Sarah Chavez & Juliet RobertsTraining & Communication SpecialistsVPCFO Training & Communications

Check Request Essentials

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Agenda• Overview and appropriate use

• Supplier tips and tricks

• Check request form tips

• Requestion tips

• Tracking and payment details

• Wrap-up and resources

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Learning Objectives• Determine if a check request is appropriate to use.

• Search for a supplier and verify it’s ready to use.

• Review a supplier record and verify the payment address on file.

• Complete an Honoraria/Guest Speakers/Entertainers form.

• Complete a requisition document containing a check request form.

• Locate check request payment details.

Overview and appropriate use

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What is a check request?• A form in BUY.IU used to issue a one-time payment in a specific

situation.

– Currently 18 forms available.

– Not sure if a form fits? Review the Instructions on the form in BUY.IU.

• Invoice submission is not needed to generate payment.

– Instead, substantiation documentation is attached to the form.

– Invoice generation is automated by BUY.IU.

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Check request forms• Athletic Settlement and Referees Only• Emergency Repair Service• Homeland Security• Honoraria/Guest Speakers/Entertainers• Insurance/Medical (Health)• Notary Application and Bond Payments• Payment to Research Participant• Prepaid Travel, Conference or Program

Fees Payment• Prizes, Honors, and Non-IU Student

Awards

• Purchases for Resale• Refund/Repayment to Individual or Agency• Reimbursement for Supplier Out of Pocket

Expense• Rentals – Room, Equipment (No Contract)• Revolving Fund Reimbursement• Royalties and Permissions• Special Exception – Prior Purchasing

Approval Required• Sponsorships – External Organizations,

including Tables for Events• Subscriptions/Memberships

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When is a check request not appropriate?• Your payment involves IU Foundation (IUF) funds.

– IU and IUF have separate accounting systems. It’s not possible to use IUF funds on a BUY.IU document.

• You need to purchase restricted goods or services.

– Review SOP-PURCH-02 for a list of restricted goods and services.

• Your purchase involves a contract.

– Use a non-catalog item order instead.

Supplier tips and tricks

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Supplier basics• Suppliers are invited to complete the registration process

via a Jaggaer supplier portal.

• This portal is where they enter and upload tax documentation, direct deposit/ACH information, and more.

– Departments should not collect tax or ACH information except for in extenuating circumstances.

• Generally, if a supplier wants to receive payment they must complete the registration process.

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Does the supplier always have to register?• No. Depending on the check request form you’re using registration may not

be necessary.

• The following check requests do not require registration*:

– Payment to Research Participant

– Refund/Repayment to Individual or Agency

– Reimbursement for Supplier Out of Pocket Expense

– Revolving Fund Reimbursement

*Exceptions:• Supplier requests

payment via ACH or Wire Transfer.

• Research Participant will receive $400 or more over course of calendar year.

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All other check request forms……require that the supplier complete the registration process. The payee’s tax information must be on file to make the payment.

• The supplier record must be one of the following profile types:

– Individual Profile

– Profile 1 – Full – US

– Profile 2 – Full – Foreign

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So…where do you start?Always search for your supplier first.

• On the supplier record, check to see if:

– They have been approved.

– They have registered.

– The correct payment address is on file.

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Let’s work through a scenario:A faculty member in your department invites Prof. James Kirk to speak at an upcoming conference. James, who goes by Jim, will be paid a $300 honorarium to thank him for his time.

Jim shares that his payment address is:600 Enterprise DrDes Moines, IA, 50301

Search for Professor Kirk in BUY.IU and determine what steps are needed to establish him as a supplier.

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Search using the supplier module.

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No results? Uncheck the In Network box.

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Check the Summary to see where the invitation was sent

and when. Review Fulfillment Centers to

verify payment address, not Addresses!

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The Fulfillment

Center name is

selected on the check request form.

The Remittance Address represents

where the payment will be sent.

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What if my supplier isn’t ready to use?Use a Supplier Edit Request form to request action from the SDM team.

This form is used to:

• “Upgrade” a supplier to a taxable profile-type.

• Activate an inactive supplier for use.

• Update or add new address information.

If the supplier does not exist in BUY.IU, use the Check Request

(Tax ID Required)

request form.

Check request form tips

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Before you start1. Make sure your shopping cart is empty.

– Assign an existing cart to yourself to save it for later.

2. Make sure your supplier is ready to use.

– If edits were requested, ensure they are complete before starting the form.

3. Collect substantiation documentation.

– Documentation is attached to the check request form and used to verify the payment was a legitimate use of IU funds.

– Examples: receipts, supplier-provided invoices, speaker invitation letters, etc.

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Let’s pay Professor Kirk:The conference is over. You’ve gathered your substantiation documentation which consists of the invitation letter that states how much he will be paid and why.

