/ Instruction Guide

Creating a Check Request to Transfer Foundation Funds

Procedure

In this simulation, you will practice the steps for creating a check request to transfer funds from the UF Foundation to your department cost center.

  1. Click Check Request.
  2. Click OK at the Create Check Request message.
  3. The Check Request Number and the Invoice Date automatically display.

Write down the Check Request Number for future reference and to use on the Search page.

  1. Click the calendar icon to enter the Date Needed.
  2. Click thedropdown menu to select the month.
  3. Click theDeclist item.
  4. Click 3.
  5. Enter the Amount.

In this example, entera valid valuee.g."200.00".

  1. Enter the Check Description.

In this example, entera valid valuee.g."Transfer from UF Foundation".

  1. When dealing with a transfer, the vendor should be the University of Florida.

Type "UF" in the Vendor Search field.

  1. Click the search icon.
  2. myUF Payments displays error messages in red. In this case, search terms must have at least 3 digits.
  3. Enter "University of Florida" to replace the previous entry.
  4. Click the search icon.
  5. Click thedropdown menu.
  6. For a check request to transfer funds from the Foundation, the vendor should always be UF Finance and Accounting.

Click theUniversity of Florida | 0000002174 | 1 | Finance and Accounting | Gainesville | FL | 32611-3200list item.

  1. The vendor information populates:

• The vendor number for a transfer should be 0000002174.

• The vendor for a transfer should always be UF Finance and Accounting.

  1. Click here to scroll down the page.
  2. The business purpose and reason for the transfer must be included in the Purpose section.

If the transfer is from a Professorship or Eminent Scholar Chair fund, the purpose must identify the current recipient.

Transfers from the Foundation do not need to be routed to a Fund Administrator for approval.

For the purposes of this simulation, enter "Business purpose."

  1. Click thecheckboxnext to UF Foundation Request for Transfer of Funds.
  2. The Transfer Funds Todropdown displays after checking the box.
  3. Click theTransfer Funds To dropdown menu.
  4. Click theUF Cost Centerlist item.
  5. Check this box if the transfer requires IRB or IACUC oversight. Transfers that fall into this category must be allocated to a 209 fund code and a “G” source of funds that matches the “F” source of funds for the Foundation.

We will skip this step in this example.

  1. Click theBusiness Unit dropdown menu.
  2. Click theUFLORlist item.
  3. Enter the Cost Center that will receive the transfer in the Allocations section below.

For this example, enter "32020000" in the Department field.

  1. Press[Tab].
  2. Enter the desired information into theFund field.

In this example, entera valid valuee.g."171".

  1. Press[Tab].
  2. Enter the desired information into theProgram Code field. Entera valid valuee.g."2200".
  3. Press[Tab].
  4. Enter the Account.

In this example, "430000".

  1. Click the 430000-TRSFRS TO UF FR COMPONENT UNIT list item.
  2. Press[Tab].
  3. Click theBudget Reference dropdown menu.
  4. Click theCRRNT-CURRENT BUDGETlist item.
  5. Press[Tab].
  6. Choose the appropriate Source of Funds from the Foundation.

In this example, entera valid valuee.g."F000337".

  1. Click the F000337-(Pharmacy General Fund) list item.
  2. Click here to scroll back to the beginning of the row.
  3. Click the Save icon.
  4. Click the Save button.
  5. Provided that all Chartfield information is correct, the Approve button will become active.

Click the Approve button submit the check request to approval workflow.

  1. Here you have the option to click the Upload Trailing Documents button to provide documentation as a backup for this check request.

Click the green arrow icon to skip this step.

  1. Click OK.
  2. To find the check request you just submitted, click the Searchmenu.
  3. Click the filter icon for the COR360 Voucher Number column.
  4. Click thefilter dropdown menu.
  5. Click theEqualslist item.
  6. Enter the invoice number from the check request.

For this example, entera valid valuee.g."10000259".

  1. Click OK.
  2. Here is the check request you just submitted. You may click the icons on the left to view the document or the details.
  3. In this simulation, you practiced the steps for creating a check request to transfer funds from the UF Foundation to your department cost center.

If you need help with technical issues, contact the UF Help Desk at 352-392-HELP or .

For further assistance, please contact University Disbursements at 392-1241 or email .

© Training and Organizational Development, Office of Human Resource Services, University of Florida, Gainesville, FL 32611

End of Procedure

© Training and Organizational Development
Office of Human Resource Services
University of Florida, Gainesville, FL 32611 / Updated: January 18, 2012
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