Kuali Financial System

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Payment Request Document Help

Table of Contents

August 2015 Update:

KFS system changes have been made which now require the Goods/Services Received Date and the Invoice Received Date on Payment Request (PREQ) documents for subawards.  Now that the changes are in place, Contracts and Grants Accounting will begin monthly monitoring and notifying fiscal officers where the university is not meeting the 30-day payment requirement.

Purpose

The Payment Request (PREQ) document is used to initiate and approve payments against an OPEN Purchase Order document. All supporting documents and any appropriate remittance forms that are needed with the paper check should be attached to the Payment Request

Guidelines for Initiating a Payment Request

Before you start, you should have the following key information available:

  • Vendor's invoice scanned and saved as a PDF
  • The Kuali PO number, typically provided on the vendor invoice
  • The vendor's invoice number and invoice date
  • The total amount due to the vendor
  • An understanding of whether or not the invoice includes Sales tax

Note: the Kuali PO must be in an Open status. If the PO was previously closed, you need to re-open the PO before initiating the PREQ.

Initiating a Payment Request

  1. Initiate the Payment Request, using the invoice number, invoice date, and PO number
  2. Enter the appropriate quantities or amounts from the vendor's invoice
  3. Enter any below the line charges, as appropriate
  4. Update the departmental charge accounting, as appropriate
  5. Attach the vendor's invoice as a PDF
  6. Calculate and submit the document

Sales and Use Tax

For goods or services that are considered taxable in California, the Payment Request will calculate either Sales or Use tax. These are the same tax, but they are paid differently. Sales Tax is remitted directly to the vendor as part of their invoice payment. Use Tax is accrued on the Payment Request, but is not remitted to the vendor.

Depending on the invoice details and the vendor setup, it may be necessary to change the type of tax from the system default. The initiator of the Payment Request can switch between the two types of tax with the Use Tax Indicator flag. Typically, vendors with a presence in California will charge us Sales Tax while we will accrue Use Tax for out-of-state vendors. This is not always true - you should check your invoice first, even if the vendor is not from California.

If for some reason you are paying a different sales tax amount than is on the invoice, be sure to:

  • Include a message in the Check Stub Notes field on the Payment Request to explain the difference to the vendor
  • Modify your original invoice indicating the actual payment amount before scanning to PDF and attaching to the Payment Request

Caution: The Use Tax Indicator only determines whether or not we accrue the tax. It does not determine if an item is taxable. That is determined by a variety of factors, such as the commodities, delivery address, and item type.

More information is on the Sales and Use Tax web page.

Special Handling

If the payment requires Special Handling, such as department pick up, check the appropriate box and enter the information in the Special Handling tab. Typically this is used to deliver checks to a specific department on campus or at the Medical Center. Special Handling will override the EFT/ACH setting, so do not use this if the payee wants direct deposit.

Special Handling should never be used to bypass adding a new address to the Vendor record. If the vendor is missing an address in the Vendor table, please add the new address first and process the Payment Request once the vendor has been updated.

Do not add individual names in the Special Handling field, such as "Attn to: John Doe", as that will create a multi-person check.

Close PO Checkbox

The Close PO checkbox is located next to the Grand Total field in the Process Items tab. This should ONLY be used if the PO needs to be closed before it is completely fulfilled. Once a PO has been fully invoiced, it will automatically be closed in a nightly batch job.

If the PO is incorrectly closed, it must be reopened before additional Payment Requests can be processed. This is done on the PO document, using the Open button at the bottom of the PO document.

Remittance Attachments

Remittance attachments are used to send hardcopy forms or documents to the vendor along with the paper check. Remittance attachments are not the same as your supporting documents - which is typically the vendor invoice.

If the vendor requires their specialized form or payment stub to be included with the payment, follow these guidelines:

  1. Scan the remittance attachment and save as a PDF
  2. Attach the remittance attachment to the Payment Request, using the Remittance Attachment type
  3. Check the Attachment with Paper Check checkbox, located in the Payment Information tab
  4. Select the Scanned and attached to Kuali radio button

Note: Payments with remittance attachments cannot be paid via ACH/EFT.

If there is a legitimate reason that the remittance attachment cannot be scanned, follow these steps:

  1. Check the Attachment with Paper Check checkbox
  2. Select the Hardcopies mailed to Central AP radio button
  3. Write the Payment Request document # on the paper remittance attachment
  4. Send the remittance attachment to Central Accounts Payable via inter-campus mail

This should ONLY be done in rare circumstances when the vendor's remittance attachment cannot be converted to a PDF.

Standard Routing/Workflow

  1. Initiator - Save or Submit
  2. Fiscal Officer - Approve or Disapprove
  3. Organization Review (optional) - Approve or Disapprove
  4. Accounts Payable or Tax Accounting (depending on the object code and vendor) - Approve or Disapprove

Supplemental content

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