable to the IRS.)
   Check Request
      Step 12



Fill in the Date(s) of
Service if the payment is
for professional services.
   Check Request
      Step 13
Purpose/explanation should be
descriptive. ( For example if this is
a reimbursement for a luncheon that
was paid by the payee, indicate the
number of attendees, business
purpose of the meeting and the
date.)
The Check Request must have the
documentation required by the type
of transaction. (If this is a payment
to an independent contractor, then a
copy of the agreement must be
attached, etc.)
If alcohol was served during the
meal discussed above, then the
expenditure requires a
Dean/Director, or higher approval.
   Check Request
   Steps 14 & 15

The terms start on the date
prepared or the date on the
invoice. We also need to know
who to contact if we have a
question about the Check
Request.



All Check Requests must be
signed with an original signature
and the signatory must be on file
in Accounts Payable. If the
signatory is a Department Chair
or above, then this is not a
requirement.
    Check Request
       Step 16


All new memberships and
reimbursements require the
signature of the Payee’s next
higher supervisory authority.
     What is a Next Day Check?

If we receive a Check Request with an accompanying $12 Campus Order for special
handling:

    •Before 1:00pm we will create a check the following morning providing that the
    Check Request will pass expenditure review.

    •After 1:00 pm we will try to work the voucher into the same day production and
    pay it the next morning. If we cannot process the request on the day that we
    received it, it will be processed the next morning and paid the morning of the
    second day. These checks will be mailed with our regular check production.

    All requests for “same day” checks must be hand delivered to an Accounts Payable
    supervisor, and will be handled responsibly on a case-by-case basis depending
    upon the available resources.
          Check Requests Marked
            “Hold for Pick-up”
When should a department request a check be held for pickup?

    •When the department has documentation that they want to include with the
    check to the vendor. (Please also send a copy to AP with the CQ for audit
    purposes.)

    •When the vendor wants to pick up the check to avoid the mail delays.

    •If the vendor is a guest lecturer or performer who expects their payment
    immediately or upon completion of their lecture or performance.

    •When the vendor is an individual who has a special immediate need.

We expect the originating department or payee to pick up the check within 24 hours
after it is printed. If the check is not picked up within five business days, Accounts
Payable will mail the check to the payee on the check. Please remember that a picture
ID is required from the person who picks up the check.
                         Other Considerations:
I. ACH Direct Deposit
Payments can now be made by Direct Deposit rather than by check:

     •Available for vendors, employees, and students who are on the Accounts Payable Vendor Master
     table.

     •This payment method does not affect payroll and is not associated or coordinated with the
     Payroll Department’s direct deposit options.

     •There are no checks or advices for this distribution. The payment will be sent directly to the
     payee’s bank and an email containing the invoice number(s) and amount paid will be sent to the
     payee.

     •Once the vendor or student is set up under this payment method, they must notify Accounts
     Payable in writing if they wish to change the account information or want to opt out.

     •A Stop Payment cannot be made on a Direct Deposit Payment.

     •Link to the Direct Deposit Authorization Form here.
II. Stop Payment on a Check Printed by AP


    •The Stop Payment Request Form can be found on
    AP website.

    •Fax/Send completed form to AP (585-6443). Be
    sure to include a valid reason for voiding the check,
    mark whether the check should be reissued or
    simply voided and include the check , if possible.

    •It is also acceptable to mark “VOID” ,the reason
    for the stop, your name and phone number directly
    on the check and deliver it to AP.
III.Travel Related Payments on a Check Request


   Accounts Payable can pay only the following travel related
   expenses on a Check Request:

    •Immunizations
    •Passports
    •Visas
    •Local mileage
    •Local conference registrations

    For all other travel related expenses, the department must
    register the trip, obtain a travel number, and submit payment
    requisition to Travel Department.
 Reimbursement for Travel
      Start

                                        Are expenses only local        Go To
   Is the traveler a           YES                              YES
                                          mileage and/or local         Option
University employee?
                                           registration fees?            'A'
        NO




                                                NO
                           Go To
   Is 'U' paying for YES                 Do expenses include
                           Option       payment for an overnight YES   Go To
   airfare or hotel?
                             'B'          stay or travel where         Option
        NO




                                          destination is >100            'B'
                                             miles away?




                                                NO
              OPTION
                'A'                      Do expenses include     YES   Go To
  Prepare a check request for AP.                                      Option
                                               airfare?
                                                                         'B'




                                                NO
                                                                 YES   Go To
                                        Immunization, passport
                                                                       Option
                                         and/or visa expenses
              OPTION                                                     'A'
                'B'
Department must register trip, obtain
 travel number and submit payment
  requisition to Travel Department.
Conclusion
•You have now learned how to:

  –Properly use a Limited Purchase Order,
  Limited Purchase Check and Check
  Request to make a payment

  –Complete a Limited Purchase Order,
  Limited Purchase Check and Check
  Request so that AP’s expenditure review
  will be expedited
Additional Resources
                                       John Downing




             Michele Thomas                                             Judy Chan




                                            Alice Averett          Maria Nielsen    Angela Sullivan
Sandy Jones (LPCs)        Processors
                                          (Check Production)         (Audit)        (Vendor Master)




                                                           Front Desk




                                                         Scanning Room




•AP Website: www.ap.admin.utah.edu
•AP Main Phone: 581-6976
•AP Fax Number: 585-6443

								
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