1

ü      Date

§        Automatic formula inserts current date automatically – no data entry necessary

2

ü      Pay To

§        Type the name of the vendor to whom the check should be made payable

3

ü      Address

§        List complete remittance address of vendor - Where should the check be mailed?

4

ü      Comments (optional)

§        Provide taxpayer identification number and business type (click here for details on vendor and W-9 information)

§        Do not use space for urgent situations, such as due dates for payments, without prior authorization from Accounts Payable

Accounts Payable cannot guarantee the production of checks for urgent situations unless you have obtained prior authorization from Accounts Payable by telephone or through e-mail in advance. 

5

ü      Business Purpose

§        Describe the purpose and nature of the transaction by answering all applicable components of the five Ws (who, what, when, where, and why)

§        Information provided in this field should supplement information supplied on supporting documentation (not necessary to copy each line on invoice to item individually)

§        Explain any jargon or abbreviations used on supporting documentation which may be confusing to someone not familiar with products or area

6

ü      Amount

§        This column may be used for subtotals but it is not necessary - you may simply enter the total amount of the payment to be made

§        Column automatically totals where it is labeled "Document Total"

10

ü      FUND/ORGN/ACCT/ACTV*

§        Enter a valid five-digit fund, organization and account number in the fields provided

    *  The ACTV field is optional

11

ü      FOA Amount(s)

§        Enter the total for each fund/orgn/acct combination

§        Sum of all amounts should equal Document Total field.  If it does, you will see the following statement, "The Document Total equals the sum of the FOA Amount(s).     TRUE".  If it does not equal, it will say FALSE.

12

ü      Financial Manager's Signature and Date

§        Must be original signature of the appropriate financial manager for each fund/org combination

§        Only designated alternates approved by the Business Office may sign in the absence of any financial manager

§        List of current financial managers and approved alternates is available on screen the O Drive.  To view this document, click here.

13

ü      For Business Office Use Only

§        Please do not type or write anything in this area.  It will delay the processing of your payment request.