P2P Improvements: focus on Payment Request Forms

Now that campus has been using the new Payment Request Form in BobcatBUY, the P2P Improvements Project Team would like to provide additional clarification and assistance on proper use of the Payment Request Form. The following guidance should help with this new process:

Assign a name or title to each Payment Request form. This will allow easier searching should you need to review a previously submitted request. This will also aid Finance Customer Care if you need assistance. The suggested naming convention is Type of Request-Supplier Name-Date (e.g. Refund-Jane Doe-10192017). In the name field you may also include important instructions such as “RUSH”. When the Accounts Payable staff processes Payment Request Forms, they can review any request designated as a “RUSH” first, to ensure quick processing of time sensitive payments (e.g. RUSH-License-XYZ Org-10192017). Please note: Only use RUSH if necessary. Putting this on all invoices will not result in them being rushed unnecessarily and will slow down processing of ALL transactions.

• When submitting a travel reimbursement through the Payment Request Form, include the beginning and end dates of travel. The traveler receives 75 percent of the per diem rate per IRS guidelines for the first and last day of travel.
• You are no longer required to submit supplier information in advance of payment. We have streamlined the processes so that you may submit the supplier information with your payment request. Please do not submit $0 payment requests to enter a supplier. Use the “NOT AVAILABLE” supplier and attach the appropriate information.
• Please ensure that the planning unit CFAO signs the Honorarium Agreement prior to submission on a Payment Request Form. Accounts Payable cannot process these requests without proper signatures.

We have heard your questions and concerns and created new and updated quick reference guides:

• Payment Request Form Quick Reference Guide (updated)
• Supplier/Payee Information Form (updated)
• Payment Request Form Approvers (new)

Questions? Contact Director of Payments Sue Jago.