College of Engineering’sPayment Request System
We integrated the preparation of a payment with a process dependent on the “type” of payment needed. The system allows anyone with minimal training to prepare and processeven complex payments to individuals or vendors with little or no errors.This is accomplished by guiding users through a set of targeted form fields, asking only for pertinent information, and limiting choices wherever possible.This takes the guesswork out and makes the process almost foolproof. It even validates the funding strings!
FEATURES
- Combines prep of form with process.
- Handles majority of routine payment needs
- Prints in eye/user friendly format
- Eliminates using incorrect payment form
- Assigns account (class) codes automatically
- Reflective of pending Purchasing Services changes to reduce processing confirming requisitions
- Calculates tax withholding for foreign national payments
- Links to treaty site and IRS forms
- Checks validity of funding source
- Lists additional required documentation
EXPECTED RESULTS
< Reduces training time for users
< Eliminates coding and funding errors
< Reduces missing information and documentation
Eliminates using wrong form
> Accurate tax calculations for foreign national payments
> Standardizes process
> User friendly printed forms
Select the Type of Recipient
The first thing the user needs to do is indicate whether they are requesting a payment to a single individual, a vendor, or multiple individuals.
Indicate the Type of Payment
The user will enter the transaction date and select from a drop-down list of payment types. The list of payment types will be different depending on whether the user indicated the payment was for an individual or a vendor. No chance of selecting a vendor-type payment for an individual.
Define the Purpose of the Payment
The user will write a description of the payment purpose. To aid the user, the system provides a list of items/questions that should be addressed in the description.
Provide Recipient Address
The user will enter the mailing address and tax ID number.
If the recipient is an individual (as opposed to a vendor), the system asks for a permanent address.
If the recipient is a US citizen, the Country of Citizenship and Visa Type fields will not be displayed.
Indicate the payment method and currency
The system defaults to a payment method of ‘Check’ and a currency of ‘US Dollars’, however, the user has the ability to change either of those if needed.
If the recipient is other than an individual non-US citizen, the Tax Treaty question will not be displayed.
If applicable, the user will be asked to provide the number of service days for which this payment is being made.
Enter Funding Information
The user will enter the funding string(s) as appropriate. Notice that the user does not need to enter an account (class) code. That code was already determined when the user selected the payment type. This eliminates the possibility of the user entering the wrong account. There is no limit to the number of funding strings that can be applied to a payment.
Immediate Feedback for Invalid Funding
Because this system uses the College of Engineering’s Funding Validity checker, the user will know immediately if s/he has entered an invalid string. The system even indicates possible valid values!
The Printable Output
That’s it! The system takes care of all calculations, including applicable taxes, and generates the PIR or DP number. The final form can be printed, signed, and sent on its way. The information it contains is much clearer because the page doesn’t contain unnecessary clutter. It even provides a list of items that need to be attached!
The entire process takes very little time, the possibility of submitting an incomplete form is eliminated, the risk of errors is greatly reduced, and training can be done in a fraction of the time.
Brought to you by the folks who created PayData and SnapShot.
For more information, contact Gene Masters at , 265-5937 or
Becky Torrisi at , 262-8502