Frequently Asked Questions

 
 
 
If a check has not yet been received by a vendor or an individual, who can I contact to see if it has been returned to the university?

Most checks returned to the university are forwarded to the FMS Help Desk initially and then routed to Accounts Payable or a Department.

Notes are also posted to KFS explaining what happened to the check once it was returned. If you have access to KFS, you may wish to check PREQ notes before calling the FMS Help Desk at (812) 855-0375 to see if information is available regarding the check in question.

Document Information: AP
Filename: kb-015
Date: 07/26/2013

How do I access the PURAP module in KFS?

To view a document:

Login to One.IU. In the left navigation bar, click on Financials (KFS) channel.

Your One.IU role should either be “staff” or “All roles” in order to see the appropriate tabs associated with the role.

Click on either the "Purchasing Services" link or "All Financial Services" depending on what information you need to review.

To alter a document:

You must also be an established user in KFS to amend any documents. You must have the IU Acceptable Use Agreement on file with UITS and will need an OTP (One Time Password) token that provides authentication for secure access to IU data. Go to http://kb.iu.edu/data/baut.html to learn about the OTP.

Document Information: AP
Filename: kb-026
Update: 07/21/2013

How can I obtain the check number of an accounts payable check if either the Purchase Order or Invoice numbers are known?

You can find out the check number of an accounts payable check by accessing the Accounts Payable Inquiry page at AP/Disbursements/Status of Payments.

 

There you will find three methods for retrieving Accounts Payable information:

  1. PO/Invoice Inquiry: This search is used when you know the University's purchase order number and/or the vendor's invoice number and you wish to obtain details about the status of payment on the PO/Invoice.
  2. Check Number Inquiry: This search is used when you have received a University accounts payable check and need to retrieve further information concerning the invoice(s) for which the check is paying. When you click on the AP Inquiry link you will need to click on the Disbursement Number Inquiry link to retrieve the check number. Type the check number in the field labeled: IU Accounts Payable Disbursement #. Click "Submit Query" to get results.
  3. Disbursement button: In KFS, the PURAP module has a "Disbursement info" button in the View Payment History and Invoice Info tabs. This disbursement button will take you to the check number.

 

Document Information: AP
Filename: kb-008
Date: 07/26/2013

How can I find out the account number(s) charged for payment of an accounts payable invoice?

The account number(s) charged for payment of an accounts payable invoice can be found by following these steps:

  1. Login to One.IU and click on Financials (KFS) in left navigational bar.
  2. In the Purchasing Accounts Payable channel select the appropriate line (Payment Request or Vendor Credit Memo) and click on "Document Search" for that line.
  3. On the Document Search page, type in the document id number
  4. The search results will have current information concerning that transaction, including the Account Number near the bottom of the page.
  5. To see those items, click "Show" on the Accounting Lines or Account Summary tabs to find what account was charged.

A list of account numbers and object codes for that invoice will be displayed.

Document Information: AP
Filename: kb-018
Date: 07/26/2013

How can I tell if a purchase order has been paid?

Log into OneStart and go to Financials (KFS) via left navigational bar. In the PURAP module, click on the "Search for Documents" button on the Purchase Order line.

The Document Search page appears. Enter Purchase Order number and then click the "Search" button. Open the document and review the PAID column to see line item payments.

If you see a status of "Closed" it doesn't necessarily mean the order has been completely processed to the vendor, goods received or services performed or the vendor has received payment. IU may still be waiting for a freight bill, be a blanket PO, etc.

When the POV document is successfully submitted, the General Ledger Pending Entries tab displays the transactions that will disencumber the total funds associated with this PO. This document reverses the encumbrances that were created by the purchase order.

If the invoice payment has not been extracted to PDP, the PREQ link under "Search for Documents" will provide the PREQ document with pay date information.

Document Information: AP
Filename: kb-021
Date: 07/26/2013

Is it possible to put a hold on a payment in KFS?

During fiscal officer routing, fiscal staff can make a payment HOLD while researching or resolving a payment situation. A note explaining the HOLD is required. The HOLD will be removed at resolution, and here are two likely outcomes:

  1. disburse payment
  2. immediately REQUEST CANCEL of pyament.

Hold also prevents auto-approval and prevents extract to PDP.

Document Information: AP
Filename: kb-022
Date: 07/26/2013

How do I send an employee’s reimbursement to their campus address?

When using a Disbursement Voucher to reimburse an IU employee at a campus address, please make sure to include the employee’s office location in the Address field of the Payee section.  This needs to be done manually after the Payee ID number has been entered.  FIS only populates the chart and org for employee payees. If the office location is not manually entered there may be delays in payment while Mail Services determines where the payment should go. 

Before entering the office location, the payee information usually looks like this:
Employee X
UA-FMOP
IUB

After entering the campus location it should look like this:
Employee X
UA-FMOP
Poplars 514
IUB

Document Information:
Filename: kb-296
Date: 01/04/2010
User: pjtaylor

How can I move an Accounts Payable charge to a sub-account?

