Quick Reference Guide Payment Processing: How to Use the Payment Request Form for Suppliers

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1 Payment Processing: How to Use the Payment Request Form for Suppliers Overview: The Payment Request Form (PRF, formerly NEPF) can be used to pay low dollar invoices <$2,500 to Supplier (Company) vendors. The preferred method of payment for these invoices is the University Credit Card, however, in instances where either no credit card is available or the vendor does not accept payment via credit card, the PRF will be used. NOTE: Payments for Restricted Goods or to Direct Connect Vendors are not allowed. These payments must continue to be purchased through eprocurement. Review: Payment Requests for low-dollar supplier invoices will be reviewed by Accounts Payable, and where required, by Supply Chain Management (SCM) to ensure compliance with internal policies, financial controls, and documentation requirements. Documentation Requirements: Electronic attachments are mandatory in order to finalize the request. Do not submit a university purchase requisition when goods or services have already been received and the invoice meets the $2,500 threshold. Backup must in all cases include a detailed invoice for every transaction. DO NOT send invoices to invoices@ucalgary.ca. Assistance: If assistance is required to complete the payment request, please contact ISC at Form Navigation: A. Log In 2 Options Option 1: Sign into myuofc under My Work Tab: Option 2: Sign into myuofc - under My Work Tab > Direct Access Select FS PeopleSoft > Employee Self-Service > Payment Processing > Payment Request B. Add a New Payment Request (see also section K to Find an Existing Request) In this example we will use a low dollar payment to Canada Green Building Council. Click Add New Value PRF ID: Next Then Click Add Page 1 of 10

2 Search by Vendor Name If you know the name of the Vendor or the Vendor ID, enter it in to the text field or the Vendor ID Look-Up. To search for a Vendor you can also click on the Magnifying Glass. Click Select on the Vendor Search results or Request a New Vendor if the desired one does not appear. NOTE: Vendor Class = SUPPLIER 1. If Vendor Status = Inactive you will be prompted to submit a vendor change to have the vendor activated 2. If the Vendor is to be paid by EFT follow the current process to the EFT form to vendors@ucalgary.ca 3. If the Vendor is International (excl U.S.) Wire Transfer information is required if not already included on the Invoice. You may need to have the Payee fill in the Wire Transfer Form. Notification: Review & Click OK Page 2 of 10

3 C. Choose Vendor/Payee Location Where the payment will be sent If the Vendor has multiple addresses, they will all be listed. Ensure you have selected the correct one. Click OK D. Verify Vendor Information Verify that the information for the Vendor is correct. If you have selected an incorrect Vendor. Click Choose a different Vendor (A) and select the correct Vendor following the above instructions. If there is incorrect information on the Vendor file, make changes to the Vendor information by clicking Request a Change to the Vendor information (B) below. Page 3 of 10

4 E. Changes to the Vendor Information Information changes are not allowed on some Vendors. If the Vendor is editable then the Submit button will be active. Make all the required changes to the Vendor information, then click Submit when all changes are complete. An automated is sent SCM notifying them of the change request to the vendor. NOTE: very important because payee will receive an confirming a payment has been processed. When New Vendor Requests or Vendor Changes are submitted to SCM: you will be returned to the Payment Request Form the request can be completed and SUBMITTED pending review and approval of vendor requests Once the Vendor Request is reviewed you will be notified of the status If Approved no intervention is required the PRF will automatically continue through the workflow If Not Approved the PRF will be Denied and the payment request will need to be reassessed depending on the reasons for Denial You will not need to forward any documentation with the Vendor Request, provided documents are attached. NOTE: if there are no Vendor changes, you do not require notification to SUBMIT the PRF once it is completed. Page 4 of 10

5 F. Supplier Payment Detail 1. Details Tab 2. Field Review (*denotes Mandatory) Comments: should provide relevant supporting information regarding the nature of the payment Invoice Date: Enter date on invoice yyyy/mm/dd or use the calendar (cannot future date an invoice) Invoice Number: enter the # from the invoice *If No Invoice # Click Invoice Number not Available? Note: the PRF will be denied if a valid invoice # is available Payment Type: Select expense type from the Drop Down Menu Custom based on SCM Catalogues Transaction Location: AB is the default use to choose the correct location (re: taxation and foreign currency) Distance (km): will only appear when Auto Mileage is chosen as the Payment Type NOTE: the Transaction amount will auto calculate based on University rates Transaction Amount: Total amount of receipt or invoice including taxes Transaction Currency: CAD is the default. Use to select another currency GST exempt: defaults based on Vendor Record (GST # on file) NOTE: can be changed based on expense (GST status changes should be communicated to vendors@ucalgary.ca) GST: GST will automatically calculate for applicable expenses Monetary Amount: Amount that will be paid to the supplier converted to CAD Currency Code: CAD all invoices converted to CAD value 3. General Ledger ChartField Tab: Chartfields are required and are subject to system validation to ensure they are active and pass Finance edits: A. GL Business Unit, Fund, Department are mandatory fields i. Account is system enforced and cannot be changed B. If you use a Project you will also require PC Business Unit and Activity in addition to A. i. UCP01: for all numeric Projects ( ) ii. RESRC: for all alpha/numeric Project numbers (ab123456) iii. Input order is important: PC Bus Unit, Project, Activity Page 5 of 10

