Updated 01/19

Electronic Request for Payment Training Manual

ContentsLogging into the Electronic RFP System………………….……..…………………………….…………………………….……….3Home Page…………………………………………………..………………………………………………………………………………….…3RFP Entry…………………………………….……………………………………………………….………………….………..…………..3-12

1-Payment Request Section…………………….…………………………..………………………………………………..4-6 Supplier Number & Supplier Name…………….………………..……..……………………………………….…4

Justification/Business Purpose..………………..……………….……………………………………………………4Date Items/Good Received…..……………………………….……………………………………………………..…5Hold for Pick-Up.…………………………………………………….……………………………………………………….5Remittance………………………………………………………………………………………………………………………6Wire Transfer/Auto Draw………………………………………………………………………………………………..7

2-Account Code Information…………………………………..…………………………………………………………….7-10Invoice #..................................................................................................................................7Account……….…………………………..…………………………………………………………………………………………8Favorite Account Set-Up………………………………………………….………………………………………………8-9Favorite Account Usage………………………………………………………………………………………………………9Favorite Account Management………………………………………………………………………………………..8-9Descriptive Flex field………………………..………………………………………………...…………………………….10Amount…………………………….…………………..…………………………………………………….……………………11Total……….…………………………………………………………………………………………………………………………11

3-Invoice or Supporting Documentation………………………………………………………………………………11-13Submitting the RFP………………………………….………………………………………………………………………………….13-16

RFP Summary……………………………………………………………………………………………………………………………13Workflow………………………………………………………………………………………………………………………………….14Adding FYI Notifications to Workflow……………………………………………………………………………..……14-15Adding Additional Approvers to Workflow………………………………….…………………………………………….15Final Submission………………..……………………………………………………………………………………………………..16

Searching for an RFP……………………………………………………………………………………………………...……………17-18Payment Status……………………………………………………………………………………………………………………………18-21

Check/Payment # ……………………………………………...…………………………………......……….…………………..19Payment Load Date………………………………………………………….……………………….………………………………20No Check/Payment # or Payment Load Date……………………………………………….……………………………20Status Codes……………………………………………………………………………………………………….……………….20-21

Miscellaneous Tips/Items……………………………………………………………………………………………………………21-25Distribution Sets………………………………………………………………………………………………………………………..21Manual Payments………………………………………………………………………………………….………………………….22

Wire Payments…………………………………………………………………………………………………....…………..22Automatic ACH Withdrawal Payments………………………………………………………………………………22

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Logging Into the Electronic RFP SystemAccess the Electronic RFP system via MyUNIverse-Work@UNI, look for the Business Operations Services section:

Home PageThe following home page will appear:

This page allows you to create a new RFP to be submitted, search for a previous RFP that has been created, or look at all the RFPs you have previously submitted or have started working on.

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RFP EntryOn the Home page, click the ‘Submit a New Request for Payment’ button

This screen is where you will enter all required information. There are 3 sections – 1-Payment Request Information, 2-Account Code Information, and 3-Invoice or Supporting Documentation.

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1-Payment Request Section

Supplier NameClick on Search Suppliers. This will allow you to search for the individual or company who needs to be paid. If you know the supplier number, you may also enter it here. Your search results will automatically populate the Supplier # and Name fields. If your search resulting in found matches. Click the check box for New Supplier and upload a completed Supplier Form as a separate attachment and appropriately label as Supplier Form.

***NOTE - Any payment to a non-US Citizen must be reviewed by Payroll prior to an RFP being submitted to OBO for payment. Contact Cheryl Klahsen via email at cheryl.klahsen@uni.edu or 319-273-6212***

Justification/Business PurposeA justification or business purpose of each expense must be provided. You will not be able to complete the RFP until one is provided.

You may also use this space to provide any additional information that you think might be needed in order to facilitate payment.

Examples of details to be provided are: Date of services provided Vendor account numbers Payment date details (if multiple number of payments are required)

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Date Items/Goods ReceivedIf tangible goods were purchased, enter the date the goods were received on campus or picked-up.If a service was provided, enter the last date of services provided.

You may click the calendar button to pull up a calendar and choose the date or you may type in the date in the following format: mm/dd/yyyy.

