Payment/Processing Questions
- How do I pay a person for non-work related services?
Example 1: I work for Harvard as a staff assistant
and also paint as a side job. If I sell Harvard a painting, I must be
paid through web voucher as a vendor.
Example 2: I write columns for the Harvard Crimson.
I was asked to work on a special edition I must be paid through Payroll
Extra Comp.
- I just found a check that is older than 6 months.
How do I go about getting a replacement?
- How long does it take to get a web voucher paid after
it has been created and approved and the paperwork forwarded to Accounts
Payable?
- Where can I find frequently used Accounts Payable
forms?
- I am trying to pay an INDIVIDUAL for consulting services,
how long will it take before he/she gets the check?
- I have just created and approved a web voucher and
now realize that I chose the wrong Vendor. How can I correct this?
- I have JUST created a web voucher and now find that
I have already paid this invoice. How can I correct this?
- I received a call from ABC vendor saying that I have
an outstanding invoice. I know I paid it. How can I resolve this question
with the vendor?
- I have just received a credit from a vendor how do
I enter it in the system?
- How many invoices can I pay on one web voucher?
- How do I prepare a “Multiple Web Voucher”?
1. How do I pay a person
for non-work related services?
Request payment using the Employee Reimbursement Screen in web voucher.
In the description field, add the text “not a reimbursement” which will
ensure that the payment will be reviewed during an audit process and
any tax issue related to the payment will be addressed.
2. I just found a check that is older than
6 months. How do I go about getting a replacement?
To obtain a replacement check you should complete the left side of
the “Check Inquiry Request” form requesting a reissue.stop payment on
the original and the reissue of payment on a new check and forward the
form along with the stale dated check to Cash Management, Holyoke Center,
4th floor.
3. How long does it take to get a web voucher
paid after it has been created and approved and the paperwork forwarded
to Accounts Payable?
| |
Processing time from UFS receipt of invoice |
*Payment Disbursed after processing complete |
Business Days from UFS receipt to disbursement |
**Calendar Days from UFS receipt to disbursement |
| AP Standard |
5 business days |
1-3 business days |
6-8 business days |
8-12 calendar days |
| AP Standard, when paying a 1042S vendor |
|
|
10-12 business days |
14-18 calendar days |
| AP Non-standard ("special handling") |
2 business days |
1 business day |
3 business days |
3-5 calendar days |
| AP Emergency check request |
Prior to noon |
Same day after 4 pm |
|
|
After 12 noon |
Next business day |
|
|
| Reimbursements |
3 business days |
1 business day |
4 business days |
4-6 calendar days |
| Reimbursements, with 1042S implications |
|
|
8 business days |
10-12 calendar days |
| AP vendor request |
2 business days |
|
|
2-4 calendar days |
| Tax holds (1042S) |
4 business days after hold |
1-3 business days |
|
|
Tax hold notes: For 1042S vendor payments, a tax hold is immediately placed on the payment distribution once the invoice is processed.
* If due, subject to invoice date and vendor payment terms
** Calendar days will be impacted by holidays
4. Where can I find frequently used Accounts
Payable forms?
Forms can be found on the ABLE site, to access AP forms click
here and select AP as the department from the scroll down menu.
5. I am trying to pay an INDIVIDUAL for consulting
services, how long will it take before he/she gets the check?
Individuals are assigned immediate payments terms. This means that
as soon as the web voucher is approved and the invoice is received in
Accounts Payable, provided the request is in order, payment will go
out in 2 to 5 business days.
6. I have just created and approved a web voucher
and now realize that I chose the wrong Vendor. How can I correct this?
Once a web voucher is approved you CANNOT change anything. Using the
copy feature you can copy the voucher you have created and edit the
vendor information before submitting for approval. If you want to cancel
the original voucher created for the incorrect vendor you can do so
using the cancel feature found on the main menu of the application.
7. I have JUST created a web voucher and now
find that I have already paid this invoice. How can I correct this?
You can cancel the duplicate web voucher using the cancel feature.
For additional information no this click here.
8. I received a call from ABC vendor saying
that I have an outstanding invoice. I know I paid it. How can I resolve
this question with the vendor?
You can access payment information using the inquiry features in web
voucher click here for information on how to look up payment information.
If additional assistance is required, such as payment number, you can
contact customer service. A representative will inquire on status of
this web voucher number and locate the payment batch number that the
invoice was included in. paid on.
If it is determined that the wrong vendor was issued payment you must
call the vendor that was paid in error and request that they send a
check to refund the Erroneous payment and then create a web voucher
to pay the correct Vendor. When you receive the check from the vendor
who was paid in error you can deposit it using a credit voucher and
credit the same 33 digit coding numbers that were used when the payment
was created.
9. I have just received a credit from a vendor
how do I enter it in the system?
Credits can now be created online through the web voucher system.
For information on the step by step process click
here.
10. How many invoices can I pay on one web
voucher?
You can pay up to TEN invoices on one web voucher. Keep in mind that
all invoices must be for the same vendor and payment must be sent to
the same remit to site. Also payments cannot be split against multiple
accounts; that is only one line of account coding associated with each
invoice.
11. How do I prepare a “Multiple Web Voucher”?
For detailed steps for creating a multiple invoice web voucher click
here.
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