Transcript Petty Cash Funds How to complete an eCHECK Request for Petty Cash Updated 8/10/2013

Petty Cash Funds
How to complete an eCHECK Request
for Petty Cash
Updated 8/10/2013
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Petty Cash: Title
• The Title must start with the words “Petty
Cash” followed by other pertinent information
which the preparer would like to add.
2
Petty Cash: Payment Type
• Click on the select button next to Payment
Type and choose 11: Petty Cash.
3
Petty Cash: Payee Name
• The Payee is the custodian of the Petty Cash fund.
Enter and search for their name.
– If multiple names appear, verify their UM ID# to ensure the
selection of the correct payee.
• Once you have located the payee, click Select to
populate the payee field.
4
Petty Cash: Create New Payee
• If the fund custodian’s name doesn’t appear,
click New to create a new payee. You will be
brought to the Create Custom Payee Screen.
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Petty Cash: Create New Payee
For Tax ID Type, select UM Employee ID Number (UEIN).
In Payee/TAX ID/SSN/ UM ID#, enter the Payee’s UM ID #.
• Ex. C12345678 (Payee Name field should automatically populate)
Enter the Payee’s address info: Country, Street Address, City,
State, Zip Code.
For Payee Service Type, select No Special Payee Service Type.
For Ownership Type, select Individual.
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Petty Cash: Create New Payee
• Select Save once you’ve entered all
information accurately:
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Petty Cash: Amount
• Enter the Payment Amount and select Next.
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Petty Cash: Accounting
• Enter the Account and the Object Code in the
appropriate fields.
• Click the select button next to Account or
Object Code to search possible entries.
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Petty Cash: Split Accounting
• To split accounting among multiple accounts
or object codes, select the Add button to
create a new accounting line.
– Up to 15 can be used per eCHECK Request).
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Petty Cash: Accounting
• Once account info is entered, click Next.
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Petty Cash: Tax Information
• Petty Cash transaction only require the
Payee’s UM ID #, which should populate
automatically.
• Click Next.
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Petty Cash: Delivery
• Verify the address on file for the Payee.
• An address edit should be done on the Summary Page.*

See slide number 21 for further details.
• Select Yes for “Does address match invoice?”
*Editing the existing
saved address is a
temporary change
that will not apply to
future submissions.
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Petty Cash: Delivery
• Mark No to Enclosures and FedEx Delivery.
14
Petty Cash: Delivery
• Petty Cash items should be held for pick up
(exempt from VP approval requirement for internal distribution).
• Check the Internal Distribution box.
• Enter “Petty Cash” as the Reason.
• Click Next.
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Petty Cash: Stub Information
• Include the following information in Stub
Information:
 Replenishment Amount Requested
 Cash on Hand
 Total Petty Cash Fund Amount
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Petty Cash: Explanation of Request
• Include the business purpose of the
replenishment in Explanation of Request.
• Click Next.
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Petty Cash: Instructions
• Read through the Instruction Screen.
• Click Next.
• All receipts and other backup documentation must be scanned and attached
to the eCHECK Request.
• Departments must retain original hardcopies of backup documentation until
the eCheck has been fully approved by Disbursements or Office of Research
Administration. At which point, the hardcopies can be properly disposed of.
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Petty Cash: Approval Flow
• Review the Approval Flow for accuracy.
The payee/custodian cannot also be the account approver. If so, an additional
authorized departmental approver will need to be added.
• To continue, Select Next.
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Petty Cash: Summary
• On the summary screen, verify that all
information is entered correctly, particularly
the delivery information.
• To save any changes made on this screen,
select the Update button.
20
Petty Cash: Summary Screen
• The address fields allow for editing, any necessary
delivery information change should be made on the
Summary Screen*.
• Once address changes are made on the summary screen, click the
Update Button to verify your change.
•
This change doesn’t permanently update the address, only for this eCHECK Request.
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Petty Cash: Summary
• Scan all backup documentation related to the
petty cash replenishment, including all
receipts and applicable W9s and W8BENs and
save them to your hard drive.
– PDF is the suggested file type for all attachments.
• Scroll to the bottom of the page and select
Add Attachment.
22
Petty Cash: Summary
• Select Browse.
• Locate the saved
document. Select Open.
23
Petty Cash: Summary
• Click OK.
• Select Submit.
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Petty Cash eCHECK Request:
Participant Payment
• If the eCHECK Request is for replenishment is of funds
for research subject payments, complete the Excel
Spreadsheet for Research Participant Payment located
on the Accounts Payable website. This needs to be part of the
eCHECK Request submission, in order for full approval.
• Email the spreadsheet to Disbursements at:
• [email protected]

The file name should be a combination of the eCHECK Request number and the custodian’s name
(C123456JohnDoe.xls).
• A W-9 or W-8BEN is required for each participant paid
$600.00 or more for the calendar year or for nonconfidential studies.
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Petty Cash: Creating a New Fund
• To establish a new Petty Cash fund, the eCHECK
Request must be charged to the following:
 Account: 011121
 Object Code: 1131
• The request must be accompanied by the
following completed forms:




Petty Cash Fund Form
Petty Cash Deduction Authorization Form
Petty Cash Profile Form
Justification Memo or Research Participant Payment Questionnaire
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Petty Cash: Creating a New Fund
• If the new fund is for research studies, the
Research Participant Payment Questionnaire is
also required.
 For confidential research studies, the fund custodian must receive
prior approval from the controller, which needs to accompany the
request.
• For the complete petty cash policy go to:
http://www6.miami.edu/controller/policies/D040.pdf
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