F4 Payment Request Form Training Reference
F4 Payment Request Form
Training Reference
February 2018
F4 Updates
•
Significant changes have been made to the form
•
Instructions provide much more detailed
information than this presentation
•
In Fiscal Year 2019 non-compliance with the
instructions or policies will result in forms being
denied or returned for additional
information/clarification/support which will delay
payment
F4 Sections
•
Form Usage
•
Payee Information
•
Forwarding Information
•
Accounting Distribution
•
Certification
Form Usage
•
As of November 2017 this is a new section to
the F4 form
•
Responses of “Agree” are an indication that
the form is properly being used
•
Responses of “Disagree” are sometimes
acceptable with proper explanation or support
•
F4 payment is least preferred compared to
Payroll, purchase order and Pcard
Form Usage
Purchase Orders
•
When supplies, equipment or services are needed by your department, a Purchase Order is required. The purchase order assures the
University is working with qualified suppliers who have been approved and departments are taking advantage of negotiated pricing and
contracts and are checked for suspension/debarment
•
Payment for the goods, equipment and services will be rendered to the supplier after they submit an invoice to Accounts Payable with
the purchase order number included on the invoice.
•
To request a purchase order for goods, equipment or services, a purchase requisition (312 requisition) needs to be completed and
approved by the appropriate staff in your department with signature authority. Requisitions $50,000 or greater require the Dean,
Director or Department Head Signature. In addition to the 312 requisition, please provide a supplier quote. If the purchase is >$25,000
or if it is a sole source (only supplier that can provide this product or service), you will need to submit a
Supplier Price Justification
Conflict Information Form
. Instructions for completing a 312 requisition and Supplier Price Justification Conflict Information Form is
located on the Purchasing Website
https://www.urmc.rochester.edu/purchasing/Purchasing-Training-Guides.cfm
•
If the request is for a
Consultant or Independent Contractor
, please see the information on Purchasing’s Website on the process and
forms for these type of requests. Instructions for completing the required paperwork for Consultants/Independent Contractors is
located on the Purchasing Website.
https://www.urmc.rochester.edu/purchasing/Purchasing-Training-Guides.cfm
Pcard
•
If your department has a Pcard and the transaction is less than $1,500 and is not on the
Pcard Excluded list
, your purchase could be
made using your Pcard.
Form Usage
•
Employees can only receive a limited list of payments via the
F4 form: royalty payments, study subject payments,
performance fees
•
The form cannot be used for payment of physician services
•
The form cannot be used for purchase of capital items
(generally $1000+, life of 1+ years)
•
If you have a Pcard and it can be used for this purchase then it
is preferred over this form
–
Please indicate why you are using F4 vs Pcard
–
F4 can be used while you are waiting for Pcard registration/assignment
Form Usage
•
Acceptable Payment Request listing (
recent updates are in red
):
–
Form Usage
•
A contract is needed for agreements of $25,000+
–
space is provided to designate where the contract is stored
–
PO counts as a contract
•
When payment is for goods or services, submit an invoice, not
a quote or statement
•
If not an Acceptable Use, Utilize purchase order(s) if you are
going to do further business with the payee
•
For payment of services consider preferred payment via
1)
Payroll: for payments to employees and some students
2)
Purchase Order: Contract/Independent Contractor forms
3)
Last consideration should be F4 with Independent Contractor forms
Payee Information
•
If there is no actual invoice as supporting documentation then
don’t fill in the Invoice Date, use Non-Invoice Date instead
•
Fill in Due Date only when necessary and with proper
explanation
–
Standard/Default is Net 30 days from Invoice Date
–
See Acceptable Use list for activity-specific payment terms
•
If payment is to go to a different address than the 1099, then
designate the different addresses on the form
Payee Information
•
If you are paying a study participant and not
providing a W9 because they won’t get $275 from
you, you need to indicate how much they have been
paid so far in the calendar year
•
Space provided on form for Nonresident alien email
•
Only use the Invoice Number field if there is an
actual invoice as supporting documentation
–
Otherwise use the Header Memo field
–
Exception: for payments to study participants put the (last)
visit date formatted as mmddyy in the Invoice # field
Forwarding Information
•
Prefer: “Default Payment Type”
•
Enclosure
–
if marked but Default Payment Type is ACH, no enclosure
will be sent
–
ACH would not be the default for the supplier if they
weren’t savvy enough to apply our payments correctly
utilizing Invoice # and/or Header Memo. Of course early
transition to ACH may involve some exceptions.
