Contents

1. Limited Purchase ChecksAccounts Payable145 ParkClint Rasmussen801-581-7340clint.rasmussen@utah.edu

2. Contents • LPC usage and User’s Guide • How to order your own check stock • Filling out the checks • What to submit to Accounts Payable • Positive Pay System • What it is • How to record information • Violations and processing fees

3. LPC Usage / User’s Guide • Limited Purchase Checks can be used for payments to human research subjects and blood donors, you may include mileage and any other necessary reimbursements, but list the amounts separately with their own chart-field string. • The LPC User’s Guide is a complete and detailed overview of the program. Custodians are required to read and familiarize themselves with this document, by signing the agreement you are stating that you have done so. http://fbs.admin.utah.edu/index.php/accountspayable/policies/rules/limited/

4. Ordering your check stock • Complete a new LPC Agreement • Submit the signed agreement to Accounts Payable via fax or e-mail • We will print the checks usually within two business days and contact you for pick-up • The blank checks must be picked up by a person with a valid U ID, an original agreement form along with a register of your previously issued checks

5. Filling out the agreement • Section 1: Department Info • Dept name & phone # • Campus address & USPS address • Delivery code • Section 2: LPC Custodian • University ID #, name & signature • Phone # & Email address • Section 3: Authorized Signatory • Default Chart-field • Signatory U ID#, name & signature • Email address • Section 4: AP USE • List amount of checks requested, what you can use within 6 months

6. Filling out the check • Section 1: Check • Payee • Date • Amount • Written & Numerical • Signature • Signature used must coincide with the chart-field listed in section 3 • Section 2: Check Stub • Payee contact information & SSN/U ID# • Department contact information • Purpose/explanation: for the benefit of the payee and AP • Approved by: list here who has signed the check • Vendor and 1099 code are for AP use • Section 3: Charge information • List the chart-field(s) you wish to have charged, if you are paying for both the study/blood draw and mileage, separate the amounts into two separate chart-fields • Foreign vendor/individual section • Should always be marked NO as these checks cannot be used to pay foreign individuals for services

7. Submitting to Accounts Payable Once the check has been completed you are required to make two copies of the full page, keeping one copy for your records. Submit: • The other copy of the full page • A current and complete IRS form W-9 (the first time or upon change of information) • http://www.irs.gov/pub/irs-pdf/fw9.pdf • Completed patient reimbursement request form • http://fbs.admin.utah.edu/download/AP/pthst.pdf • Mileage log (separate chart-fields) • Original receipts and explanation of any other reimbursements (separate chart-fields)

8. Positive Pay What it is and how to use it

9. What is Positive Pay? • Positive pay is an on-line check register • All LPC’s must be entered into the system the day they are written • Reporting checks to the bank on a daily basis helps to prevent fraud and aides in a more rapid bank reconciliation • For a complete tutorial: http://fbs.admin.utah.edu/download/AP/Open.pdf

10. How to use Positive Pay • Log in to the Campus Information system and locate LPC Positive Pay under business and financial services • Log into positive pay using your U ID# replacing the ‘U’ with a zero (00XXXXXX) and a given check range (Hint: entering the same number in the beginning and ending fields will return only one check) • You then have a choice to enter or spoil information under maintain checks, void previously entered checks or display what you have entered

11. How to use Positive Pay • Maintain (options) • Enter or spoil checks that have not been previously issued • Update information on a check that has not been reported to the bank (same day) • Undo or clear all information on a check that has not been reported to the bank • Information is reported to the bank daily, after business hours

12. How to use Positive Pay • Void Checks • Void checks that have been reported to the bank. (Hint: This process may be undone before the file is sent to the bank, which is usually 6:00PM on business days.) Checks older than six months cannot be voided in this system. • Display Checks • This is a list of checks that have been reported to the bank (this can be used as your register)

13. The Positive Pay System • Entering the checks • Dates may be changed to six months previous and up to a year in the future, the color will show a change • Any data can be undone or updated before the file is sent to the bank

14. The Positive Pay System • Voids • A check may be voided if the file has been sent to the bank • Spoils • Spoil a check if the bank has not received the file or the check is otherwise unusable • Stale Dates • Checks that are dated more than six months old are no longer valid and need to go through the ‘stop payment’ process at the bank

15. The Positive Pay System

16. Violations * • A $12.00 processing fee will be charged to the default chart-field on the agreement • INNR: check is cashed without appearing in positive pay • REG $ DIFFER: information on the check is different from what is on positive pay • Accounts Payable does not receive documentation or information received is inaccurate *Refer to the User’s Guide for the complete list of violations.

17. Violations • Persistent improper use of the Limited Purchase Check (3 violations within a 90 day period) will result in loss of privileges. • Checks that are written for an amount greater than the limit ($1,000.00) will result in immediate loss of privileges. • Once privileges have been revoked, they cannot be reinstated.

18. Conclusion These checks are your responsibility! • Keep them secure. Treat same as cash. • Record all information. • Submit proper documentation in a timely manner. Read the LPC User’s Guide!