Effective Date: |
December 28, 2016 |
Function: |
Accounts Payable |
Contact: |
This document describes the process for producing, reviewing, and distributing payments to RF suppliers.
On a daily basis, Central office creates payment process requests to produce checks and electronic payments for distribution to suppliers.
The Pay Group defines whether a check will be mailed directly from Central office (Mail from Central Office) or sent back to the operating location for distribution (Return to Campus). The default pay group for checks is "Mail from Central Office." Nightly payment process requests are run by Pay Group. The Pay Group is assigned to the supplier in the Supplier File in the RF business system Accounts Payable module, but can be changed on the invoice if necessary.
Supplier checks are processed as follows:
Each night after the system shuts down Central office runs payment process requests to produce payment files. The PPR's are run in the following order:
Operating locations must run and review the "Scheduled Payment Selection Report" daily to review the accuracy of payments generated during the creation of the payment process requests.
Since all five PPR's are run nightly, campuses have until 10:30am the next morning to review the Scheduled Payment Selection Report in order to correct any errors.
Confirmation Times of Daily Payment Runs |
||||
Payment Method |
Pay Group |
Document |
Payment Run Time/Available to confirm |
Confirm/Modification time deadline |
Clearing |
Return to Campus/Mail From Central Office |
Clearing |
Nightly - available first thing in AM |
Until 10:30am |
Check |
Return to Campus |
Check |
Nightly - available first thing in AM |
Until 10:30am |
BOA |
BOA Credit Card/BOA Vendor ACH |
Credit Card/Vendor ACH |
Nightly - available first thing in AM |
Until 10:30am |
Check |
Mail From Central Office |
Check |
Nightly - available first thing in AM |
Until 10:30am |
Electronic |
Return to Campus/Mail from Central Office |
ACH |
Nightly - available first thing in AM |
Until 10:30am |
Notify Central Office of any changes via a completed "RF Vendor Check Modify" form e-mailed to the Vendchecks e-mailbox before 10:30a.m. Return to Campus and Mail from Central checks will be mailed out ASAP.
Note - Zero clearing PPR cannot be modified
Refer to the "Requesting Changes Using the RF Vendor Check Modify Form" section in this document for more information on requesting changes.
The Scheduled Payment Selection Report is an Oracle report that can be run using any Accounts Payable responsibility. To run the report, enter the Batch Name parameter. The following naming standard is used:
Operating locations can request the following changes by submitting the RF Vendor Check Modify form to Central office before the change request deadline:
The following steps are taken at Central office to distribute checks:
For checks of $100,000 or more, documentation supporting the payment (signed/authorized invoice, purchase order) and containing the appropriate authorized signature must be forwarded to the Finance office for review. The check must be countersigned by an officer of the corporation or other authorized official prior to release. If documentation is not received within three business days, Central office will follow up with operating location personnel.
Refer to Payments In Excess of $25,000 Policy for more information.
Operating locations must notify the Finance office of any special distribution instructions for checks (for example, if a check needs to be sent by UPS). Complete the "Special Checks Form" and e-mail the form to the Finance office via the e-mailbox Vendchecks. The deadline for submitting the "Special Checks" form is 10:30 a.m. for both "Return to Campus" and "Mail from Central Office" checks.
Important! If a check needs to be sent by UPS, a UPS account number and street address must be provided in the UPS section of the Special Checks Form. Note - UPS does not deliver to PO boxes.
When a check is returned by the supplier or by the post office as undeliverable, the mailing address in the Supplier File (site alternative region or payment information) should be reviewed and changed if necessary. If the check was originally mailed from Central office, then the supplier or post office will return the check to Central office. Central office will then mail the check to the operating location for review and correction of the mailing address or payment information in the Supplier File in the RF Business System Accounts Payable module.
None.
Payments In Excess of $25,000 Policy
Date |
Summary of Change |
December 28, 2016 |
Updated format. |
August 6, 2015 |
Updated to reflect new payment process requests processing times. |
April 9, 2014 |
Updated procedures to reflect payment process requests, times, etc. for R12. |
December 29, 2011 |
Updated the Check Distribution Process to include Visual Compliance check. |
March 4, 2008 |
Updated with "electronic payment" information throughout document |
September 14, 2005 |
Updated with instructions for using the Check Modify form, added FedEx requirements, and consolidated information. |
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