•
If have ACH banking info but don’t know if
supplier is setup already, mark that box
Forwarding Information
•
Mailed back
–
New: space is provided for mail back reason if it is for
one of the acceptable reasons in the Instructions
–
Otherwise space is provided for divisional finance
signature if mail back is for some other reason
•
Picked up: same
•
Rushed
–
Best practice and required to still include Special
Handling form on TOP of the F4
Accounting Distribution
•
If you cannot fit all your distributions on the form
–
Write “see attached” and attach as the next page a listing of
accounting codes and the dollar amount to charge
–
If more than 10, contact
AccountsPayable@finance.Rochester.edu
about possible EIB upload
–
96% of all invoices are distributed to 3 FAO-SC combinations or
fewer
•
Spend Category considerations
–
NO: “Allocation”, “transfer”, “reserves”, ”funding”
–
Don’t pick a different SC (other than the best one) because you
don’t have budget in that SC
–
SC drives 1099 reporting
Certification
•
Responses of “Agree” are an indication of higher degrees of policy
compliance
•
Responses of “Disagree” are NOT acceptable
•
The last 3 certification questions can be marked “NA”
if
they are not
applicable:
–
amount <$25k
–
not a payment for services
–
did not check the box “…banking info is provided…”
•
The certification statement is a statement of compliance with
various policy topics
–
If you find yourself thinking “disagree” then payment should not be
made, do not sign the certification and do not submit the form to AP
Business Purpose
•
Explain how the payment is in support of
University business
•
Include supporting explanations/clarifications
to any other field/response on the form
•
Do not include any Protected Health Info
•
Don’t forget supporting documentation:
invoice, list of attendees for meals, enclosure
materials, other explanations, etc.
Signatures
•
Approver must be the “next-level”/supervisor to the Requestor,
responsible for the FAO(s) being charged
–
Additional signatures can be added to meet your department’s needs
•
Signatures must be original
–
Signatures not required for payment of purchase order invoices <$10k
and Pcard
–
Plan ahead if Requestors and Approvers are in different locations
–
Lots of plans in place to capture approvals electronically with new
Purchasing and Travel systems. Until then our policy requires original
signatures. Have a discussion with Office of Internal Audit if you don’t
want to submit original signatures.
Questions
This content covers updates and sections of the F4 Payment Request Form along with instructions for its proper usage, highlighting significant changes, payee information, and payment methods like Purchase Orders and Pcard. It emphasizes the importance of compliance with policies to avoid delays in payment processing.
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Presentation Transcript
F4 Payment Request Form Training Reference February 2018
F4 Updates Significant changes have been made to the form Instructions provide much more detailed information than this presentation In Fiscal Year 2019 non-compliance with the instructions or policies will result in forms being denied or returned for additional information/clarification/support which will delay payment February 2017
F4 Sections Form Usage Payee Information Forwarding Information Accounting Distribution Certification February 2017
Form Usage As of November 2017 this is a new section to the F4 form Responses of Agree are an indication that the form is properly being used Responses of Disagree are sometimes acceptable with proper explanation or support F4 payment is least preferred compared to Payroll, purchase order and Pcard February 2017
Form Usage Purchase Orders When supplies, equipment or services are needed by your department, a Purchase Order is required. The purchase order assures the University is working with qualified suppliers who have been approved and departments are taking advantage of negotiated pricing and contracts and are checked for suspension/debarment Payment for the goods, equipment and services will be rendered to the supplier after they submit an invoice to Accounts Payable with the purchase order number included on the invoice. To request a purchase order for goods, equipment or services, a purchase requisition (312 requisition) needs to be completed and approved by the appropriate staff in your department with signature authority. Requisitions $50,000 or greater require the Dean, Director or Department Head Signature. In addition to the 312 requisition, please provide a supplier quote. If the purchase is >$25,000 or if it is a sole source (only supplier that can provide this product or service), you will need to submit a Supplier Price Justification Conflict Information Form. Instructions for completing a 312 requisition and Supplier Price Justification Conflict Information Form is located on the Purchasing Website https://www.urmc.rochester.edu/purchasing/Purchasing-Training-Guides.cfm If the request is for a Consultant or Independent Contractor, please see the information on Purchasing s Website on the process and forms for these type of requests. Instructions for completing the required paperwork for Consultants/Independent Contractors is located on the Purchasing Website. https://www.urmc.rochester.edu/purchasing/Purchasing-Training-Guides.cfm Pcard If your department has a Pcard and the transaction is less than $1,500 and is not on the Pcard Excluded list, your purchase could be made using your Pcard. February 2017
Form Usage Employees can only receive a limited list of payments via the F4 form: royalty payments, study subject payments, performance fees The form cannot be used for payment of physician services The form cannot be used for purchase of capital items (generally $1000+, life of 1+ years) If you have a Pcard and it can be used for this purchase then it is preferred over this form Please indicate why you are using F4 vs Pcard F4 can be used while you are waiting for Pcard registration/assignment February 2017