You’re now ready to start the check request form and pay Prof. Kirk his $300 honorarium.

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Use the Forms shortcut on the dashboard or access via

the Shopping module.

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Click the form name or Submit Request to

get started.

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Not sure what object code or form to use?

Check the Instructions page.

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Search for the suppliername and click

Search.

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This is not where the payment will go!

This is the fulfillment address.

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The Business Purpose explains why this is a legitimate use of IU funds.

Does not appear on the check stub.

Unit Price = payment amount.

Product Description is optional but is visible in the cart.

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Never upload or enter

critical data on a BUY.IU document!

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Substantiation documentation• Required for every check request form and should

lead an independent person to conclude that the payment made was:

– Necessary

– Appropriate to the occasion

– Reasonable in amount

– Serving a bona fide university purpose

Documentation uploaded and attached to the form acts as the

original version.

May be securely disposed of after

payment is generated.

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When should you select “no?”• If your substantiation documentation contains critical

data that cannot be redacted, meaning it will no longer be substantive if removed, select no.

• This is rare! Most common when payments involve HIPAA or PHI, non-disclosure agreements, etc.

• Substantiation documentation must be stored securely within the department for the remainder of the current fiscal year plus the following seven.

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Requisition tips

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Update the cart name to easily locate your order while tracking

its status.

Need to edit the payment amount or other information?

Click the form name.

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Ship to address does not represent where the payment

will be sent.

It’s a required field. Enter your office address to complete it.

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Click the + icon to split

funding.

Not sure which object code to use?

Review the check request form

Instructions page.

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Always add check stub text!

This helps the supplier

understand what the payment is

for.

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Text will be printed on check

stub.

Suppliers with ACH/direct deposit will

receive email with details.

Review SOP-PURCH-16:

Special Payment Instructions to

learn more about these options.

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If your payment involves services (domestic or foreign)

the Tax Information Section must be completed.

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Review the Completing the Tax Information

Section guide for more details.

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The Compliance Section is new!

Must be completed on every order.

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Generally, this field should be marked “No.”

Restricted items cannot be purchased with a check request form.

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Almost done! Check the workflow to verify your

order will not be returned.

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Watch out for these workflow stopsWorkflow stop name Trigger

Compliance Return Compliance Section incomplete.

Check Request-Capital Return Capital asset checkbox marked or capital asset object code used.

Location of Services Return Service object code used and Tax Information Section incomplete.

Missing ICQ Return

Supplier has been paid as an IU employee in the past 12 months. Approved ICQ (Independent Contractor Questionnaire) not attached and/or ICQ question marked "No" in General section of requisition.

Missing TIN/Supplier Type Supplier does not have appropriate tax information on file for payment requested. Must register.

Object Code Return Unallowable object code used.

Tracking and payment details

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After requisition submission• When requisition reaches Completed status, a purchase

order and invoice are automatically generated by BUY.IU.

• Payment is generated the next business day after invoice document reaches Completed status.

– Usually, this is the next business day after requisition approval.

– Exceptions: foreign currency or payments via wire transfer/foreign draft. These require manual review and processing.

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Locate your past orders using the Orders module > My Orders > My Requisitions

Draft check request forms (those that have not been attached to a requisition) can be

found in My Procurement Requests.

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Can use the filters to the left or quick search at the top to locate order by cart name,

supplier, etc.

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Jump to the invoice using the Related Documents link.

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Pay Status reflects if the payment has been made. Paid = payment

generated.

Due Date reflects when payment will be made. Not true for check

requests!Review the Payment Information

section for payment date.

Where payment

will be sent.

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Record No. = Check or ACH number

Record Date = date payment was issued

Total = amount paid

Wrap up & resources

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Resource recap• SOP-PURCH-02: Instructions for

Automatic Purchase Orders

• SOP-PURCH-17: Check Requests

• SOP-PURCH-21: Supplier Portal Set Up Exception Process

• Supplier Edit Request Form video walk through

• Check Request (Tax ID Required) supplier form guide

• Payee Certification Form

• Split Funding by Amount or Line Item guide

• Save a Draft Requisition guide

• SOP-PURCH-16: Special Payment Instructions

• Completing the Tax Information Section

• Checking the Status of a Payment

• Purchasing, P-Card, AP, and SDM support form

• Training team email: estc@iu.edu

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Office Hours• Attend via Zoom, come and go as you please.

• Bring questions related to the BUY.IU interface update, processes covered in these webinars, whatever!

• A member of the VPCFO Training & Communications Team will address your question.

• Sign up on our events calendar.

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Let us know how we did• Complete a two-minute Qualtrics survey.

• Feedback is anonymous (and very appreciated)!

• Link to the evaluation is in the chat or available here: https://go.iu.edu/44Gt

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Question & Answer