Check Request

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					Procedure 3401 PR.2
Check Request
Revision Date 3/12/03


  1 – How to Use the Check Request ................................................................................................................................................1
     Purpose of the CR .........................................................................................................................................................................1
     CR versus ER ................................................................................................................................................................................2
     Vendor Setup .................................................................................................................................................................................2
     Obtain CR Form and CR Number..................................................................................................................................................2
     Wire Transfers ...............................................................................................................................................................................3
     When to Submit the CR .................................................................................................................................................................3
     Distributed Reimbursement Authority ............................................................................................................................................3
     Reimbursable Expenses ................................................................................................................................................................3
     Immigration Status and Eligibility for Payment...............................................................................................................................4
     Required Documentation ...............................................................................................................................................................4
     If You Have Questions ...................................................................................................................................................................4
  2 – Payee Information Section ........................................................................................................................................................4
     Payee Name ..................................................................................................................................................................................4
     Payee Address...............................................................................................................................................................................4
     Taxpayer ID ...................................................................................................................................................................................5
     Vendor Number..............................................................................................................................................................................5
     TR # (optional) ...............................................................................................................................................................................5
     Vendor Type ..................................................................................................................................................................................5
     Type of Organization......................................................................................................................................................................6
     Citizenship Status ..........................................................................................................................................................................6
  3 – Non-Employee Travel/Business Meal Reimbursements ........................................................................................................6
     General Guidelines ........................................................................................................................................................................6
     Documentation...............................................................................................................................................................................7
     Missing Receipts............................................................................................................................................................................7
     Transportation................................................................................................................................................................................7
     Ground Transportation (Vehicle Mileage, Taxi) .............................................................................................................................8
     Lodging ..........................................................................................................................................................................................8
     Personal Meals ..............................................................................................................................................................................8
     Business Meals and Entertainment ...............................................................................................................................................9
     Other Travel Expenses ..................................................................................................................................................................9
     Conference Fees ...........................................................................................................................................................................9
  4 – Honoraria, Royalties, Study Subject Payments, etc. ............................................................................................................10
     What to Include in Section II ........................................................................................................................................................10
     CT Athlete and Entertainer Tax ...................................................................................................................................................10
  5 – Other Payments ........................................................................................................................................................................10
     What to Include in Section III .......................................................................................................................................................10
  6 – Total Amounts/Refunds ...........................................................................................................................................................11
     Calculate Total Amount................................................................................................................................................................11
     Outstanding Advances.................................................................................................................................................................11
     Amt Due Payee vs. Refund To Yale ............................................................................................................................................12
  7 – Obtain Authorizations and Submit the CR.............................................................................................................................12
     Preparer .......................................................................................................................................................................................12
     Authorization ................................................................................................................................................................................12
     Submission and Record Retention ..............................................................................................................................................12
     Payment Processing ....................................................................................................................................................................13



1 – How to Use the Check Request

Purpose of the CR
Use the Check Request (CR) to request payments to non-employees for the following:
  • travel or other university business expense reimbursements for non-employees
  • other payments to non-employees such as:
       • professional services
       • honoraria
                                                                                                  Check Request

     • prizes and awards
     • certain fellowships.
You can also use the CR to pay licensing agencies, conference sponsors, journal publishers, etc., when a
purchasing card cannot be used and there is not a standard invoice.

CR versus ER
Use the Check Request for payments to individuals who are not University employees and belong to one
of the following categories:
  • associate
  • consultant
  • fellow of school or college with access for University research, teaching or college functions; also
    includes Corporation member
  • postdoctoral fellow
  • voluntary faculty
  • student who is not a W-2 employee of the University
  • any other non-employee individual.
Use the Employee Reimbursement (ER) form to reimburse faculty, staff, casual employees,
postdoctoral associates, retired employees, and student employees.
If you are uncertain of the individual's employment status, do one of the following:
  • look up the individual's status in the HR system, if you have such access, or
  • call Employee Records, 2-5538.

