DO contact your business service center if you have a payment that needs processing.  The center will give you the proper internal procedures for your unit to follow.

DO use a procument card to pay for all expenses permitted on the card.

DO process payments allowed by Cornell policies through the online Payment Request System.  The only exceptions to this are wires and foreign currency, amounts over $500,000, moving and house hunting, and NY State Appropriation Funds, which must still be processed on paper forms.

DO check the payment request system for the status of a payment request before calling Accounts Payable or Disbursement Review for help.  Review the log entries to see if the history can answer your question. To see a list of all payment requests you have prepared or signed off on, you can search by your NetID, as the preparer or signature authority.  You can see the status of the payment and payment history.

Payment Request System
Status Descriptions

DO contact Disbursement Review or Accounts Payable for payments that need special attention (rush).  Rush handling is done at the discretion of Disbursement Review and Accounts Payable.  You may be asked to explain the reason your payment should be rushed as opposed to handled in the normal course of business.  We will let you know how best to deliver backup, etc.

DO remember to use the COPY REQUEST feature within the system if you pay the same vendor on a regular basis.  This step will save you time by copying the vendor and account distribution information into a new payment request, instead of starting from scratch each time you pay that vendor.

DON'T share your NetID password with ANYONE.  Refer to http://www.cit.cornell.edu/computer/policies/netid.html .

DON'T submit a payment request for goods or services that should be purchased by procurement card or on a purchase order.  University policies have not changed with regard to what types of payments should be made on a Pcard or with a Purchase Order.  Payment requests received for goods or services that should be on a PO will be rejected to the unit, and a PO will be required after the fact.  (If a payment request is being submitted because the vendor does not accept Pcards, include a note of explanation.)

DON'T forget to send original backup to DFA. Once a payment request is approved by signature authority, it moves into the Disbursement Review or SFA queue and is available for us to approve in the system.  The arrival of the cover sheet with supporting documentation is our signal that the payment is now complete and waiting for our approval.  If backup is not sent to us, we do not receive this signal, and your payment could be delayed.

DON'T just put an urgent payment request in the mail with a note.  We receive a large quantity of mail on a daily basis.  If you put an urgent request in campus mail, or drop it at the front desk without asking to speak with someone in Disbursement Review or Accounts Payable, it will not receive any special attention.

DO search for a vendor by the Federal ID or Social Security number.  If you don't know these, try these tips: 

 Search for individuals by last name only

 Try different variations on your search (Example: For vendors, such as New York Dairy Association, try New York Dairy, NY Dairy, N.Y. Dairy, NYDA, N.Y.D.A, etc.)

 Select options like "Begins with" or "Contains," rather than "Exact," as the other options generally produce more accurate results.

DO use the "Add New Address" feature if you have a new address for an existing vendor. 

DON'T request a new vendor without providing all of the requested information. 
This includes the payee's social security number or EIN, whether a US or foreign entity or individual, and their permanent home address (in the foreign country if a foreign individual). Failure to include this information will delay processing of the payment request.

DON'T use a vendor if you see ***DO NOT USE*** or ***Use V#123456 03*** in the vendor address.  This means that the vendor has multiple addresses and this is not the one to use.  Please read the note and search again, using the correct vendor number or address number indicated.  If the note says V#123456 03, the vendor to use is 123456, address #3.

DO enter a business purpose that answers the questions "who, what, why, when, and where?" Make sure the business purpose would be easily understood by an external reviewer (an outside auditor, for example).

DO enter the invoice number or account number in the check stub information area (max 18 characters). Whatever is entered here prints on the check stub.  This tells the payee what the payment is for.  For instance, if you are paying multiple invoices and/or accounts on one pay request LIST EACH ONE SEPARATELY in the check stub information area. Your payment request may be one of many that are paid on a single check.  Therefore, this is the only way the vendor will know how to apply the payment to the correct invoices or accounts.

DO be sure that you choose the correct enclosure type for your payment.  If you need to send to the vendor an enclosure along with the check (conference registration, membership, letter of explanation, etc.), be sure to select the correct enclosure type.  If you select "none" and attach something to the cover sheet that should be sent with the check, we will need to reject the payment request to you so you can correct the enclosure type.  If you can enter invoice or account numbers in the check stub information area, leave the enclosure choice as "none." 

DON'T forget to select a direct payment type for direct to vendor requests.  It is very important that you choose the type that most closely reflects the nature of the payment.

DON'T enter the invoice number, account number, etc. in the business purpose section.  Enter information that answers the questions "who, what, why, when, and where."

DON'T forget to enter the account distribution and set signature authority on the payment request.  If you know the account distribution for the payment, enter it, look up the appropriate signature authority, save the line, print your cover sheet, and forward the completed pay request to a reviewer (optional - check with your BSC) or signature authority.  If you do not complete the account distribution and set signature authority, you will only be able to forward the payment request to a reviewer.  They will then need to select the account and signature authority before it can proceed in the system.

