Accounts Payable | Payments | Foreign Payments

How do I process a EFT payment?

Go to this Web site for instructions.

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Paying Human Subjects

See the Policy Library page on Paying Human Subjects.

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Processing an SPV

See the Policy Library page on processing Single Payment Vendor Payments.

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Payables: redundant Match Rule exceptions eliminated
A change was made to eliminate the following two Match Rules:

• U340 - LTD vchr amt greater than PO amt with PO amt tol
• U350 - LTD vchr amt greater than PO amt with PO % tol

The internal controls these rules enforced are covered by other rules (U250 and U260). Eliminating these redundant rules enables the Match process to run more quickly.

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Payables: Change to the daily batch schedule to remove the morning execution of the Matching process

On a daily basis at 9 AM, 2 PM, and overnight the Matching process is run. Over time, the performance of the Matching process has degraded to a point where it now easily runs 3 to 4 hours before completing. While it is running, all unmatched PO vouchers are inaccessible for maintenance as they are being processed by Matching.

Users of the system are effectively unable to access and work PO vouchers during the majority of the business day. While a fix to the poor performance of the Matching process is being developed, a decision has been made to suspend the morning execution of the Matching process. As a result, PO vouchers will be available each day through 2 PM for resolving any Match Exceptions resulting from the overnight run.

PO vouchers will continue to be unavailable after 2 PM while the afternoon Matching process is run. This change in schedule will have no impact on the ability to enter a PO voucher.  Additionally, it will have no impact on the maintenance or entry of non PO vouchers.

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How do I pay a vendor in foreign currency or a wire transfer?

See job aid: Payment to a Foreign Vendor located here.

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New procedure to deposit accounts payable related vendor checks (5/22/09)

Depositing Vendor Checks (sponsored and non-sponsored accounts) and Depositing Refunds of Sponsored Employee Expense Over-payments

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Has my voucher been paid? (3/23/09)

Navigate to: Accounts Payable > Review Accounts Payable Information > Vouchers > Voucher. Start on page 39 of the printed manual or page 43 of the PDF found here.

Another way to look this up is to go to Accounts Payable>Vouchers>Add/Update>Regular Entry and search for the voucher number. Click on the payments tab and look at the section called scheduled payment. The Payment Date field is the check date, and the Reference field is the check number.

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How do I pay a stipend?

There is no blanket answer for Stipends, since it appears to be a term that is used to refer to payments for many different things. These payments actually may fall into payment types for which there are already procedures defined.

If the payment is for expenses for non-staff or for travel-related expenses for non-staff, then refer to the Non-PO Related List. Travel and expenses for non-staff are covered there.

Refer also to the Paying Individuals Job Aid (click on EFS Forms and How Tos) for other categories of Non-PO Related payments.

If a stipend is paid for services, then a CPS requisition must be used.

If you cannot find an otherwise appropriate process, the temporary work-around is to enter a non-PO related voucher with a check request.

If the payment is to a student, contact he student system helpline (4-111) as it may interfere with their financial aid.

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Match Overrides

An issue has been identified with Match Overrides. The problem occurs when some but not all lines are overridden. The result is a PeopleCode error and the remaining match exceptions are not viewable. To avoid this error, either:

1. Override match exceptions at the header level, or
2. Make sure that you view all lines and override all lines. If all lines are not resolved, wait to override until all lines are resolved.

Closing Vouchers

Vouchers may be closed if they are in a posted, unpaid status. To determine if a voucher can be closed navigate to the voucher's Summary page to research its post status. Then on the voucher's Payment page see if there is a date in the Payment Date box. If there is no date, the voucher has not been paid.

Once it has been determined that a voucher can be closed enter a note in the Payment Note box on the voucher's Payment page. In the note include the reason the voucher is being closed, the name of the person closing the voucher, and the date. After entering the note navigate to the Close Voucher screen and mark the voucher for closure. If the voucher is PO related, determine if the encumbrance should be restored or released.

If the voucher is re-entered and a duplicate invoice error appears, do not alter the invoice number. Contact Disbursement Services at disbsvcs@umn.edu for instructions.

Populating Match Workbench

There have been additional steps* identified to populate the match workbench so that all match exceptions are located.

Navigate to:
Accounts Payable > Review Accounts Payable Info > Vouchers > Match Workbench
Select the <Advanced Search> link
*Select the <Personalize Search> link
*Deselect the Item ID, Item SetID, PO Business Unit, PO Number, Receiving Business Unit, and Receipt Number boxes
*Click the <Apply> button
Populate the search as follows:

• Business Unit equal to UMN01
• Match Status equal to Match Exceptions Exist
• Origin equal to (your cluster's origin code)
• Optional Search Criteria:  Match Rule ID equal to (desired match rule exception ID)

Click the <Search> button.

The search results will display match exceptions for your cluster. To resolve match exceptions, use the Match Exceptions Matrix, which can be found in either the Vendor Payments or Procurement Specialist reference manuals.

The search criteria can be saved by selecting the <Save Search Criteria> link. Name your search and then click <Save>.

To used the saved search criteria, select it from the Used Saved Search drop down menu at the top of the page.

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