RiceUniversity
Payment Solutions
On-line Check Request Form Procedures
Revised August2015
On-line Check Request Form Procedures
ABOUT THE FORM
Online check requests(CQ) takes the place of paper checkrequests.
WHEN TO USE THE ON-LINE FORM
Listed below are the examples of when to use theonline check request.
1.Reimbursing a non-riceindividual or certain students.
2. Paying a vendor that does not accept the purchasing card or paying a vendor that will not invoice the department directly.
WHEN TO USE OTHER FORMS
Listed below are examples of when notto use the online check request form.
1. Relocation Expenses for Faculty/Staff
a. Complete the paper Relocation Reimbursement Form found on the Controller’s Website.
b. Submit the completedform to Disbursements, MS75.
2. Travel, Entertainment and Business Meeting Reimbursement
a. Complete the expense report in Concur.
b. Submit the expense report for electronic approval.
3. Payroll
Payroll has various forms for different situations. Contact Human Resources or the Payroll Department.
4. Capitalization Expenditures
a. These requests are submitted on Purchase Orders.
b. Capitalization account codes begin with 75 or 76
c. Documents are sent to Payment Solutions, MS 77 once approved.
ACCESSING AND USINGTHE ONLINE CQ FORM
Use any University networked computer and/or Web browser, suchas Netscape Navigator or
InternetExplorer.
1. Access
2. Select Staff.
3. Select Administrative System.
4. Select WebApps/Edgar Login.
5. Log on using your Banner ID and password.
6. Open the “Finance” tab from the WebApps menu.
7. Under "Web Entry"select"Check Request".
8. Enter a description of the Check Request in the “Description” field.
a. The description is a required field, but will not appear on the CQ.
b. This description will assist you when copying CQ’s (i.e. modifying CQ’s prior to selecting the “Submit” button, copying for future repetitive or similar CQ’s).
9. The Department Reference is an optional field, but its use issuggested for the following:
a. A name, abbreviated department name, projectname/number or activity code.
b. This "Department Reference" will appear on the check request.
10. Select “New Entry” to continue or “Clear” to begin again.
Vendor Information Section
1. In the field titled “Code”
a. Enter all or part of the vendor’s name, i.e., Dell for DellComputer Corporation, or
Smith for Joe Smith
2. Select the “Vendor Information” button.
a. A list of all vendors matching the entered text will be displayed.
b. Select the button with the exact vendor and address(If no exact
match is found proceed to step 3.If an exact match is found proceed to the next section). The vendor information will populate with theselected information.
3. When an exact match is not found, clear any text in the “Code” field and select the
“No Exact Match Available-Enter Custom” button.
4. Select the “Add” button andcustom entry fields will bedisplayed.
a. Carefully enter the exact vendor information: name,mailing address, city, state, and
zip code.
b. In the Rice faculty/staff/students field, enter the Employee ID, Student ID. Do not provide SSN/TIN information. Please submit this information through the Payables vendor portal @payables.rice.edu.
Note:Documentation of the above information willneed to accompany theCQ.
Disbursements will complete the vendor set up once the form has been received inPayment Solutions.
5. Selectthe “Add” button or to make any corrections select the "Clear" button.
Reason(s) for Request Section
1.In the “Text” field, enter a clear and precise description for the payment requestalong with the date ofthe trip/event/service.
2. In the “Amount” field, enter the amount to be paid. Select the “Add” button.
a. If there is more than one payment to thevendor,continue entering each
amount,one line at atime, until all payments have been entered.
Accounting Information Section
1. Enter the correct accounting code combination. FOAPAL codes consist of fund, org, account, program, activity and location code.To learn more about program, activity and locationcodes contact Crystal Davis at ext.2478.
2.Select the “Add” button. The amount populates for you, howeverIf the total expense is to be “split funded”, additional accounting fields will appear until the total amount is coded.
Special Handling Instructions Section
1. Whenthere are no Special Handling instructions, the check will be sent viaUSmail.If specialhandling is requested, indicate the instructions in the “Text” field and choose the appropriate handling from the drop down box located to the right.
Examples of special handling:
a.Wire Transfer - Enter the wire instructions and choose “None” in the drop down field.
b. Attachment - Explain which attachment should be sent with the check, provide an extra copy of the attachment and choose “AT” in the drop down field.
b. Payment Solutions - Enter the contact information of the person to be notified when the check is ready for pick up and choose “CS” in the drop down field.
c. Campus Mail - Enter the contact name and MS # to where the check is being sent and choose “CM” in the drop down field.
2. Select the “Add” button.
3.If the check request form is correct and no changes are needed, proceed to the section titled "Submitting the Form to Banner".An additional reviewer may be required prior to submitting the CQ for approval. In that case, proceed to the section titled "Transferring the Check Request Form Prior to Completion".
Submitting the Form to Banner
1. Select the “Submit Check Request Entry” buttonif nochanges are needed.A message will confirm that the check request has been submitted. If the fund/org noted is over budget, a notification message will be displayed. You will have the choice to “accept” this message and continue or “modify” the check request by revising the fund/org code.
2. Select the “Back to Check Request Entry Menu” button.
3. From the Check Request Menu find this check request by number ordescription.
4. In the Check Request Menu, beside the check request are buttonslabeled “View Detail”
and“Print Form.”Select the “Print Form” button.
5. The check request will be displayed, print the form using the“Print” icon on the browser.
6. Obtain the necessary approval signature(s).
7. Attach the appropriate back-up to the CQand send it to Payment Solutions, MS 77.Payment Solutions will verify the signature, coding and will completethe CQ.Then it will post inBanner.
8. After the check request has “Posted”, theCQ can be viewedonly once on the originator’s
Check Request Menu.After oneviewing,the CQcan be queried on WebApps.
Please Note: Checks are cut on Tuesdays and Fridays.
Transferring the Check Request Form Prior to Completion
1. When another reviewer is required prior to submitting forcompletion, select the
“Back to Check Request EntryMenu” button and select the “Transfer” button.
2. Enterthe last name of the reviewer you aretransferring to.
4. Select “Transfer To” button.
5. Select the Banner ID/name of the transferred to reviewer.
6. Select the “OK” button.
a. This will remove the form from originator’s Banner ID and tothe reviewer’sBanner ID.
b. The reviewer will now be able to view the CQ. Once reviewed, the reviewercan either“Submit the Form toBanner”or transfer the form back to the originator for completion.
Deleting After Submitting
Payment Solutions must delete a CQ once submitted to Banner. For all CQ deletions, emaila request to and include the CQ #. Once deleted, the status column on the originator’s menu will show “Deleted” and the CQ will be unavailable for viewing.
To Hold the Check Request for Further Review
1. Select the “Back to Check Request Entry Menu”.
2. “Modify”, “Delete”and "Transfer" buttons can be selected.
3. Select the appropriate action button and proceed with the CQ and/or approvalprocess.
Copying a Previous Online Check Request
1. Enter the CQ number to be copied in the “Copy Doc” field.
2. Enter a description of the Check Request in the “Description” field. This is a required field.
3. Enter numbers or text in the “Dept Ref” field. This isan optional field.
4. Select “New Entry” button to continue, or “Clear” to begin again.
5. Make any necessary changes, and/or submit the check request.
Note: Please send the completed CQ and appropriate back-up documentation to Payment
Solutions in the same month the CQ was initiated.
Contact Information
For questions, assistance, and/or support with this form please contact Regina Diaz,Training Coordinatorat extension 6715 . Payment Solutions can be reached by contacting extension 6700 or .
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