Processing RCUH Payments

1. Processing RCUH Payments SOEST Fiscal A/P Department October 23, 2013

2. Types of Manual Payments • Advances & Clear Advances • Foreign Vendors • Manual POs • Wire Transfers

3. Advance • Processed as a regular payment online • New Policy: Required to submit the “Request for Advance Payment and/or Deposit to a Vendor or Contractor -- Form 154, Attachment 47” • http://help.rcuh.com/@api/deki/files/533/=Attach_47_%253D_Adv_Paymt-Deposit_v_3.pdf

5. Clear Advance • Original Receiving Report • Should also be signed by FA • Copy of Invoice • Should show balance of $0.00

6. Foreign Vendors • Original Receiving Report • Should also be signed by FA • Original Invoice • Provide currency conversion if not in USD • W-8 Ben Form • Instructions: http://www.irs.gov/pub/irs-pdf/iw8ben.pdf • Form: http://www.irs.gov/pub/irs-pdf/fw8ben.pdf • Check will be sent to vendor by A/P unless requested to be returned to department

7. W-8 Ben Form • Required for tax purposes • Good up to 3 years • No change & has US Tax ID # then valid longer • RCUH will accept scanned copies with the original to follow

8. Manual POs • Instructions to filling out Manual PO Form • http://help.rcuh.com/Policies_and_Procedures/2.000_Procurement/2.210_Purchase_Orders?highlight=2.210 • Four Parts • Purchase Requisition (RCUH Copy) • Original PO (Vendor Copy) • Project Copy (FA’s Copy) • Receiving Report (A/P’s Copy) • Receiving Report • Should also be signed by FA • Notate Partial/Final Payment • Provide breakdown of amount(s) for each account(s) and budget code(s) • Original Invoice • If it’s for equipment, additional equipment inventory information is needed

10. Wire Transfers • Original Receiving Report • Should also be signed by FA • Original Invoice • Provide currency conversion if not in USD • Wire Transfer Form • Be sure to read instructions and fill out all necessary lines • http://help.rcuh.com/Policies_and_Procedures/2.000_Procurement/2.640_Payment_by_Bank_Check%2C_Foreign_Draft_and_Wire?highlight=2.640 • If vendor gets charged bank fee you should notate on Wire Form: “Charge All Services to Originator. Credit Beneficiary in Full. Project is charged the wire fee.” • W-8 Ben Form • Required if Foreign Vendor • Allow 2 – 4 days for processing

13. Manual Payment Reminders • For all manual payments be sure to delete the R/R online since payments are processed manually via RCUH Disbursing • If payment is only partial the document will be kept in A/P. If Final, then it is returned to the FA.

14. Processing Other RCUH Payments: POs, AFPs, & Reimbursements

15. Flow of POs

16. Processing POs • Need the following documents: • PO • Receiving Report • Original Invoice (Need justification if there isn't one) • Make sure all signatures are included • Check if all goods/services are accounted for (invoice matches with PO) • Fill out Remittance • Check Remittance Address

17. Processing AFPs • Original Invoice(s) (Need justification if there isn't one) • All Goods/Services Accounted for on invoice match with AFP • Make sure all signatures are included • Fill out Remittance • Check Remittance Address

18. Processing Reimbursements • Original Invoice(s) (Need justification if no originals) • All Goods/Services Accounted for on invoice match with reimbursement • Make sure all signatures are included • Fill out Remittance • Make sure “Return this Remittance advice & check to Fiscal Office” box is checked

19. Reviewing an Invoice Remit Address Invoice# PO# Invoice Date Acct.# Amount

20. Common Issues with Payments • Contact Secretary: • Pending Partial Payment Exists • Invalid Service date or Budget Code • Equipment Form Required • Contact FA: • Overages • Insufficient Funds

21. Notes from A/P • Don’t need to attach the scanned copy of invoice when submitting R/R to A/P • Always CC “AP Help” in emails regarding payment issues • aphelp@soest.hawaii.edu

22. THANK YOU! Questions/Comments?