Vendor Setup
The Procurement Office can use the information on the Check Request form to set up a new vendor in
the University's vendor database (see Section 2). Therefore, completion of a separate Vendor Setup
Request is optional.
However, if you know ahead of time that you will be paying or reimbursing someone via a Check
Request, it is strongly recommended that you set up the payee in the vendor database in advance. Use
the Vendor Setup Request (VSR) form for this purpose. The form is available on the Quick Forms web
site.
Advance vendor setup will expedite the Check Request payment. (For Accounts Payable processing
time, see Section 7, Payment Processing).
  • Example:
    At the start of the term, you have a list of speakers who will receive honoraria for participating in a
    lecture series over the next several months.
    You prepare and submit VSR forms for the speakers now. The Vendor Compliance Unit sets them up
    in the vendor database and sends you their vendor numbers.
    When it's time to prepare the Check Requests, you know that the payees are already in the vendor
    database and you have their vendor numbers on hand to record on the CRs.

Obtain CR Form and CR Number
Obtain the CR form from the Quick Forms web site.
This form requires a unique transaction control number (TCN). Obtain the TCN at the same web site
where you obtained the form:
  • Go to Get TCN.
  • Follow the instructions to generate the unique TCN.
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  • The TCN generator lets you request multiple CR numbers at one time. If you do this, you can print the
    list of generated numbers. Be sure to use each number only once.
Enter the TCN in the CR field (CR: __) in the upper right-hand corner of the CR form. This number
uniquely identifies each CR form. You must enter a CR number on each CR form before submitting it for
approval.

Wire Transfers
If you want the CR to be paid by wire transfer:
  • Complete a Request for Wire Transfer form, available from the Quick Forms web site.
  • Obtain the required departmental authorization signature on the wire transfer request.
  • Attach the form to the CR (note on the face of the CR: "Wire Transfer Request attached").

When to Submit the CR
Check Requests for reimbursement of non-employee travel and other expenses must be filed within ten
(10) business days after the date of completion of the trip, or the date on which the expenses were
incurred.

Distributed Reimbursement Authority
Departments can request distributed reimbursement authority for Check Requests for travel and
miscellaneous reimbursements.
  • Requests for distributed authority must be approved by the department business manager and/or
    Training and Access Coordinator (TAC). Individuals who are approved for this responsibility will be
    required to attend training before being granted distributed authority.
This authority allows the department to submit CRs by fax or e-mail attachment to Accounts Payable. The
department assumes responsibility for retention of the original signed CR and all original receipts and
other supporting documents.
Departments that do not have distributed reimbursement authority must submit original signed CRs to
Accounts Payable with all original receipts and other supporting documents attached.
See Section 7 for specific submission instructions.

Reimbursable Expenses
The University will reimburse an expense only if all of the following conditions are met:
  • The expense must be a University business expense and must be of a type reimbursed under
    University policies
  • The business purpose of the reimbursement must be clearly stated on the Check Request form.
  • The amount of the expense must be substantiated in accordance with University policies (e.g., by
    original receipts).
  • If applicable, the time, date and place of University business travel or entertainment must be included
    on the CR form. The business relationship to the University of persons entertained or using the facility
    or property must also be included on the CR form.
Expenses that are reimbursed based on the conditions set forth above are not treated as income to the
individual and generally will not be subject to tax withholding or reporting.
If an expense does not satisfy the conditions set forth above, but is reimbursed, the amount may be
reportable as taxable income and subject to tax withholding and /or reporting.
(See next section for special limitations on reimbursements to individuals who are not citizens or
permanent residents of the U.S.)



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                                                                                                 Check Request



Immigration Status and Eligibility for Payment
The Immigration and Naturalization Service restricts the types of payments that can be made to persons
who are neither citizens nor permanent residents of the United States.
Departments should work with the Office of International Students and Scholars (OISS) prior to the
individual’s arrival in the U.S. to arrange for the appropriate visa for the type of payment contemplated.
If the person is already in the U.S., verify payment eligibility before commissioning the individual to
provide services or agreeing to reimburse him or her for expenses. In some circumstances, the individual
may not be eligible for the desired payment.
Refer to Check Request for International Payees, a comprehensive guide and planning tool maintained
by the University Tax Office regarding payments to international visitors. It provides the following
information:
  • Immigration and Naturalization Service (INS) rules and restrictions;
  • required documentation for payments by the University; and
  • federal and state income tax withholding and reporting rules applicable to the University.
For assistance, contact OISS at 432-2305 or the International Tax Office at 432-5597.

