Payment/Processing Questions

1. 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.
   
2. I just found a check that is older than 6 months. How do I go about getting a replacement?
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?
4. Where can I find frequently used Accounts Payable forms?
5. I am trying to pay an INDIVIDUAL for consulting services, how long will it take before he/she gets the check?
6. I have just created and approved a web voucher and now realize that I chose the wrong Vendor. How can I correct this?
7. I have JUST created a web voucher and now find that I have already paid this invoice. How can I correct this?
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?
9. I have just received a credit from a vendor ­ how do I enter it in the system?
10. How many invoices can I pay on one web voucher?
11. 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.

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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.

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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

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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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