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How to Complete a Petty Cash eCheck

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How to Complete a Petty Cash eCheck

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    1. How to Complete a Petty Cash eCheck Updated 8/10/2009

    2. Petty Cash eCheck: Title On screen 1, the Title must start with the words “Petty Cash” followed by any other information the preparer would like to enter.

    3. Petty Cash eCheck: Payee Name The payee name needs to be followed by the words “Petty Cash” to avoid unnecessary bank fees when cashing the check. e.g. John Doe – Petty Cash

    4. Petty Cash eCheck: Payee Name Search for the Payee. If multiple names appear, choose the one that includes “Petty Cash”.

    5. Petty Cash eCheck: Payee Name If the name is all that appears, create a new payee with the payee’s name followed by “Petty Cash”. If no payee matches your search, create a new payee.

    6. Petty Cash eCheck: Create New Payee After searching and not finding the correct Payee, select New. This example does not contain the words “Petty Cash” in the name field.

    7. Petty Cash eCheck: Create New Payee

    8. Petty Cash eCheck: Create New Payee Once you review the information for accuracy, select the Save button.

    9. Petty Cash eCheck: Create New Payee After saving, the newly created payee will appear. Click the Select button.

    10. Petty Cash eCheck: Payment Type Click the Select button to the right of Payment Type. Scroll down and click the Select button next to 11: Petty Cash.

    11. Petty Cash eCheck: Amount Enter the check amount in Payment Amount. Select Next.

    12. Petty Cash eCheck: Accounting Enter the account number and object code that need to be charged, along with the charge amount.

    13. Petty Cash eCheck: Accounting If the total must be split between multiple accounts or object codes, select the Add button to create an another accounting line. You can add up to 15 lines per eCheck. Select Next.

    14. Petty Cash eCheck: Tax Information Because this is not a taxable payment, no tax information is required. Click the Next button.

    15. Petty Cash eCheck: Delivery The address saved in the system will appear and should be a valid USPS mailing address. To make adjustments, type over the existing address. This is a temporary address change.

    16. Petty Cash eCheck: Delivery Petty Cash eChecks do not have an invoice, but still answer “Yes” to the question, Does address match invoice? Mark “No” to Enclosures and FedEx Delivery.

    17. Petty Cash eCheck: Delivery All Petty Cash eChecks should be held for pickup, so check the Internal Distribution box. Check the Exempt from VP Signature box. Type “petty cash” as the reason and select your Hold Location. Click Next.

    18. Petty Cash eCheck: Explanation The following amounts must be included in the Stub Information section: Replenishment Requested Cash On Hand Total Petty Cash Fund Amount

    19. Petty Cash eCheck: Explanation In Explanation of Request, include the business purpose for the petty cash replenishment. Select Next.

    20. Petty Cash eCheck: Instructions Read through the Instruction Screen. Select Next. All receipts and other backup documentation must be scanned and attached into the eCheck on the Summary screen. The originals, accompanied by a copy of the Summary Print Out, need to be sent directly to Disbursements at 750 Gables One Tower, Loc 2979.

    21. Petty Cash eCheck: Approval Flow Review the Approval Flow for accuracy. Select Next.

    22. Petty Cash eCheck: Summary On the Summary screen, verify all information entered, especially the Delivery options. To save any changes made to this screen, select the Update button.

    23. Petty Cash eCheck: Summary Scan all backup documentation related to the Petty Cash replenishment, including all receipts and applicable W9s and W8BENs. Save the scanned document somewhere on your computer. On the Summary Screen, select Add Attachment.

    24. Petty Cash eCheck: Summary Select Browse. Locate the saved document. Select Open.

    25. Petty Cash eCheck: Summary Click OK. Select Submit.

    26. Petty Cash eCheck Click Print a copy of this request to bring up the eCheck Summary Print Out.

    27. Petty Cash eCheck Print this page and attach it to all original backup documentation, like receipts and W9s. Send this information to Disbursements via interoffice mail at 750 Gables One Tower, Loc 2979.

    28. Petty Cash eCheck: Participant Payment If this replenishment is for research subject payments, complete the Excel Spreadsheet for Research Participant Payment located on the Accounts Payable website. Email the spreadsheet to Disbursements at Disbursements@miami.edu. The file name should be a combination of the eCheck number and the custodian name (CxxxxxxJohnDoe.xls). A W-9 or W-8BEN is also required for each participant.

    29. Petty Cash eCheck: New Fund To establish a new Petty Cash fund, the eCheck must be charged to the following: Account? 011121 Object Code ? 1131 Must be accompanied by the following: Petty Cash Fund Form Petty Cash Deduction Authorization Form Petty Cash Profile Form

    30. Petty Cash eCheck: New Fund If the new fund is for research studies, the Research Participant Payment Questionnaire is also required. For confidential research studies, the fund custodian must receive prior approval from the Controller, which needs to accompany the request.

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