Required Documentation
Non-employee individuals must submit receipts to support expenses for which reimbursement is
requested. See Section 3 for specific documentation requirements for travel expenses and for business
meals and entertainment. For non-employee travel reimbursement guidelines refer to Policy 3301.
See Section 2 of this procedure for documentation requirements for payments to individuals who are
neither U.S. citizens nor lawful permanent residents.
See Section 4 for documents that may be required for payments to athletes or entertainers who are not
Connecticut residents who wish to claim exemption from the Connecticut A&E Tax or a reduced rate of
withholding.

If You Have Questions
If you have any questions about the CR form or required supporting documentation, contact the Accounts
Payable Help Desk at 432-5394, aphelpdesk@yale.edu.



2 – Payee Information Section

Payee Name
Enter the Payee Name – this is the legal name of the person or organization to which the check will be
issued.
  • The check can only be made payable to the company or individual providing the goods or services; it
    cannot be made payable to an alternate payee, such as a charity or mutual fund, on the individual's
    behalf.
  • If applicable, enter the Trade Name. Certain vendors, especially sole proprietors, may use a business
    name that is different from the name they use with the IRS.
     • Example: John Jones has an appliance repair business. He files taxes under the name John
       Jones (vendor legal name), but he calls his business Jones Appliance Repair (trade name).

Payee Address
Enter the payee's Payment Mailing Address. U.S. addresses must include city, state and zip code.
Foreign addresses must include city, province, postal code and country.
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                                                                                                 Check Request

  • You only need to enter the payee's Residence, Domicile or Permanent Place of Abode: The
    Payee’s residence for Income Tax reporting purposes – if it is different from the Payment Mailing
    Address.
If you do not want the check mailed to the payee, complete the Special Handling section as shown
below.


                                          Special Handling options
      Check held at the          • Mark the Hold for pickup box and provide a contact e-mail address.
      Accounts Payable           • When the check is ready for pickup, Accounts Payable will notify the
      Office until an              department at the e-mail address provided.
      authorized person
      from your department       • The person who picks up the check must present his/her Yale ID.
      can pick it up
      Check sent by              • Mark the Return to department box. and enter the campus mail
      campus mail to your          address.
      department
      A form must be             • Mark the Mail enclosed form with check box.
      enclosed with check        • Attach the original form and one photocopy.
      (e.g. subscription
      card)


Taxpayer ID
You must provide the payee's taxpayer identification number (SSN, EIN, ITIN) on the CR. Obtain the
taxpayer ID from the payee. A W-9 form may be used for this purpose.
Departments may request an exception to this requirement, but reportable payments made to a payee
who has not supplied a taxpayer ID number may be subject to backup withholding at a rate of 31%, as
required by IRS rules.

Vendor Number
Enter the payee's vendor number from the University's vendor database in the space provided on the CR
form. Use Web Procurement Query to look this up.


                    If…                                              Then…
   the payee is not in the vendor              • Check New Vendor.
   database                                    • Complete the rest of the CR form.
                                               • Submit to Accounts Payable.
   the payee is in the vendor database         • Enter the vendor number on the CR form.
   but some payee data has changed             • Also check Change vendor data.
   (e.g., new address, change in
   citizenship status)                         • Submit to Accounts Payable.

   In either case, a separate Vendor Setup Request form is not required.


TR # (optional)
If airfare was directly billed to a University account with a Travel Requisition, you may enter the TR# for
your own reference, but do not itemize the airfare in the CR form, and do not attach the passenger
receipt/air coupon.

Vendor Type
Complete this section if the payee is a new vendor or the vendor type has changed.
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                                                                                                Check Request

Check the box that shows the payee's vendor type:
  • Vendor: Corporations, partnerships and individuals that routinely provide goods and services. Also
    indicate whether the vendor provides goods, services, or both. If vendor provides services, enter type
    of service.
  • Non-Employee: Individuals such as visitors to the University who are not University employees and
    who receive honoraria and/or travel reimbursements (not individuals who routinely sell goods or
    services – see Vendor above).
  • Petty Cash Custodian: Employees who are authorized custodians of specialized petty cash funds.
    They are set up in the vendor database with "PCC" following their name.
  • College/University: Colleges or universities that provide goods or services to Yale.
  • Tax Authority: Use only as directed by the University Tax Department.

