Things to Remember in the new SFS Accounts Payable System

1. Always include an additional copy of the attachment for payments that require a remittance copy' for example, utility payments, registrations and subscriptions.

2. We are builing a Vendor File and are required to obtain the Tax Identification Number for all payments with the exception of refunds. Including this information is an essential business practice and will add to the time it takes to pay a vendor if the information is not supplied.

3. For all payments to employees we must have the social security number and the correct legal name. Legal name is the name the employee is listed in the Payroll System. We have many instances of names an employee is known as versus the legal name. However, once an employee is in the system as a vendor, the vendor number may be used.

4. Addresses must be entered in the vendor file in order for the address to be printed on the check. This has become a constant maintenance problem as many employees change the address for checks with each payment. Room numbers change and many checks are routed to someone in the department. If at all possbile, employees should be encouraged to pick an address for payments.

5. The invoice field should be filled in the following the invoice numbering convention.

6. Please discontinue use of the old forms and using the new forms as a cover sheet. During the transition we have been accepting the cover sheet but we are now returning transactions that use the old forms.

7. SFS coding is the only coding to be used with the new forms.

8. The new system identifies errors in coding at voucher entry. This has resulted in an additional burden for staff to fix the problem before payment can be made versus the Legacy system that would accept incorrect coding and then be corrected the next day by Financial Operations staff. Delegated areas should be alert for coding errors. Dean/Director's Offices will start receiving these documents back if coding is incorrect. Obviously this will result in delay of payments.

9. Do not misuse the Emergency Transaction process to "speed things up". This is a costly process that uses up valuable and scarce resources that we need to process transactions in the order they are received. We do our best to serve every customer.