Form Usage Acceptable Payment Request listing (recent updates are in red): Payment Terms Acceptable on Pcard? Audio Visual Services Net 30 Yes, one- time service Conference/Seminar registration Immediate Yes Event Reservations Net 30 Yes Flowers for business events/activities, not personal milestones (birthdays, funerals, engagements, weddings, birth, etc.) Food and Beverage Net 30 Yes, on- site business meals Honoraria/Guest Speaker Immediate No Insurance centrally managed by Budget Office or SMH Finance Department of Homeland Security - International Services Office Non-employee (includes guest speakers) travel expenses (i.e., lodging and transportation) reimbursing non- employee Net 30: when paid to lodging/transportati on supplier Off-site utilities (phone, cable/dish, internet, power/water) Patient and insurance refunds for which automation/integration does not exist Payment must accompany notarized/official documentation (not thank you notes or normal correspondence) Performers/Entertainers (including DJs) one-time payments Petty Cash replenishments Prizes and Awards Professional/club/membership dues Publication costs Referees Refunds/Transfers to affiliates/foundations (Gift Office, banking activities) Revenue generating contract payments Royalty payments Stamps Student Account refunds/aid initiated by Bursar s office Immediate No Activity Net 30 No Immediate Immediate Immediate Immediate Immediate Immediate No No Yes Yes No N/A Net 30 Yes Net 30 Immediate Immediate Immediate No No Yes No Immediate No Immediate No Study Participation/Incentive Payments Subscriptions Tax/Assessment payments Western Institutional Review Board (WIRB) Wegmans (including for example gift cards to study subjects and food and beverage) Taxi, Uber, Lyft, RTS rider tokens, Valet service for events, Ambulance (not executive car/limo services which should be on purchase order) Immediate Immediate Immediate Net 30 Net 30 No Yes No No Yes Immediate: when No, but F2 airfare is available for non- employees Net 5 No Net 30 No Immediate No February 2017
Form Usage A contract is needed for agreements of $25,000+ space is provided to designate where the contract is stored PO counts as a contract When payment is for goods or services, submit an invoice, not a quote or statement If not an Acceptable Use, Utilize purchase order(s) if you are going to do further business with the payee For payment of services consider preferred payment via 1) Payroll: for payments to employees and some students 2) Purchase Order: Contract/Independent Contractor forms 3) Last consideration should be F4 with Independent Contractor forms February 2017
Payee Information If there is no actual invoice as supporting documentation then don t fill in the Invoice Date, use Non-Invoice Date instead Fill in Due Date only when necessary and with proper explanation Standard/Default is Net 30 days from Invoice Date See Acceptable Use list for activity-specific payment terms If payment is to go to a different address than the 1099, then designate the different addresses on the form February 2017
Payee Information If you are paying a study participant and not providing a W9 because they won t get $275 from you, you need to indicate how much they have been paid so far in the calendar year Space provided on form for Nonresident alien email Only use the Invoice Number field if there is an actual invoice as supporting documentation Otherwise use the Header Memo field Exception: for payments to study participants put the (last) visit date formatted as mmddyy in the Invoice # field February 2017
Forwarding Information Prefer: Default Payment Type Enclosure if marked but Default Payment Type is ACH, no enclosure will be sent ACH would not be the default for the supplier if they weren t savvy enough to apply our payments correctly utilizing Invoice # and/or Header Memo. Of course early transition to ACH may involve some exceptions. If have ACH banking info but don t know if supplier is setup already, mark that box February 2017
Forwarding Information Mailed back New: space is provided for mail back reason if it is for one of the acceptable reasons in the Instructions Otherwise space is provided for divisional finance signature if mail back is for some other reason Picked up: same Rushed Best practice and required to still include Special Handling form on TOP of the F4 February 2017
Accounting Distribution If you cannot fit all your distributions on the form Write see attached and attach as the next page a listing of accounting codes and the dollar amount to charge If more than 10, contact AccountsPayable@finance.Rochester.edu about possible EIB upload 96% of all invoices are distributed to 3 FAO-SC combinations or fewer Spend Category considerations NO: Allocation , transfer , reserves , funding Don t pick a different SC (other than the best one) because you don t have budget in that SC SC drives 1099 reporting February 2017
Certification Responses of Agree are an indication of higher degrees of policy compliance Responses of Disagree are NOT acceptable The last 3 certification questions can be marked NA if they are not applicable: amount <$25k not a payment for services did not check the box banking info is provided The certification statement is a statement of compliance with various policy topics If you find yourself thinking disagree then payment should not be made, do not sign the certification and do not submit the form to AP February 2017
Business Purpose Explain how the payment is in support of University business Include supporting explanations/clarifications to any other field/response on the form Do not include any Protected Health Info Don t forget supporting documentation: invoice, list of attendees for meals, enclosure materials, other explanations, etc. February 2017
Signatures Approver must be the next-level /supervisor to the Requestor, responsible for the FAO(s) being charged Additional signatures can be added to meet your department s needs Signatures must be original Signatures not required for payment of purchase order invoices <$10k and Pcard Plan ahead if Requestors and Approvers are in different locations Lots of plans in place to capture approvals electronically with new Purchasing and Travel systems. Until then our policy requires original signatures. Have a discussion with Office of Internal Audit if you don t want to submit original signatures. February 2017
Questions February 2017