Type of Organization
Complete this section if the payee is a new vendor or the organization type has changed.
Check the box that shows the payee's organization type. If unsure, contact the payee to inquire.

Citizenship Status
Do not leave this section blank. This information is necessary to determine federal tax reporting and
withholding requirements, and to determine eligibility for tax treaty benefits that may allow reduced tax
withholding or exemption from withholding.
   If the payee is…                                            Then…
 a U.S. citizen or a        • Check Yes. Skip the remaining questions in this section.
 lawful U.S.
 permanent resident
 (green card holder)
 neither a U.S. citizen     • Check No.
 nor a lawful U.S.          • Enter the individual's country of permanent residence.
 permanent resident
                            • Attach a copy of the individual's I-94 form.
                            • Determine other required documentation by consulting the Check
                              Request for International Payees web site. Attach all required documents to
                              the CR.
                            • Check boxes to indicate:
                               • If the payment is for work performed outside the U.S.
                               • If the individual is claiming a treaty benefit:
                          If required documentation is not attached to support a claimed treaty
                          benefit, tax withholding will automatically be deducted from payments
                          (except for substantiated qualifying reimbursements).


3 – Non-Employee Travel/Business Meal Reimbursements

General Guidelines
Non-employee travel expenses are expected to comply with University policy in order to be eligible for
reimbursement. Specific guidelines are contained in Policy 3301 Traveling on University Business.
Department business managers should assess the reasonableness and validity of claimed expenses
before authorizing reimbursement, and should make certain that the individual has submitted adequate
supporting documentation for all claimed expenses, as described below.

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                                                                                                      Check Request

All reimbursement requests for travel expenses should be submitted within two weeks (10 business days)
after the completion of the trip.
In Section I of the CR form, enter a brief description of each travel expense, the PTAEO, and the amount
of that expense.

Documentation
Travelers must provide receipts to support University business expenses for which reimbursement is
requested. For any single travel expense up to $25, receipts are not required. If the per diem rate is used
for meals and incidental expenses, receipts are not required for those expenses. Receipts are required
for all other expenses. (See Supporting Documentation for Business Expenses.)
Original receipts must always be submitted for the following:
  • major mode of transportation (unless directly billed to the University): for air travel, the passenger
    receipt coupon
     • travelers can request a passenger coupon at check-in. If a traveler is unable to obtain a coupon, a
       copy of the itinerary with proof of payment (e.g., credit card statement) is an acceptable
       alternative.
  • lodging: the original itemized hotel receipt
  • personal meals if claiming actual expenses rather than the per diem rate (for meals up to $25
    receipts are not required)
  • car rental: the final receipt indicating daily rate, mileage, vehicle size, insurance options, plus gas
    receipts
  • business meals and/or entertainment: a receipt that itemizes any alcoholic beverages separately.
    (A list of attendees with their business relationship to Yale must also be provided.)

Missing Receipts
If a receipt is missing for travel expenses over $25, it is the responsibility of the individual to make every
effort to obtain duplicate receipts.
If a duplicate receipt is impossible to obtain, department business managers may authorize
reimbursement of unreceipted travel expenses up to $50, other than those listed above. If there is no
receipt for expenses that exceed $50, an exception to the policy must be acquired from the office of the
controller for staff and office of the provost for faculty.
Authorization of unreceipted expenses should be an exception, not a general practice.



Transportation
(Air, Rail, Car rental)
If car rental, air or rail tickets were directly billed to the department via a Travel Requisition, do not list
those items on the CR.
Itemize separately the major mode of transportation (unless the expense was directly billed to the
University). Enter the PTAEO to be charged and the total reimbursable amount. Enter expenditure type
871010 for domestic air/rail travel and 872010 for international air /rail travel. Enter 871030 for domestic
car rental and 872030 for international car rental.
On subsequent lines, enter any other reimbursable transportation expenses, with PTAEOs and totals.
Penalty fees:
If a trip is changed or cancelled because of University business needs or circumstances beyond the
traveler's control (e.g., conference or event canceled), the individual can be reimbursed for airline penalty
fees on presentation of:
  • the printed itinerary that includes the changed or cancelled flight, and
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                                                                                                    Check Request

  • documentation of the penalty charge, proof of payment (credit card statement or cancelled check),
    and reason for the change or cancellation.
Individuals will not be reimbursed for penalty fees resulting from trip changes or cancellations for personal
convenience.
Unused tickets:
If the ticket is refundable, a refund should be obtained.
If the ticket is nonrefundable and was direct-billed to the University through Yale Travel Services, it can
be applied to the traveler's next Yale-related trip. If the unused ticket is a paper ticket, the traveler should
return it to the department for retention.
If the ticket is nonrefundable but was purchased with a personal credit card for reasons of personal
convenience, the traveler will not be reimbursed for the airfare until the trip is taken.

