Effective Date: |
December 28, 2016 |
Function: |
Accounts Payable |
Contact: |
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.
The following outlines steps operating locations should take to obtain a copy of a vendor check
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. |
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. |
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 |
|
Key Total Treasury (KTT)- The website associated with the Research Foundation’s Corporate Bank accounts with Key Bank.
Key Total Treasury (KTT) Authorization Form
Date |
Summary of Change |
December 28, 2016 |
Updated to comply with procedure format and revised for clarity. |
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