Hold for Pick-UpIf the check needs to be picked-up by someone rather than mailed to the payee, check this box. Best practice is to always mail the payment directly to the payee and additional information may be required by OBO if hold for pick-up is selected.

The following boxes will pop-up once you have checked the box. Enter the following information about who will pick up the check and when the check needs to be picked up. An email will be sent to the email listed above when the check is ready for pick-up. If after 1 week the check has not been picked up, we will give a reminder call to the person listed. The check will be mailed to the payee if the check has not been picked up 3 days after the reminder phone call.

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RemittanceIf supporting documentation is required to be mailed to the payee along with the check, check this box. The most common types of remittances are applications for various licenses, registrations, etc.

If you have checked this box, you must attach a separate scanned copy of what needs to be sent with the check when you attach all other supporting documentation. Please label your document Remittance.

Wire Transfer/Auto Draw?If your payment needs to be sent via wire transfer or is auto deducted from our bank account please check this box. This alerts OBO staff that there is special handling required. If a wire transfer is needed please include a separate document including the wiring instructions and label Wire Info.

2-Account Code InformationThis is the section where you will enter the account code information for the expenses to be paid.

Invoice #Enter the invoice number – this will allow the OBO Staff to correctly identify which account codes correlate to which invoices.

Always use the invoice number that is provided on the invoice. However, use the following guidelines if no invoice number is listed:

If reimbursing an individual ‘REIM<date of purchase>’o For example, if we are reimbursing an employee for supplies that were purchased on

May 23, 2016, the invoice number would be REIM052316 If refunding an individual REFUND<date of original payment>

o For example, if we are refunding money to an individual for a camp that was cancelled and the individual originally paid the registration fee for the camp on April 5, 2016, the invoice number would be REFUND040516

If no invoice number is provided and payment is not a reimbursement or a refund <invoice date>

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o For example, if there is no invoice # provided on the invoice and we are paying for services (not a reimbursement or a refund) and the invoice is dated June 28, 2016, the invoice number would be 062816.

Category CodeEach invoice will require a Category Code. This code is used by Procurement Services to negotiate contracts and track spending.

Use of Distribution Set?For departments using distribution sets, see the Distribution Set section within the Miscellaneous Tips and Tricks section (page 22) for instructions on the steps you need to follow.

All others, click the ‘Add’ button.

AccountOnce you click the add button, the following boxes will pop-up. Enter the account or accounts to be charged for the invoice.

A valid account code must be used otherwise an error will appear and you will not be allowed to move forward. If you need assistance with an account code error or need any object code added, contact the General Ledger accountant(s) for assistance.

Favorite Account Set-upTo set-up a favorite account – click the manage button below the account fields.

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A pop-up box will open (make sure you allow pop-ups in your browser). Enter the description you would like to give this account & then enter the account code. Click the ‘Save’ Button when finished

A message will appear if the favorite account was successfully added or not. You may exit the window or add an additional favorite account.

Favorite Account UsageTo use a favorite account, simply select the favorited account from the drop down list.

One you have selected the favorite account the account code fields should automatically populated with the fields from your favorited account.

Favorite Account ManagementTo edit or delete a favorite account, click the manage button below the account code fields.

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A pop-up box will open (make sure you allow pop-ups in your browser). Click either the ‘Edit’ or ‘Delete’ button on the favorite account you are wanting to edit or delete.

If editing the account, make your necessary changes and then click the ‘Save’ Button. A message will appear letting you know whether the changes were saved successfully or not. .

If deleting an account, a pop-box will ask if you want to delete the account, click the ‘Ok’ button. Otherwise click the ‘Cancel’ button if you do not want to delete the account.

Close out of the pop-up window when you are finished making changes or deleting accounts.

Descriptive Flex fieldChoose the appropriate descriptive flex field from the drop down list.

The descriptive flex field is defaulted to none, as this is the most common option.

Choose employee travel and then enter the employee’s employee number if the payment is related to an employee’s travel. Typically, most travel expenses need to be put through ProTrav, however, there are some instances where an RFP must be completed. For example, if an employee is traveling to a conference in the upcoming months and the conference registration needs to be paid upfront by University (not by the employee), a descriptive flex field of employee travel needs to be selected and the employee’s employee number needs to be entered.

