P2P Improvements: spotlight on Payment Request Form

The new Payment Request Form rolled out September 18 in BobcatBUY (BCB). Accounts Payable, along with Finance Customer Care, the Purchasing Department and the Financial & Administrative Systems Team closely monitored the post-implementation utilization of the new form to identify and address issues and questions.

Following are some guidelines for the new form.

Note:

• The Payment Request Form was established to streamline the process for payments that do not require a Purchase Order (PO). The Payment Request Matrix lists the transactions that can be processed through the Payment Request Form in BCB. It also includes the required supporting documentation for supplier setup and payment substantiation for each transaction.
• Ohio University’s Signature Authority document outlines the approvals required for contracts and agreements of all amounts and the required CFAO and supplier signatures.
• The approval process for the Payment Request Form is different from the Requisition approval process. Approvals are assigned at the Organization level. The Payment Request Quick Reference Guide provides instructions on how to approve the form.
• Accounts Payable will process payment as soon as it receives the Payment Request Form so there is no need to send it in ahead of time. The form should be submitted after the service has occurred and should list the exact amount to be paid. Advance notice of estimated costs is no longer required.

Features:

• The Payment Request Form replaced the Direct Payment Form in BCB. It should be used only for the transactions listed in the Payment Request Matrix. These transactions are related to a payment and not the purchase of goods or services.
• Use the Payment Request Form to set up a supplier and process payment on the same request. Select NOT AVAILABLE as the supplier and upload the required forms to set up the supplier. See the Payment Request Matrix for the required forms.

Hints for using this feature –

• • Upload all of the supplier information into one document on the Suppliers Details tab. Do not include any payment information. Upload payment information to the Check Request tab.
  • If you use NOT AVAILABLE you need to answer NO to the question “Do all the suppliers involved in this payment request exist in BobcatBUY?” This option should also be chosen for supplier updates. Without a NO answer, the request form will not properly route to Supplier Management and payment may be delayed.
• You can also add and pay multiple payees with the same payment request. It is best if you separate those that are already set up into one payment request from those that need to be set up. Those already set up will not be delayed with the Supplier Management step if sent though on a different request. A spreadsheet can be used to identify who needs to be paid and how much.
• Honoraria are now processed as payment requests. There is a new Honorarium Form which must be signed by the planning unit CFAO and the honorarium recipient. To avoid delays, please ensure the form is complete and signed by the CFAO prior to submission.

Limitations:

• The Payment Request Form is part of the Accounts Payable module in BCB thus it does not have the same functionality as Requisitions and there is no form withdrawal capability. Once the Payment Request Form is submitted, users must request return of the form by the person next in the workflow.
• Payment Request Forms do not show under user profiles as recently submitted forms. To find completed forms, use the document search functionality.
• The Payment Request Form does not consider the accounting string field a required field and so can be submitted without the information entered. However, forms will not be processed with out the accounting string. Be sure to check that you have filled in your accounting string before submitting your form since any forms submitted without the accounting information will be returned.
• Once a Payment Request Form is completed, a voucher number displays on your form. If you click on the voucher number it takes you into a screen that creates invoices. Please do not click on the voucher number. If you enter the invoice from that link, the processing of your payment will be delayed.
• These limitations have been logged with Jaggaer (the BCB service provider) and Purchasing is trying to get a fix for them.

As we work through system fixes and process clarifications, we will continue to communicate any changes and update training and reference materials. Questions or concerns? Contact Finance Customer Care at 740-597-6446 or financecustomercare@ohio.edu.