Ground Transportation (Vehicle Mileage, Taxi)
A non-employee who uses a personal vehicle for travel on University-related business can be reimbursed
at the mileage rate published in the Controller's Office Fact Sheet.
  • In the description section enter the number of business miles traveled in the personal vehicle.
    Calculate the mileage reimbursement using the established rate enter the PTAEO and total amount.
    Enter expenditure type 871040 for domestic and 872040 for international ground transportation.

Lodging
Itemize lodging separately. Enter the hotel name, number of nights and room rate in the description
section. Enter the PTAEO and the total amount of the reimbursable expense. Enter expenditure type
871020 for domestic and 872020 for international lodging.
The traveler will not be reimbursed for a deposit or guarantee penalty if he/she failed to make a timely
cancellation notification, unless there were extenuating circumstances beyond the control of the traveler.
To obtain such reimbursement, the traveler must submit documentation of the extenuating circumstances
that justify reimbursement.



Personal Meals
Actual expenses:
Reimbursement should be requested for actual personal meal expenses whenever possible.
  • Enter Personal Meals Actual Expenses in the description section. Enter the PTAEO and the total
    actual cost of the meals, as reflected in attached receipts.
  • For meals up to $25 receipts are not required.
  • Alcoholic beverage expenses must be listed on a separate line and charged to expenditure type
    873000. Alcohol cannot be charged to federal grants and contracts.
Per diem:
When it is not possible or practical to claim actual meal expenses, the federal published per diem rates
for meals and incidental expenses (M&IE) can be claimed, for the continental United States and for
foreign countries.
  • Enter Personal Meals Per Diem, the applicable per diem rate, and the number of days claimed, in
    the description section. Enter the PTAEO and the total per diem amount claimed. Enter expenditure
    type 871050 for domestic and 872050 for international meals.
  • Federal per diem rates are updated periodically. Be sure to use the rates in effect on the dates of
    travel. It may be helpful to attach a copy of the pertinent per diem rate web page. Department
    business managers are responsible for monitoring correct use of per diem rates.


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  • Incidental expenses included in the federal M&IE rate are laundry, dry cleaning, and tips for services.
    When the per diem rate is used, the traveler should not request reimbursement for such expenses
    separately.
Travelers may be reimbursed both actual meal expenses and per diem during a single trip, but only one
method of reimbursement may be used for any given calendar day.
Reimbursement should only be claimed when the traveler incurred actual travel-related meal expenses:
  • The per diem should not be used when meals were paid for by a host or included in conference
    registration fees.
  • When travel covers only part of a day, such as the day of departure or return, or if the cost of one or
    more meals is covered by another source, use actual expenses or prorate the per diem rate
    accordingly.

Business Meals and Entertainment
In certain cases, non-employees may be reimbursed for business meals and entertainment events that
are appropriate to the situation and the nature of the business conducted by Yale schools and
departments.
  • Business meals are meals at which faculty, staff, students or external parties are present for the
    purpose of conducting substantial and bona fide University business.
  • Business entertainment and/or other social events are events involving faculty, staff, students or
    guests of the University in which a substantial purpose of the event is social in nature.
In the Business Purpose section of the CR form, briefly state the business purpose of the meal or event,
and list the attendees with their business relationship to Yale. Attach the list on a separate sheet if
necessary.
Itemize each reimbursable business meal or event expense. Enter a brief description of the meal or
event, the PTAEO and the amount. Enter expenditure type 874000 for Business Meals.
Alcoholic beverage and entertainment expenses must be listed on a separate line These expenses
cannot be charged to federal grants and contracts. Enter expenditure type 873000 for Alcohol and
Entertainment.