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Choose Foundation and then enter the appropriate Foundation account number, if Foundation funds are to be used to partially pay for the expense. If your expense is to be paid solely with Foundation funds, check with them first before submitting an RFP.

**Please note: If your expense is being paid solely by the UNI Foundation please route directly to their office via their paper voucher process.

Amount Enter the amount to be paid out of the account code you have entered.

Click the ‘Save’ button to save the account code, descriptive flex field, and the amount. If another account needs to be entered to pay for part of the invoice, simply follow the same steps of entering as listed above.

Total The total amount that has been entered for payment will display on the lower right hand corner of the account code information section.

3-Invoice or Supporting DocumentationThis is the section where you will attach all invoices and any other supporting documentation that is needed.

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Scan all invoices and supporting documentation and save to your computer. Each invoice and its supporting documents can be scanned as one document and saved with the name of the document as the Invoice number or each can be scanned separately and attached. The maximum size for each individual file that is attached is 5MB. If you are having trouble attaching, the issue is most likely caused by the size of the document. If this happens, split up the file into multiple smaller files and attach.

Click the ‘Browse…’ button

A box will pop-up. Find the document with the invoices and supporting documentation. Once you have selected the correct document, click the ‘Open’ button

You will know see the name of the attachment. Click the ‘Attach’ button to actually attach the document to the RFP.

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A message will appear at the top letting you know whether the file was attached successfully or not.

Submitting the RFPTo start the process of submitting the RFP, click the ‘Save & Continue’ button after all required portions of the RFP have been filled out.

If all pieces of required information have been provided, you will be able to move on in the process. If a piece of required information has been omitted, an error will appear at the top of the screen that will describe what pieces of information are missing. Go back and complete the missing information and then press the ‘Save & Continue’ button to move forward.

RFP SummaryA summary of the RFP information you have entered will be shown. Review the information carefully. If any changes need to be made, click the ‘Make Changes’ button. This will take you back to the entry form and will allow you to make the necessary changes.

If no changes need to be made, click the ‘Start Workflow’ button

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Workflow A summary of the Workflow approval steps will be shown. The workflow is based on the accounts that were entered on the RFP. Carefully review the workflow and the approvers as this may not be modified once submitted.

If everything looks correct, click the ‘Start Workflow’ button.

Adding FYI Notifications to WorkflowTo add a FYI Notification to the workflow, click the ‘Add’ button on the additional FYI Notification line.

This person will not have any approval power on the invoice, but rather will receive a notification and be able to view the RFP for their own purpose.

A pop-up box will open (make sure you allow pop-ups in your browser). Search for the person you would like to receive an FYI Notification by their last name.

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Make sure to select the individual and then click the ‘Choose’ button.

Once you do this, the name of the person who you selected will be displayed in FYI Notification line. From this point you can change, add, or remove a person from receiving the FYI notification. To act on any of these options, click the button of the action you would like to take.

Adding Additional Approvers to the WorkflowTo add a person who has to approve the RFP that isn’t already listed in the workflow, click the ‘Add’ button on the Additional Approvers line.

A pop-up box will open (make sure you allow pop-ups in your browser). Search for the person you would like to add as an additional approver.

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Make sure to select the individual and then click the ‘Choose’ button.

Once you do this, the name of the person who you selected will be displayed in the Additional Approvers line. From this point you can change, add, or remove a person from being an additional approver. To act on any of these options, click the button of the action you would like to take.

Final SubmissionOnce the work flow is as you want it, click the ‘Start Workflow’ button.

The following message will appear. It is important to note that you MUST hit the continue button in order to actually submit the RFP to Business Operations. Once you click continue you will be taken back to the home screen where you can submit a new RFP, search for an old one or view the RFPs you have submitted.

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Searching for an RFPFrom the Home page the search box provides numerous ways to search for an RFP. No matter which way you decide to search, you must click the search button below to start the search.

Key Search Options

RFP # - If you know the RFP number, you may search by the number. When creating an RFP, the RFP # is always displayed in the upper-right hand corner of the screen in the gray box.

Submit Date – Search for an RFP that was submitted between two certain dates

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Hold for Pickup – Search for an RFP based on the hold for pickup information that was entered when the RFP was created.

