Payment Services
First Friday Five – FFF
Financial Activities and Services Training (FAST)

FFF – December 7, 2018

1) New Payroll FAQs for Time Entry: Employee, Manager, Timekeeper

New FAQs have been added to the Payroll FAQ section to handle issues regarding entering hours, vacation/sick time, how to fill out intersession time sheets, etc., as well as approvals and troubleshooting.

2) How to look up the status of a submitted Concur reimbursement

There are three steps to tracking an expense report and determining when the reimbursement will be generated.

1. Determine the status of your expense report by following along with this QRG: Checking the Status of Your Expense Report.

2. Determine the Report Key of your report, if it has been Sent for Payment, by first following along with this guide: How to Find Reports Sent for Payment and then this if necessary:
How to Find the Report Key.

3. Submit a Reimbursement Status Request here.

If you are an approver trying to determine if a report you have already approved has been sent for payment and the reimbursement received, please follow along with this guide: How to Find and Track an Approved Report.

3) New invoice payment status tool in WebGUI

For those with Approver role in SAP, we have created a new variant of the FBL1N code. By using an FI Doc #, you will be able to look up the exact payment date for an invoice that has been processed and approved, but has not yet been paid out. A user guide for this process can be found here.

4) Creating an invoice number for Disbursement Requests

If a vendor invoice has a unique invoice number on it, that should always be used. However, there may be instances in which no such number is available (e.g. honoraria). In such circumstances, please consult this chart to determine the appropriate method for naming the invoice.

Separately, please be advised that invoices numbers featuring spaces or special characters (i.e. not letters or numbers) will be amended by Accounts Payable when they are processed and entered into SAP, in order to prevent issues with SAP that may disrupt payment of the invoice. If you are ever inquiring into the status of an invoice processing/payment and need to reference the invoice number, it can be helpful to know of this potential discrepancy in advance.

5) Process change for medical upgrade approval to Business Class

The process for obtaining medical related approval for business class travel/airfare class upgrades has been updated. Effective December 2018, requests should be directed to Mary Ann Phillips, Assistant Director for Compliance in the Equal Opportunity Office. Supporting medical documentation must be provided. She will then provide a recommendation to the Provost or President. Documentation of this policy is included as part of the University’s Travel Policy, located here.