eCheck and eTravel

1. eCheck and eTravel How to use the system

2. Agenda • History of system • Information • Tutorial • Questions

3. History • eCheck system began controlled implementation in late 2005. • eTravel system debuted in February 2008

4. Information • Website: https://webapps.ais.uga.edu/PCFA/index.jsp • MyID and MyID password are required for access. • Before using the system, make sure your department and/or accounts are set up. Approval Authorization form should be completed and faxed to Travel & Encumbrances at 706-542-6767. Form located at: http://www.busfin.uga.edu/forms/approval_auth.pdf

6. Approval Path Form • Recommended to have more than one approver at each approval level • Provide MyID, not Financial Accounting System ID • Departmental paths preferred • Form must be signed by Department Head or person with budgetary responsibility for the account. • Allow 3-5 days for processing

10. Tabs • Once logged into the system the home page will display your user menu to the left. There is a “tab” for eCheck and one for eTravel. The red tab will always be your active tab. For this section of the demo, leave eCheck as your active tab.

11. Menu Options • You should have 4 groups of menu options: • Create eCheck Requests • My Check Requests • My Departments Requests • Check Request Search

12. Create eCheck Requests • This group allows initiators to create their eCheck requests based on the vendor/payee address. If the payee address is a U.S. location, select U.S. Payment Address. If it is a foreign address, then select Foreign Payment Address.

13. My Check Requests The My Check Requests grouping will allow users to see how many requests they still have in initial entry (those not approved to anyone) and how many requests that have been rejected back. Users are only allowed to have 5 requests in initial entry. The All Requests sub-group allows users to search and retrieve electronic check requests from past months and fiscal years. Request initiated in the current month will automatically display.

15. My Departments Requests • This functionality is for approvers. This will display requests awaiting “my” approval and those awaiting lower level approvers (i.e. if I am 3rd level approver, I will be able to see requests that are awaiting either 1st or 2nd level approvers.) • List/Search All function allows users to search for a specific request utilizing various search features.

17. Check Request Search • Users can search for a specific check request by utilizing the check request search feature. This will pull up the actual request, allowing users to check the details and status of the request.

18. Creating a request eCheck

19. Step 1 • After logging into the system, leave eCheck as your active tab. Click on U.S. Payment Address under your Create eCheck Requests group. • After selecting U.S. Payment Address you should be directed to the following screen:

21. Request Information • Type of Request-This is a drop down for the initiator to select the type of request. (Note: Only use refund if you are requesting the expense to come from a 4 object code-Refund is not to be used for a general reimbursement to an individual.) • Emergency/Expedite-Check if request should be expedited only. • Reason for “Other”-Must indicate what request type is if “Other” was selected as type of request • Expedite/Emergency Reason: Justify why request is expedite/emergency.

22. Remit to Individual/Company • Payee type: Individual, company on file (has done business with UGA before,) company not on file. • If individual, enter social security number of person. All digits except for the last four will be masked. • To see if company is on file, click on (Search) next to Vendor (right under SSN box). Once you click on search the following box will appear.

24. Remit to cont. • Enter the vendor name and search for it to see if the remit to address is on file.

25. Remit to cont. • If the remit to address appears, click on the blue vendor name. The information (address on file) will paste into your remit to section on the check request. • If the remit to address does not appear, close this box and select company not on file. This alerts Accounts Payable that the vendor needs to be created in our database before payment can be remitted. • Once you select company not on file, the following pop up will appear:

27. Company Not on File • The IRS requires AP to collect and report taxpayer identification numbers. Therefore, AP must have a completed W9 on file for each vendor before payment can be remitted. This box provides a link to the IRS website where the form W9 can be located. It can be completed as an attachment to the check request, or faxed to AP separately. However, if a W9 does not accompany any request for a vendor not on file, additional processing time should be allotted. • Vendor remit to address info should be completed in the address portion.

28. Direct Departmental Inquiries to • Indicate the name of the person who should be contacted if problems arise with this request. • Complete phone number should be provided, including area code. • No dashes

30. Save & Continue • Click on save & continue to move to the next portion of the check request.

32. Description/Comments • This is the description/comments section which was previously (on the pink paper request) the body of the request where the department told AP what was to be paid (i.e. freight charges for invoice 12345, 12/1/08.) • Also note, the request now has a number assigned to it (located by the red bar that states Description/Comments for request number…..) • Please provide detailed information.

34. Account Info • After clicking save & continue at the bottom of the description/comment page, initiators will be directed to the Account Info page. Account number and amount should be keyed. • Note: Approval paths must be exactly the same if you are using multiple accounts.

36. Object Code • For object code, select the (search) function beside of the object code field. The following box should appear:

37. Select Object Group • Select Object Group is a drop down menu that will provide you with a list of the summary objects that you have budgeted on that account.

38. Object Group cont. • The initiator should select the correct summary object, which will prompt the system to display the detailed objects.

39. Object Group cont. • Scroll down the list until you find the appropriate object code. For the purpose of this demo, our object would be 72732 (freight express & storage) • Click on the correct object and the system will paste it into the object code field.

41. Free balance check • If funds do not exist to cover the expenditure, you will receive a warning message. There is a box to check indicating that you will take the proper steps to resolve the funding problem. Action should be taken immediately to correct the account balance.

42. Summary Display

43. Summary Page cont. • Request Number: click on Print Request and a consolidated print request document will appear. See next slide. • Click on Print Request at the top of the new document to send print command to printer.

45. Summary Page cont. • Request Status: Click on View History to locate current status of the request.

46. Summary Page cont. • Anything displayed in blue can be changed/modified. • Delivery Information: Click on Add/Change Delivery Information to add notes for a check to be held for pickup. Use this for exceptions only! • Supporting Documents: Honoraria can only be used where there is an invoice to accompany the request and no signature is required. • Print Fax Cover Sheet: Click on this to generate a cover page if you are faxing your backup documentation. The electronic check request number will automatically print on the cover page.

47. Attaching Documents • Under Digital Attachments on the summary page, click on Add A File and the following box will pop up.

48. Attaching Documents cont. • Click on browse to go to your computer desktop. From there you will be able to select your backup (invoice) that you would have ideally scanned prior to beginning the electronic check request. Once you have selected the file and the name appears in the display box, click on upload file. • Your file will then display under the Digital Attachments heading.

49. Select Action • Scroll all the way to the bottom of the summary page and you will see a box that says select an approver. See next slide.