DON'T forget to staple the enclosure to the cover sheet (lower blank area).  If you select an enclosure type and do not staple it to the front of the cover sheet, the enclosure may not be sent with the check.

DON'T forget to select the correct "Payment Delivery" method.  Whenever possible, select U.S. Mail as the check delivery method.  If you must pick the check up at Day Hall, indicate you will pick up the check.  If you select U.S. Mail, but really need to pick the check up, we will need to reject the request to you to make the correction in the system.  If an employee is on direct deposit, this replaces other options for check delivery method, and cannot be changed.

DON'T forget to "Save Form" after completing the request or after making changes. Do this before forwarding it to a reviewer or signature authority.

DO print your payment request cover sheet in PORTRAIT format, not LANDSCAPE.  This makes it much easier for DFA to handle and file.

DO STAPLE the cover sheet to the top of the backup, FACE-UP (not back-to-back).
Again, this makes it easier to review the documentation.

DO STAPLE essential enclosures to the lower part (blank area) of the front of the cover sheet.  Check enclosures are less likely to be lost if they are stapled to the cover sheet.  Stapling these to the lower portion of the form allows us to see all the information printed on the cover without having to lift up enclosures.

DO include the original invoice (or other original supporting documentation required normally) as backup for the payment request.  University policies have not changed with regard to what backup is needed in order to process a payment to a vendor or reimburse a traveler or employee.

DO select the correct enclosure type in Part VII. 

See section on "Entering Information Into the System .

DON'T prepare a paper form in addition to the payment request.  The payment request contains all the necessary information.  Please don't do the same work twice!

DON'T attach unnecessary enclosures.  Leave the enclosure choice in Part VII as "none" if you can enter necessary details in the check stub information section (invoice number, account number, etc.).

TRAVEL REIMBURSEMENTS
(except for those using the online Travel Reimbursement System)

DO contact your Business Service Center about using the online travel system. 

DO use the travel reimbursement form provided on the Travel/Advance Request Forms web page. Attach the completed, signed form to the payment request cover sheet along with the original receipts and send to DFA. 

DO fill in the traveler's name and the detailed expense information (breakdown of meals, lodging, transportation, etc.) on the travel reimbursement form.  We still need the basic information to report travel expenses properly. If you want to enter day-by-day expenses, use the Travel Reimbursement form and fill in the Supplemental Worksheet (2nd tab at the bottom of the form).

DO have the traveler sign the travel reimbursement form.  If you have not obtained the traveler's signature certifying that the charges are accurate and that they are not claiming reimbursement from other sources (this attestation is required for all travel reimbursements), the reimbursement may be delayed and the backup may be returned to you.  The traveler's signature on a form, letter, note, etc. without the attestation is not enough.

DO obtain original receipts, organize them, and attach them to the travel reimbursement form as required in the past.  Policy has not changed with regard to proper documentation required for travel reimbursements.

DO obtain the appropriate level of Signature Authority for trips with expenses (before deducting any advances) of $2500 or more.  When selecting from the drop-down list, travel reimbursement of $2,500 or more requires someone with a (20) or (30) after his or her name. If you select someone with a (10) after their name and total expenses are $2500 or more, we will reject the request to you to obtain the correct level of signature authority.

DON'T reuse an old form that you've saved or copied to your desktop. Use the current version posted on the web.

DON'T worry about completing the account distribution on the travel reimbursement form. You'll do this in the payment request system.

DON'T get approval signatures on the travel reimbursement form (unless your unit requires them).  Obtain signature authority approval through the payment request system.  Signature Authority is responsible to see that all approvals have been obtained.

DON'T group multiple travel reimbursement forms on one payment request.  Please only prepare one payment request for each Travel Form.  This will make it easier to track individual "trips" for you and the traveler.

DON'T select an enclosure for a travel or expense reimbursement when completing the payment request entry (Section VII).  Leave this selection as "none." There is no need for any enclosure to be sent with a travel reimbursement check.

DO use the Travel Advance form provided on the Travel/Advance Request Forms  web page.  Attach the signed advance form to the payment request cover sheet and send it to DFA.

DO fill in all requested information when preparing a travel advance form.  Incomplete forms cannot be processed, may delay processing, and might have to be returned to you.

DO leave the "Documentation to be sent with check type" as "none" for a travel/cash advance. There is no need to send any enclosure with an advance check.

DO request all advances at least two weeks before the traveler needs the funds.  Advances require review and processing time, just like any other payment.  Please allow ample time for this when preparing an advance request.

DON'T reuse an old form that you've saved or copied to your desktop. Use the current version posted on the web.

DON'T forget to get the traveler's signature.  If you do not have the traveler's signature on the form, the payment request will be delayed and the backup will be returned to you.

DON'T worry about getting account approval on the Travel Advance form. You'll do this in the Payment Request System.

DON'T forget to review Policy 3.2, University Travel , for more information about travel advances. The policy lists situations in which a travel advance may be issued and procedures to follow to request and accounting for travel advances.