6 4. Additional lines: To add more rows select the plus symbol Hint: Add the chartfields first When you click on the + sign the following from the General Ledger chartfields Tab will populate the new rows: NOTE: Account number will not come over this is based on the Payment Type selected and will populate once that field is complete. 5. Foreign Currency Transactions The following currencies are updated on a daily basis in PeopleSoft: USD, GBP, EURO, RIYALS If conversion in another currency is required go to the Bank of Canada 10 Year Currency Converter link: NOTE: Take a print screen of the calculation and include with your backup Currency Code: Defaults to CAD Transaction Currency: Foreign currency transactions will be converted to CAD effective the transaction date G. Add Attachment Attachments are Mandatory and must include all supporting receipts and invoices To add an attachment, Click the Add Attachment button. Max upload size is 10 MB. All types of files can be uploaded. (exception:.msg files). Click Browse to search for the attachment that will be uploaded to the Vendor file. Find and select the correct file to upload. Click Upload when desired attachment found. Do Not send to invoices@ucalgary.ca Scan of original invoice File name is limited to 60 characters. Errors: If the attachment is too large, or there is an issue with the upload, an error message will appear. Click OK and try again, if this error continues contact ISC. Page 6 of 10

7 Once the attachment is successfully uploaded it will appear in View Document. Note: 1. Multiple attachments can be uploaded and will appear as a list 2. the attachment is a hyperlink and can be accessed from this page 3. Include Currency Conversion documentation as required When Save for Later or Submit is selected: Attachments are then imprinted with: 1. Date and Time of the upload 2. User Id and Name Supporting Documents Additional Info A description field is provided if additional information about the attachment is required. Limited to 100 characters. To verify if the correct attachment has been uploaded to the Vendor file select the title to open the document. H. Comments If the image is incorrect you can select the symbol at the end of the line to remove it. Comments will appear on approval processing page so generally the more information that is included the better. I. Save or Submit If more information is required or you are waiting for Vendor Approval from SCM select Save for Later. If you are confident that all information has been entered correctly click Submit. Page 7 of 10

8 Correct the errors and resubmit. If errors persist contact ISC. Upon submission, if there are any Errors, PeopleSoft will trigger a pop-up that shows the error. Errors will occur if the: Payment amount is zero Invoice is over $2, including tax Invalid chartfields Wire Transfer information incomplete Mandatory fields are not complete Missing Attachments Missing Vendor Click OK J. Finalizing the Payment Request If you choose YES you will not be allowed to modify the PRF unless it is Pushed Back by a Reviewer. Ensure: you are paying the correct amount to the correct Vendor to the correct address the attachments are complete and compliant all relevant comments are completed accounting is correct wire transfer information is correct Page 8 of 10

9 K. Find an Existing Payment Request If the request form has been Saved for Later pending further input or Vendor Approval, choose Find an Existing Value to search for the payment request. The search page has several elements that can be used to search for a particular form. 1. If the Request ID is known, this is the most efficient search. Clicking on Search will bring up a list of all payment requests created and includes the Form Status. The list can be sorted by Request ID, Form Status, Vendor Classification, ID, or Name L. Payment Request Form Header and Actions History The PRF header is a quick view of the Form Status and the amount of: amount requested GST charged Payment A printable view is available. Page 9 of 10

10 A history of the actions taken on a particular payment request is detailed at the bottom of the form. M. Contacts Main Campus Location MLT 107 Monday to Friday (8:30 4:30 ) Medicine Location HSC 383G Monday to Friday (8:30 12 & 1PM 4:30 ) HR Help Desk: hr@ucalgary.ca; SCM/AP Help Desk: scmhelp@ucalgary.ca; AR Helpdesk: arhelp@ucalgary.ca ; RTA Help Desk: rtahelp@ucalgary.ca; IRISS Support: iriss.support@ucalgary.ca; Webpage: Please contact the ISC for assistance End of Quick Reference guide Page 10 of 10