Other Travel Expenses
(Miscellaneous)
Travelers may request reimbursement for:
  • laundry services that are reasonable and necessary due to an absence from home for more than five
    consecutive days or when unusual circumstances mandate these services.
  • Costs for laundry and tips for services are included in the per diem rate for meals and incidental
    expenses. If the per diem rate is used, the traveler should not request reimbursement for such
    expenses separately.
  • telephone calls or internet services that are reasonable and necessary for conducting University
    business, and a reasonable number of personal telephone calls that allow travelers to stay in contact
    with their families.
Itemize claimed expenses on the ER, enter the appropriate PTAEO. (i.e., do not list as "miscellaneous
expenses") and attach receipts. Enter expenditure type 871060 for domestic and 872060 for international
expenses. For travel expenses up to $25, receipts are not required.
Other personal expenses incurred while traveling on University business will not be reimbursed. These
include in-room movie rentals, in-room alcoholic beverages, babysitting, recreational activities, and similar
expenses. See Exhibit 3301EX.A for a list of miscellaneous non-reimbursable travel expenses.

Conference Fees
For conference and registration fees that need to be paid prior to the conference, use this form. Enter the
appropriate PATEO and expenditure type 875000.
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Note that conference and registration fees that have been paid by the employee will only be reimbursed
after the event has taken place.

4 – Honoraria, Royalties, Study Subject Payments, etc.

What to Include in Section II
Itemize in this section all payments to non-employees for:
  • honoraria
  • prizes and awards
  • study subject participation
  • royalties.
For each payment, enter a description of the item or service (for lectures, performances or other events,
include the date(s) of the event), the PTAEO and the amount.
  • Use the correct expenditure type for the specific type of payment; consult the COA Handbook if you
    do not know the correct expenditure type.
Attach supporting documents.

CT Athlete and Entertainer Tax
If the payee provides services as an athlete or entertainer, including public speakers and guest lecturers,
etc., and is not a Connecticut resident, the State of Connecticut requires that Yale withhold 5% state tax
from the payment, unless the payee qualifies for a reduction in withholding or exemption from withholding.
See Policy 3410 for more information.
For help in determining the applicability of this withholding tax, contact the Yale Tax Department at 432-
5530 or visit their web site at www.yale.edu/tax/ct_a_e.html
    If the payee…                                            Then…
  claims exemption          • Attach to the CR a completed and signed Form CT-590. The individual
  from withholding            must qualify for exemption based on one of the reasons provided on the
                              CT-590.
 does not qualify for       • Mark the Subject to CT Athlete and Entertainer Tax check box in
  exemption, or the           Section II.
   necessary forms
 claiming exemption
  are not attached to
        the CR
   wishes to request        • The individual must submit Form CT-588 directly to the State. In
       reduced                response, the State will send an authorized Form-CT-595 to the
     withholding              University setting forth the reduced withholding rate. Attach this Form CT-
                              595 to the CR.
                          It is important to establish eligibility for reduced withholding before
                          the first payment is made to avoid complicated correction procedures.


5 – Other Payments

What to Include in Section III
Use Section III of the CR to request payments that cannot be made with a purchasing card and where
there is not a standard invoice. Section III can be used for:
  • goods up to $500

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                                                                                              Check Request

  • license fees
  • conference fees
  • subscriptions
  • reprints
  • dues and memberships, etc.
The check request process should not be used to pay for goods over $500. Such items must be
purchased via a purchasing card, department order (OK to Pay), VIP contract order or standard purchase
requisition, subject to the limits associated with each method. See the Purchasing Matrix for preferred
methods.
For each item in Section III, enter a brief description, the PTAEO, and the total amount of the expense.
  • Use the correct expenditure type for the specific type of payment; consult the COA Handbook if you
    do not know the correct expenditure type.
Attach receipts.
If you have an order form, registration form, etc., that Accounts Payable must enclose with the payment:
  • attach the completed form plus one copy, and
  • check the Special Handling box "Mail enclosed form with check" on the CR form.



