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ECheck Requisition System Updated 12/29/2008

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Presentation on theme: "ECheck Requisition System Updated 12/29/2008"— Presentation transcript:

1 eCheck Requisition System Updated 12/29/2008

2 Sign On Enter your CaneID and myUM password to login. m.arias

3 Getting Started First time users will need to complete a Ship To request. Click OK. Select Review your profile. Select Review your profile.

4 Getting Started Skip the Personal Information page by selecting Next. Enter a Default Shipping Address section on the Accounting/Shipping Info page, then click Next.

5 Getting Started Search for Shipping Address by changing the Field to Department and typing your department name. Click the Select option that is next to the correct address. Review your information and Submit.

6 Getting Started From the home page, select Create.

7 Select University eForms Select eCheck Select eCheck Getting Started

8 Fill in the information on each numbered screen until you are able to submit the requisition for approval. Follow the Steps

9 Payee Enter an eCheck Title and select a Payee name. You do have the ability to create a New Payee, if necessary. To select a Payee, click on the drop down arrow and select Other…

10 Payee Select your Search field (Name, SSN/Tax ID, Address, City, State), type your search criteria, and click Search. Select your payee from the list of results.

11 Creating a Payee ONLY IF PAYEE DOES NOT EXIST, Click on New in the Payee search screen. Fill in the required information correctly and click on Save. If you have the Social Security Number or Tax ID number of the new Payee, please enter it before you save.

12 Payee To view different Payment Types, click on Select.

13 Payee Scroll down the list and select the appropriate payment type for your requisition. Remember that each payment type is restricted to certain sub object codes. Refer to the eCheck Help Document for the full list. eCheck Help Document eCheck Help Document

14 Payee Enter the Payment Amount and then click Next

15 Accounting Manually enter the appropriate account number and sub object code from which the check is to be paid. If you do not have this information memorized, click Select and search for account number or sub object code. Enter the amount to be paid in US dollars and select Next.

16 Split Accounting If you need to split the accounting information between multiple accounts or sub object codes, select Add. This allows you to add up to 15 total accounting lines. Be aware that you need to manually enter the amount to be charged for each line.

17 The system will ask you to specify the Payee’s Ownership Type and Payee Service Type, along with the Social Security Number or Tax ID if any of these payments types are used: (2) Honorarium – Non Resident Alien, (3) Honorarium – US National, (6) Legal Services, (7) Legal Settlement, (8) Medical Services, (9) Other Services, (14) Registration, (17) Rental Expenses, (20) Research Subject Participants, (21) Royalties, or (22) Student Awards/Prizes/Stipends Tax Information

18 If the Payment Type is not flagged as being 1099 reportable, this screen will only ask for the Payee’s Social Security Number or Tax ID. Enter this and click Next.

19 Delivery Verify the address and select YES if the address matches the address on the invoice. Other delivery options are Enclosure, FedEx, and Internal Distribution and can be selected by clicking the corresponding YES or check box.

20  Enclosure: documents to be mailed with the check. You must scan and attach the enclosure on the Summary screen. The enclosure’s file name needs to be “ENCLOSURE”.  FedEx: check will be held at Check Distribution until a completed FedEx air bill and envelope are sent to them. Delivery Options

21  Internal Distribution: the check will be held for pickup at one of the listed hold locations. This requires a valid reason and the approval of either your VP or the Disbursements Office. Circumstances that are exempt from VP Signature include Travel Advance checks and Petty Cash payments. Delivery Options

22 Explanation Stub Information: This information will print on the check stub. Enter an invoice number and/or any information that identifies what the payment is for. Explanation of Request: Enter a detailed explanation outlining the business purpose for the expense.

23 Instructions Read the instructions carefully to ensure the correct process is followed. This screen will notify you if any of the Central Offices (Disbursements, Controller’s, Sponsored Programs) have been added to the approval flow. This screen also advises what should be done with the original backup documents.

24 Approval Flow Review all the approvers by using the horizontal scroll bar to scroll through the approval flow window.

25 Summary Scan and attach the backup documents into the eCheck by scrolling down to the bottom of the page and selecting Add Attachment. This will speed up the eCheck’s approval processing time.

26 Click Browse and select the appropriate file/document to include. Click OK. Repeat these steps if you need to add multiple attachments into the eCheck. Summary

27 You should now see the attachment included on your eCheck. If you have any additional information or special instructions for the eCheck, include a comment in the Comment section. After reviewing the Summary screen for accuracy, click Submit. Summary

28 Print Summary  Once submitted, select Print a copy of this request, which will bring up the Summary page.  Print this page, attach it to the original backup documentation, and mail it to Disbursements Office within five (5) business days of the eCheck submission date.

29 Disbursements Office 750 Gables Tower Locator 2979 Phone: (305) 284-3570 Website

30 Other Interoffice Addresses Check Distribution Ashe Bldg #129 Ashe Bldg #129 Coral Gables Locator 4613 Gables Sponsored Programs Max Orovitz Bldg #206 Coral Gables Locator 1425 Medical Sponsored Programs Dominion Tower #1001A Medical Campus Locator R45 RSMAS Sponsored Programs SLAB Bldg #111 Virginia Key, VK

31 Questions? Allison Gilbert System Trainer, Accounts Payable (305) 284-6787 eCheck Help Document eCheck Help Document

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