Check Copy Procedure

Effective Date:	December 28, 2016
Function:	Accounts Payable
Contact:	Megan Moran

Basis for Procedure

Check copies needed to provide proof of payment to appropriate parties as well as proper disbursement of funds. Authorized campus representatives can obtain copies of vendor checks cashed through the Key Bank KTT (Key Total Treasury) Web site. This may be necessary in some cases when a vendor claims he or she did not receive a check.

Note: If the vendor claims that he or she did not sign or cash the check, refer to the Forged Check Procedure for information about how to prove the endorsement on a check does not belong to the vendor the check was made payable to.

Procedure Summary

The following outlines steps operating locations should take to obtain a copy of a vendor check

Procedure

Obtain Authorization from Key Bank

The following steps are only required for initial access to Key Total Treasury (KTT)

Step	Role or Responsibility	References or Tips
Complete the Key Total Treasury (KTT) Authorization Form in order to obtain authorization.	Campus Representative
Provide authorized signature on the form	Campus OM or Delegate
Submit form to Finance Office at Central Office	Campus Representative	Forms can be submitted via e-mail to RFTreasuryAdmin@rfsuny.org or via fax at (518) 434-8347
Forward authorization form to Key Bank	Central Office (CO) Cash Manager	Key Bank will provide CO Cash Manager with the appropriate Logon ID and Password.
Mail the Logon ID and password information directly to the campus representative	CO Cash Manager
Upon receipt, validate Logon ID and password	Campus Representative	If problems are encountered, email RFTreasuryAdmin@rfsuny.org CO Cash Manager to log the issue and request assistance.

Obtain Verification Status of Check

The following steps must be completed prior to requesting the check copy through Key Bank’s KTT Web Site.

Step	Role or Responsibility	References or Tips
Determine the status of the check in the Oracle Accounts Payable module.	Campus Representative	Refer to Process Help-Inquiry on Payments.
Verify that the check status is "reconciled" and move on to the following section, Obtain Check Copy.	Campus Representative	If check status is "negotiable", the check has not been cashed and therefore is unavailable to request a copy.

Obtain Check Copy

Step	Role or Responsibility	References or Tips
Logon to the Key Total Treasury Web site	Campus Representative	First time users will be asked to change their password.
Click the Account Management tab	Campus Representative	Check inquiry can also be accessed through the shortcut menu.
Click Check Inquiry	Campus Representative
From the drop-down box, select the Vendor Account Number xxxxxxxx3036.	Campus Representative	Use only this account number.
Complete the form and submit the request.	Campus Representative
Click the blue box link in the View Check column to view an image of the check.	Campus Representative
Click Check Image Listing located directly under Check Inquiry.	Campus Representative
Print to obtain paper copy of check.	Campus Representative

Definitions

Key Total Treasury (KTT)- The website associated with the Research Foundation’s Corporate Bank accounts with Key Bank.

Related Information

Forged Check Procedure

Forms

Key Total Treasury (KTT) Authorization Form

Change History

Date	Summary of Change
December 28, 2016	Updated to comply with procedure format and revised for clarity.

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