If an error has not been made and you merely wish to distribute the charge to a sub-account, you will need to prepare a distribution of income/expense document within the KFS. Either a Distribution of Income and Expense (DI) or a General Error Correction (GEC) document can accomplish this business need.

In the From line, enter the account, object code and amount you wish to move and then click "Add."

In the To line, enter the account number, subaccount object code and amount you where you wish to have the charges reflected. (If the expense will remain in the same parent account and you merely wish to distribute it to a sub-account, enter the same account number that appears in the From line. Once you have entered this information into the To line, click "Add."

If you are correcting an error, the general error correction document should be used. The transaction will be completed in the same manner, however the general error correction document requires the user to provide a document reference number and Reference Origin Code. The Reference Origin Code is an alpha-numeric code representing the system where the original transaction took place. Click the magnifying glass button next to the Reference Origin Code filed to search for the correct system code.

This ensures that an appropriate audit trail is provided. The general error correction document is always preferred over the distribution of income/expense document when dealing with Contract and Grant accounts.

It is important that the appropriate document be used for your transactions. If you are uncertain about which document to use, contact FMS Support for assistance or call: 812-855-0375.

Document Information: AP
Filename: kb-164
Date: 07/26/2013

Where do I find the upload tool for DV supporting paperwork?

Since June 2010 departments have had two options for submitting Disbursement Voucher (DV) supporting paperwork and Procurement Card statements and receipts for audit.  As of September 1, 2014, Accounts Payable has stopped receiving paper document submissions and currently paperwork can be submitted only as a PDF file upload via the upload tool at this FMS AP webpage You must login into CAS


DV Supporting Paperwork

 

  • Initial PDF paperwork submission:
    The original uploaded PDF should include the KFS DV cover sheet and all applicable supporting paperwork. The pages should be in logical order. The PDF images should be clear and complete. Upload the PDF file using the relevant DV document number.
  • Supporting paperwork is required in KFS for a disbursement voucher (DV) to route for fiscal approval. This step includes documentation marked Initiating Organization. This Disbursement Voucher Initiating Organization Form found on the AP website, must be completed and submitted with the cover sheet for Initiating Org document locations.
  • Audit paperwork submission:
    This upload link is used if the DV Team in FMS AP requests additional pages. Two reasons for requesting additional pages are (1) a page is missing and/or (2) a page is not legible.
  • The DV supporting paperwork can be purged from your files after one fiscal year plus the current year. (Effectively two years). This time line applies whether you hold the original or the copy.

P-card audit paperwork:

  • uploaded paperwork creates a research audit trail
  • original documentation for p-card is retained for 7 years
  • If paper was submitted, copies must be retained for 3+ years
  • receipts should be in transaction order and numbered if more than 5 transactions

 

Document Information: AP
Filename: kb-302
Date: 07/26/2013

How Long Do I Need to Save Procurement Card (P-Card) Receipts?

There are many benefits to uploading P-card statements and receipts!

After you have sent the original receipts to Accounts Payable, you should save copies of your P-Card receipts for three years plus the current fiscal year.

P-card audit paperwork requirements:

  • uploaded paperwork creates a research audit trail
  • original documentation for p-card is retained for 7 years
  • if paper is submitted, copies must be retained for 3+ years
  • receipts should be in transaction order and numbered if more than 5 transactions

Refer to the P-Card web pages for additional information and reasons why you need to save receipts.

If you have any further questions please contact the Accounts Payable Team by email to fmsaphlp@indiana.edu.

Document Information: AP
Filename: kb-281
Date: 07/26/2013

How do I enter a campus address on DV?

All checks (except IUPUI AP) are printed in Bloomington. When you enter a campus address into a DV address use the building name and room number along with BL, SB, NW etc+CAMPUS in the city field and do not add a state and zip.

If you are entering an employee, the campus and city default so you will only have to add a room number. Entering Bloomington, IN 47405 will delay the check since it might be routed through metered mail.


Document Information:
Filename: kb-291
Date: 07/10/2009
User: pjtaylor

How do I enter Special Handling Instructions?

Any notes (including Special Handling Notes) do NOT print out on checks. If you require special handling, fill out the special handling "remit to" box with either a complete address or a phone number, along with the note.


Document Information:
Filename: kb-292
Date: 07/10/2009
User: pjtaylor

Where can I obtain a supply of disbursement voucher envelopes?

Please note the following! Use of the FMS AP Upload Tool will speed attachment of the supporting documentation within a couple of days time. Also, Accounts Payable is no longer accepting paper submission of supporting documentation. Mailing supporting documentation takes a week's time or potentially longer. Furthermore, use of the FMS AP Upload Tool reduces the chance of your supporting documentation getting lost in transit.

The FMS AP Upload Tool can be accessed here.

How do I send an employee’s reimbursement to their campus address?

When using a Disbursement Voucher to reimburse an IU employee at a campus address, please make sure to include the employee’s office location in the Address field of the Payee section.  This needs to be done manually after the Payee ID number has been entered.  FIS only populates the chart and org for employee payees. If the office location is not manually entered there may be delays in payment while Mail Services determines where the payment should go. 

