The University of Chicago

Financial Services

  

ePayment FAQ

Requestor Questions

  1. How many lines of entry are allowed per request?
  2. What is the Payment Due Date field used for?
  3. What if I'm submitting a payment request on an account for which I am the only Authorized Signer?
  4. What if I cannot locate my vendor in the ePayment system?
  5. Can I complete the request if the vendor is not found?
  6. What if you do not know if the vendor is an Independent Contractor?
  7. When is a W-9 required?
  8. What should I do if I see an "Error Encountered" screen when submitting a payment?
  9. How do I gain access to the ePayment Request website so that I can submit requests?

Authorized Signer Questions

  1. If I choose an invalid FAS account what happens?
  2. If I choose an account with no Authorized Signers what happens?
  3. As an Authorized Signer, can I make changes directly on the form rather than using the Edit Request button?
  4. The Authorized Signer I selected for my transaction is out of the office, how do I reassign my transaction to another applicable Authorized Signer?
  5. The Authorized Signers listed for my account in ePayment are incorrect.  How do I request an update to the Authorized Signers?

General Questions

  1. When would you use ePayment vs. GEMS or BuySite?
  2. How long will the data be available? 
  3. Who will be able to access the data? 
  4. Why do I have to type the email address in the Courtesy Forward field?
  5. How are control numbers assigned to requests?
  6. How do I gain access to OnBase to view my submitted ePayment transaction documentation?

Requestor Answers:

  1. How many lines of entry are allowed per request?

    1A: ePayment allows up to 25 lines of entry per request. All transactions must be paid to the same vendor. [top]

  2. What is the Payment Due Date field used for?

    2A: Use the Payment Due Date field if the vendor has provided a due date for the payment. This allows the University to pay according to vendor terms, and subsequently improve cash flow. [top]

  3. What if I'm submitting a payment request on an account for which I am the only Authorized Signer?

    3A: When requesting a payment, the ePayment system will not give you the option to select yourself as the Authorized Signer on an account. Therefore, if you are the only Authorized Signer on the account you selected, you will not be able to submit the payment request. [top]

  4. What if I cannot locate my vendor in the ePayment system?

    4A: When a vendor is not found, you should type the vendor's name and address in the fields in the Vendor Remit to Search Results window and click the No Match button. For all new vendors, be sure to attach a completed W-9 form to your request. Once your request is submitted an approved, Financial Services will create a new vendor. [top]

  5. Can I complete the request if the vendor is not found?

    5A: Yes. Once your request is submitted and approved, Financial Services will research the vendor name for a match. If no match is found, Financial Services will create a new vendor record. [top]

  6. What if you do not know if the vendor is an Independent Contractor?

    6A: If you are unsure of a vendor's category or payee type, you may select Other in the 'Who Are You Paying 'drop-down. [top]

  7. When is a W-9 required?

    7A: Whenever you submit a payment for a new vendor or independent contractor, attach a completed W-9 form to your request. The W-9, which identifies the vendor's taxpayer identification number (TIN) and address is used by Financial Services to properly identify and report taxable transactions. [top]

  8. What should I do if I see an "Error Encountered" screen when submitting a payment?

    8A: If you receive an "Error Encountered" message, you should contact pps@uchicago.edu or 773-702-3320. [top]

  9. How do I gain access to the ePayment Request website so that I can submit requests?

    9A: • If you are a Benefit Eligible employee, you already have access to the website. The ePayment tool is being rolled out to campus over a period of time. If your department is not yet live on ePayment, you will not be able to process transactions against your departmental accounts.
    • If you are not a Benefit Eligible employee, but you have a CNet ID / UCHAD, please complete the Access to ePayment Request Website Form. Send the completed form to pps@uchicago.edu.  [top]


Authorized Signer Answers:

  1. If I choose an invalid FAS account what happens?

    1A: If you choose an invalid FAS account, the system will generate an error message and you will not be able to proceed with the payment request. [top]

  2. If I choose an account with no Authorized Signers what happens?

    2A: If you choose an account with no Authorized Signers, the system will generate an error message and you will not be able to proceed with the payment request. [top]

  3. As an Authorized Signer, can I make changes directly on the form rather than using the Edit Request button?

    3A: It is recommended that you use the Edit Request button for all changes as this will allow the changes to flow through the proper validation steps. [top]

  4. The Authorized Signer I selected for my transaction is out of the office, how do I reassign my transaction to another applicable Authorized Signer?

    4A: Please contact pps@uchicago.edu or dial 773-702-3320 and advise the PPS help desk the control number of the request(s) in question. Advise them of the Authorized signer that you selected (the person that is not currently available) and the name of the Authorized Signer that you prefer to be listed on the request(s). Please note that you must select another Authorized Signer from the valid list of options within FAS or your request may be delayed. [top]

  5. The Authorized Signers listed for my account in ePayment are incorrect. How do I request an update to the Authorized Signers?

    5A: The master list for Authorized Signers is maintained in the University's Financial Accounting System (FAS).  Requests for updates to Authorized Signers should be sent to finserv-adminsign@uchicago.edu
    Please allow 24-48 hours for the update and system interface process.

 General Answers:

  1. When would you use ePayment vs. GEMS, BuySite, or a Purchase Order?

    1A.The University has several options for making a purchase/payment.To determine the proper method, please refer to the Preferred Purchasing
    Methods. The ePayment system should be used for the following:

    • Pay non-Purchase Order vendor
    • independent contractor payment
    • Reimburse non-employees for travel and miscellaneous expense
    • Process a travel advance
    • Reimburse employees for travel expenses related to a travel advance
    • Replenish a Petty Cash account [top]

  2. How long will the data be available?

    2A: Data will be available as follows:
    • All ePayment requests and attachments/enclosures will remain in OnBase indefinitely History of transactions will be available in OnBase for a minimum of 7 years
    • After this period, this data will be archived, but will still be available by special request
    • Data on the Status View website will be available for a year, or up to 500 transactions [top]

  3. Who will be able to access the data?

    3A: Authorized Signers can access ePayment data using OnBase. Requestors can access the data available on the Status View website. [top]

  4. Why do I have to type the email address in the Courtesy Forward field?

    4A: The Courtesy Forward field should be used for informational purposes only. This field is to be used to forward a summary of the transaction to another individual for viewing only; this individual will not be able to act upon this transaction. To forward to another you must enter the individual's complete email address. [top]

  5. How are control numbers assigned to requests?

    5A: There are four types of control numbers, sequentially assigned as follows:

    • O - Payment Request
    • T - Travel Expense
    • A - Travel/Cash Advance
    • N - Petty Cash [top]


  6. How do I gain access to OnBase to view my submitted ePayment transaction documentation?

    6A: The ePayment Request website contains a link to view the processing status of all your submitted ePayment transactions.  If you need to review the backup documentation related to ePayment transactions, you will need to access the University's document retention application (OnBase).

    • If you are an Authorized Signer on an FAS account you already have access to the ePayment portion of OnBase.
    • If you are not an Authorized Signer on an FAS account and you need access to review OnBase activity that you have entered into the ePayment, please send an email with your name and CNetID/UCHAD to ceikon-support@lists.uchicago.edu. [top]

     

     


#