advances & clear advances foreign vendors manual pos wire transfers
TRANSCRIPT
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?