 

Before entering the office location, the payee information usually looks like this:
Employee X
UA-FMOP
IUB

 

After entering the campus location it should look like this:
Employee X
UA-FMOP
Poplars 514
IUB

 

Document Information:
Filename: kb-296
Date: 01/04/2010
User: pjtaylor

Can the KFS electronic disbursement voucher be used to replenish a petty cash fund?

Petty cash or revolving fund reimbursements may now be processed via the electronic disbursement voucher in the KFS. Procedures for correct processing are provided in the following paragraphs.

A payee record has already been established for each revolving fund using the name format (e.g., Revolving Fund, John Smith). Please DO NOT add a payee record. Conduct a payee name search by entering *Revolving Fund* in the "Name" field on the Payee Search window. The payee must be selected from the list presented by the search results.

The payment reason is always "Revolving Fund Reimbursement," with the documentation location of FMS or the appropriate campus accounting office. Attach receipts to the cover sheet, place the cover sheet and supporting documentation in a disbursement voucher envelope, and deposit it in campus mail.

For additional information regarding these types of funds see the Custodial Fund Procedures page on the FMS web site.

Document Information:
File Name: kb-221
Date: 07/16/2013

Which documentation location should I select for my travel-related disbursement voucher if I am on a non-Bloomington campus?

Travel Management is the appropriate documentation location for all travel-related disbursement vouchers, regardless of the campus on which the document is initiated. Travel Management Services still requires that all related documentation be sent to their office.

Questions regarding this policy may be directed to Travel Management Services at (812)855-7864 or (812)855-4533.

Document Information: kfs
File Name: kb-231
Date: 07/26/2013

Must a Fiscal Officer sign the disbursement voucher cover sheet (certification) for travel payments if they have approved the electronic disbursement voucher?

The Fiscal Officer will not sign the cover sheet because they are approving the document electronically. The only time they will sign the Payee Certification form is if you have a zero voucher which means that the traveler’s expenses were prepaid by the department. 

 

Additional travel-related questions should be addressed to the Travel Office staff at (812)855-7864 or (812)855-4533.

 

Document Information: kfs
File Name: kb-241
Date: 07/26/2013

Does it really matter whether or not a payee is a non-resident alien when making a refund via the disbursement voucher?

In most cases, the answer to this question is no. HOWEVER, there are cases when it might be important because the refund may be considered taxable income. For example: if books (for course work) were purchased by a non-resident alien student and the university also received payment for the same books from the student's government, the student would be entitled to a refund. When processing the refund to the student in a case such as this, it is important to distinguish on the disbursement voucher whether or not the student is a non-resident alien for tax reporting purposes. However, the same student could purchase a sweatshirt and return it for a refund. In this case it would not be important to know whether the student was a non-resident alien.

 

This is one of those cases where the answer is: "it depends on the situation." Call (812) 856-4534 in the FMS tax area for help clarifying any gray areas.

 

Document Information:
File Name: kb-242
Date: 07/31/2013

Should I use the Disbursement Voucher to pay someone for a special project?

The Disbursement Voucher may be used to make one time payments to non-employees for services such as artist fees or honoraria payments. However, if the person you are paying is currently a university employee, the payment must be made via an Additional Pay E-Doc.

 

Paying a former employee for services on a Disbursement Voucher will automatically route the document to the UniversityTax Services.  Please refer to the University Tax Services website for their policies and procedures for paying former and current employees.

 

Document Information:
Filename: kb-010
Date: 01/21/04
User: dadorsey

Who can I call about university credit cards?

Questions concerning business travel expenses should be directed to Alicia Jones in Travel Management Services at (812) 855-2873. This would include GE Corporate credit cards.

Questions related to Purchasing transactions should be directed to the IU Office of Procurement (Purchasing) Contract Manager assigned to your campus found at http://www.indiana.edu/~purchase/resources/cm.shtml.

For current information and policies concerning IU Procurement Cards (P-Cards) go to https://fms.iu.edu/accounts-payable/procurement-cards-p-cards/.

Questions regarding payment information may be directed to staff representatives in FMS-Accounts Payable. Go to the P-Card Audits section of the AP Staff page to find out who handles your campus P-card issues.

Document Information: AP
Filename: kb-139
Updated: 07/31/2013

How do I create a purchase order?

Login to One.IU and go to the Financials (KFS) in left navigational bar.
From there click on

  1. "Shop Catalogs" to find an item to order
    or
  2. go directly to the Purchasing Accounts Payable module where you can or go directly to the "Requisition" line and click on the "Create" button (with "+" sign) to open a new Requisition document. You will be required to log in with your OTC token.

If you have never created a Requisition in KFS, please refer to KFS docmentation: Completing a Requisition in KFS.

For additional questions or help, contact your Purchasing Contract Manager at http://www.indiana.edu/~purchase/buying/buying.php.

Document Information:
Filename: kb-137
Date: 07/31/2013

Where can I find tax information and forms?