6 – Total Amounts/Refunds

Calculate Total Amount
The Excel version of the CR automatically calculates the sum of all the amounts entered. The sum
displays in the bottom Total Amount field.
  • If you are completing the form on paper, add up all the amounts in the Total Amount column on the
    right and enter the total in the bottom Total Amount field.
If there is no outstanding advance for the payee, the Excel version of the CR automatically displays the
Total Amount again as Amt Due Payee. If you are completing the form on paper, enter the Total Amount
as Amt Due Payee.

Outstanding Advances
If the payee is a postdoctoral fellow or student who has an outstanding advance, the outstanding amount
must be deducted from this payment request. If the outstanding amount is greater than the requested
payment, the individual owes the University a refund of the excess amount of the advance.
1. Enter the Travel or Expense Advance Request (TEAR) number in the designated space.
2. Enter the outstanding advance amount in the Outstanding Advance Amount field.
     • If another CR has previously been submitted to offset a portion of the advance, enter only the
       remaining outstanding advance amount, not the total original advance amount.
3. The Excel version of the CR automatically calculates the difference between Total Amount and the
   Outstanding Advance Amount. The result displays as Amt Due Payee or Refund To Yale.
4. If you are completing the form on paper, subtract the outstanding advance amount from the Total
   Amount.
     • If the Outstanding Advance Amount is less than the Total Amount, enter the difference as Amt
       Due Payee.
     • If the Outstanding Advance Amount is greater than the Total Amount, enter the difference as
       Refund To Yale.



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Amt Due Payee vs. Refund To Yale
Amt Due Payee is the amount that the payee will receive.
  • The check will be mailed to the individual’s payment mailing address unless special handling is
    requested at the top of the form.
Refund To Yale is the remaining amount of an outstanding advance that the payee must repay to the
University.
  • Obtain a check from the individual for this amount, payable to Yale University. (Use of cash to settle a
    balance due Yale is discouraged.)
  • Attach the check when submitting the CR form. (AP will enter a RIF deposit record for the payment.)




7 – Obtain Authorizations and Submit the CR

Preparer
Enter the preparer’s name, phone number, department and e-mail address in the spaces provided. This
information is essential so that you can be contacted if there is a problem with the Check Request. The
preparer must sign the form.

Authorization
For non-employee reimbursements, the payee's signed request for reimbursement (e.g., a letter or
memo) must be attached to the CR. This serves as the individual's authorization for the request.
The CR must be reviewed and signed by a department administrator who is not also the preparer of the
form. By signing, the authorizer accepts the authorizer certification printed on the form.
If exceptions to University policy have been authorized, the relevant University officer or designee must
sign and date the CR form in the space provided. Relevant supporting documentation must be attached.
Leave the Secondary Approval area blank. Secondary approvals are obtained by the Accounts Payable
Office if total expenses exceed specified dollar amounts.

Submission and Record Retention
Submit the CR as shown below. Retain records in accordance with University record retention policy.
Records should be readily available in case of questions or audit.


   If department has distributed                 If department does NOT have distributed
    reimbursement authority…                            reimbursement authority…
 Do not submit receipts to Accounts       Attach original receipts and other required documents to the
 Payable.                                 CR:
 Retain:                                    • Retain:
   • the original completed, signed         • a copy of the completed, signed CR
     CR                                     • copies of all receipts and other attachments.
   • all required original receipts and
     other supporting documents.




03/12/03                                                                                        Page 12 of 13
                                                                                                                          Check Request

 E-mail the completed, signed CR                       • Deliver the original completed and signed CR form and all
 form to pilot.program@yale.edu                          attachments to the Accounts Payable Office, 155 Whitney
                                                         Avenue, 1st floor.
 or
                                                       • Hand delivery is strongly recommended to ensure timely
 fax to 432-3844.                                        processing. Accounts Payable is not responsible for delays
                                                         related to campus mail delivery.



Payment Processing
If there are errors in the CR, the payee is not in the vendor database, or additional information is needed,
issuance of payment may be delayed.
To expedite payment, departments should:
  • carefully review CRs before submitting them
  • make sure that the payee is in the vendor database
  • respond promptly to AP requests for clarification or correction.
CRs requiring secondary approvals will usually take longer than 5 business days to process.
If the payee is claiming a treaty benefit, there is a 10-day waiting period, beginning with the day Form
8233 is sent to the IRS, before payments can be issued.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are
  dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.




03/12/03                                                                                                                   Page 13 of 13

				
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