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Accounts Payable Changes1. Accounts Payable is now part of Purchasing

2. Marika Voukidis is Manager of Accounts Payable

3. Amanda Coats is now Manager of Master Data Management

– Formerly called “Supplier workgroup”

Special Handling, Check Attachments, and Check Stub Notes

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Accounts Payable

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Overview1. Special handling, check stub notes, and check attachment requests are

all entered on the requisition.

2. Special handling and check attachments always force a check to print.

3. Check stub notes print on checks or are sent via e-mail with ACH remittance information.

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Requisition-Special Payment Instructions

Special Handling

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Special handling and its usesSpecial handling is used when the check needs to be handled outside of the standard process.

o The standard process is to send the payment directly to the supplier.

Examples of special handling:

o The check is needed to pay for a cash on delivery order.

o Department of Homeland Security checks go to OIS/OIA so that the visa paperwork can be sent with the check.

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In the requisition, special handling is activated by editing the special payment instructions to select “Check Special Handling Requested”.

The campus code is used to determine which campus to send the check to. The text indicates what action is expected once that check is received.

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Remember…The “Special handling instructions” text is the instruction on what action is needed for the check.

Activating the special handling request forces a check to print in a separate batch from the standard checks. These are given to Accounts Payable (AP).

Checks cannot be mailed to a different location than what is selected in the supplier record.

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Deposit special handlingSpecial handling is not requested. Only the instruction text is completed.

Check stub notes

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Check stub notes and its usesCheck stub notes are printed on a check.

The information added to check stub notes should be meaningful to the supplier.

Examples of check stub notes:

o IU Tax exempt number

o Department’s account number

o Description of services IU is paying for (great option for check request forms)

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In the requisition, check stub notes are added in the special payment instructions section by selecting edit.

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SummaryCheck stub notes are a way to convey information to aid the supplier in the application of payment.

Check stub notes do not force a check to be printed.

Adding check stub notes to Check Request Form payments is very useful to the supplier to apply payment.

Check stub notes are sent in the e-mail remittance advice for ACH payments.

Check Attachments

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Check Attachments & its usesA check attachment is documentation that is mailed with the printed check.

Marking “Check attachment” will force a check to print.

Marking “Check attachment” on a requisition will alert AP that the substantiation documentation needs to be printed and mailed with the check.

Example of check attachment use:

o Paying for a membership or subscription.

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In the requisition, a check attachment request is selected in the special payment instructions section by selecting edit.

• On a standard PO, the supplier invoice is mailed with the check.

• On a check request form, the substantiation documents are mailed with the check.

Check Request Forms

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BUY.IU Invoices

Invoice Source - Previous Fiscal Year (7/1/2019-6/30/2020)

Automated (7.4%) Digital Mailroom Import (55.3%)Electronic (26.8%) Manual (7.2%)Recurring (0.0%) Supplier Portal (3.2%)

(Check requests)(File from supplier) (AP processes)

(PO flip)

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Check Request Forms1. Of the 328,956 invoices paid, 24,239 were done via check request forms.

2. Check Request Forms do not route to AP

3. When the form is approved, the PO and invoice are auto-generated.

4. The supplier invoice number is created by the system. Without documentation or meaningful check notes, suppliers do not know why they received payment.

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Special Payment InstructionsStandard POs provide the supplier with a meaningful number to reference the reason for the payment, because the invoice number supplied by the supplier is used and referenced on the check or ACH remittance.

Check Request POs are not sent to Suppliers, and the system creates a supplier invoice number.

Creating a check stub note is helpful for Check Requests, so that the supplier knows the reason for the payment.

Wrap-up

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How to help1. Use check stub notes if just a note to the supplier will suffice. This is

useful for suppliers that performed a service, such as a speaker.

2. Use check attachment if sending the substantiation document is useful. This is true for memberships, as the substantiation document usually lists the name of the person seeking the membership.

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Let’s recap1. Adding check stub notes or check attachments are useful to help the

supplier with application of payment.

2. Special handling requests should be used in rare circumstances, so that payments are sent as the supplier has noted in their record.

3. Requesting special handling or check attachments forces a check to print.

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Related documents1. SOP-PURCH-9 Deposit with Order

2. SOP-PURCH-16 Special Payment Instruction

3. SOP-PURCH-17 Check Requests

4. ST-105

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The AP team is here to help!• Email fmsaphlp@indiana.edu or call (812) 855-4004 with questions.

• Request action on an invoice by logging a comment and tagging fmsaphlp@indiana.edu.

Do not contact AP staff members directly.

The fmsaphlp group account is monitored daily by multiple staff and results the quickest response.