The Business Operations Staff are the ones who will create & populate all the supplier and invoice information, therefore these next search options may not be as helpful since you are not required to know this information.

Supplier Number – Search for an RFP by supplier number if you know the supplier number

Supplier Name – Search for an RFP by supplier name. It is important to remember that some supplier names may be different than what you think due to names changes or D.B.A’s

Invoice Number – Search for an RFP based on the invoice number.

Payment Status

To find out what the payment status of an RFP, you must first search for the RFP you are looking for. Refer to the Searching for an RFP section of this document for help (pages 17-18).

For this example, I searched for RFP #63.

In the My RFPs Section, the RFP will populate. In the Invoice section, you will see a check/payment # and the payment load date.

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Check/Payment #:If the RFP has been paid, you will find a number under this section.

A 6 digit number beginning with a #1 = Electronic Payment. No physical check was printed, money was deposited directly into the individual’s or company’s bank account.

A 6 digit number beginning with a #7 = Check payment. A physical check was printed.

Payment Load Date: If there is a check/payment #, the date that the check or the electronic payment was made will be displayed.

No Check/Payment # or Payment Load Date:If there is no check/payment # or payment load date, the RFP has not been paid, yet.

In the Status Code Column of the MyRFPs section, the status of the RFP will be shown.

Status Codes The possible status codes & their meanings:

Working: RFP has been created by hasn’t been submitted to workflow yet.

WF-Submitted:RFP has been submitted to Business Operations. They have not yet processed the RFP.

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WF-Processed-Business OperationsRFP has been processed by Business Operations & is waiting on the approval process to

start.

WF-Approved-Funding Org:RFP is waiting to be approved by the funding org. manager

WF-Approved-Org Contact:RFP is waiting to be approved by the org. contact.

WF-Approved-Additional Approvers:RFP is waiting to be approved by the additional approver that was added to the workflow.

WF-Approved-Programs:RFP is waiting to be approved by either Grants and Contracts or the UNI Foundation.

WF-Complete:RFP has been approved by all and has been processed. This does not mean that payment has gone out, yet. You will need to check to see if there is a check/payment # to see if the RFP has been paid.

Some individuals and companies may have payment terms that allow for payment at a later date. Our system knows the right time that a check/payment needs to be made based on the information that was provided to us by the individual or company.

WF-Reject: RFP has been rejected at some level during the approval process. The person who prepared the RFP, needs to reopen the RFP and make any necessary changes and then re-submit the RFP. It will have to go through all levels of approvals again.

Miscellaneous Tips/ItemsThis section explains a few miscellaneous tips as well as some more information about specific types of transactions.

Distribution SetIf you have a distribution set set-up for recurring payments that must be allocated to multiple accounts, check this box. Very few departments will use this feature, call if you have questions 3-2162.

An amount box will pop up, put the total amount of the invoice to be paid from all accounts.

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Click the ‘Add’ Button. This will change the account code section to look like the following.

You do not need to enter any of the accounts. Make sure to attach a file with the amounts you want paid from each account in your distribution set.

Manual PaymentsFor a complete document that outlines the entire process that manual payments will go through – contact your Business Operations Staff member. Ask for the Manual Payment Process Cheat Sheet.

Wire PaymentsWhen there is a payment that needs to be made by wire, an additional approver must be added to the workflow before the RFP is submitted.

Tonya Gerbracht and Yvonne Buehner must be added to the workflow for the RFP. They are the group that will actually wire the money from the University’s bank account.

See page 15 for instructions on how to add an additional approver.

If Tonya and Yvonne are not added to the workflow, Business Operations staff will have to reject the RFP and the preparer will have to re-open the RFP and add Tonya and Yvonne as an additional approver to the workflow and then re-submit the RFP.

Automatic ACH Withdrawal PaymentsWhen there is a payment that is automatically withdrawn from the University’s bank account, an additional approver must be added to the workflow before the RFP is submitted.

Yvonne Buehner must be added to the workflow for the RFP. She is the individual that will check to make sure the money was actually withdrawn from the bank account.

See page 16 for instructions on how to add an additional approver.

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If Yvonne is not added to the workflow, Business Operations Staff will have to reject the RFP and the preparer will have to re-open the RFP and add Yvonne as an additional approver to the workflow. The RFP will need to be re-submitted.

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