Advances & Clear Advances Foreign Vendors Manual POs Wire Transfers.

Processing RCUH Payments

SOEST Fiscal A/P Department

October 23, 2013

Types of Manual Payments

Advances & Clear Advances

Foreign Vendors

Manual POs

Wire Transfers

Advance

Processed as a regular payment online

New Policy: Required to submit the “Request for Advance Payment and/or Deposit to a Vendor or Contractor -- Form 154, Attachment 47”

http://help.rcuh.com/@api/deki/files/533/=Attach_47_%253D_Adv_Paymt-Deposit_v_3.pdf

Clear Advance

Original Receiving Report› Should also be signed by FA

Copy of Invoice› Should show balance of $0.00

Foreign Vendors

Original Receiving Report› Should also be signed by FA

Original Invoice› Provide currency conversion if not in USD

W-8 Ben Form› Instructions: http://www.irs.gov/pub/irs-pdf/iw8ben.pdf› Form: http://www.irs.gov/pub/irs-pdf/fw8ben.pdf

Check will be sent to vendor by A/P unless requested to be returned to department

W-8 Ben Form

Required for tax purposes

Good up to 3 years• No change & has

US Tax ID # then valid longer

RCUH will accept scanned copies with the original to follow

Manual POs

Instructions to filling out Manual PO Form› http://help.rcuh.com/Policies_and_Procedures/2.000_Procurement/2.210_Purchase_Orders?highlight=2.210

Four Parts› Purchase Requisition (RCUH Copy)› Original PO (Vendor Copy)› Project Copy (FA’s Copy)› Receiving Report (A/P’s Copy)

Receiving Report› Should also be signed by FA› Notate Partial/Final Payment› Provide breakdown of amount(s) for each account(s) and budget code(s)

Original Invoice

If it’s for equipment, additional equipment inventory information is needed

Wire Transfers Original Receiving Report

› Should also be signed by FA

Original Invoice› Provide currency conversion if not in USD

Wire Transfer Form› Be sure to read instructions and fill out all necessary lines› http://help.rcuh.com/Policies_and_Procedures/2.000_Procurement/2.640_Payment_by_Bank_Check

%2C_Foreign_Draft_and_Wire?highlight=2.640

If vendor gets charged bank fee you should notate on Wire Form:“Charge All Services to Originator. Credit Beneficiary in Full. Project is charged the wire fee.”

W-8 Ben Form› Required if Foreign Vendor

Allow 2 – 4 days for processing

Manual Payment Reminders

For all manual payments be sure to delete the R/R online since payments are processed manually via RCUH Disbursing

If payment is only partial the document will be kept in A/P. If Final, then it is returned to the FA.

Processing Other RCUH

Payments:POs, AFPs, &

Reimbursements

Flow of POsIncoming PO is Date stamped,

logged then filed in cabinet

Match PO with corresponding invoice when

received

Email a scanned copy of invoice to request Receiving

Report from secretary

Review and process for

payment when R/R is received

Payment is then recorded on log

If Partial payment, doc. is

filed back in cabinet. If Final, then returned to

FA

Check is mailed directly to vendor unless requested to be returned to

department

Processing POs

Need the following documents:› PO› Receiving Report› Original Invoice (Need justification if there isn't one)

Make sure all signatures are included

Check if all goods/services are accounted for (invoice matches with PO)

Fill out Remittance

Check Remittance Address

Processing AFPs

Original Invoice(s) (Need justification if there isn't one)

All Goods/Services Accounted for on invoice match with AFP

Make sure all signatures are included

Fill out Remittance

Check Remittance Address

Processing Reimbursements

Original Invoice(s) (Need justification if no originals)

All Goods/Services Accounted for on invoice match with reimbursement

Make sure all signatures are included

Fill out Remittance

Make sure “Return this Remittance advice & check to Fiscal Office” box is checked

Reviewing an Invoice

PO#

Remit Address Invoice

#

Amount

Acct.#

Invoice Date

Common Issues with Payments

Contact Secretary:› Pending Partial Payment Exists› Invalid Service date or Budget Code› Equipment Form Required

Contact FA:› Overages› Insufficient Funds

Notes from A/P

Don’t need to attach the scanned copy of invoice when submitting R/R to A/P

Always CC “AP Help” in emails regarding payment issues› [email protected]

THANK YOU!

Questions/Comments?