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Check Requests

• Welcome! We will begin promptly at 9 a.m.
• Make sure your first and last name displays in the “Participant” list so we

can mark your attendance.

• Training materials: https://go.iu.edu/buyhandouts
• BUY.IU training site: https://trn.one.iu.edu
• Click on the “BUY.IU TUIT” task tile.

Check Requests

INDIANA UNIVERSITY

Office of Procurement Services

Agenda

• Purchasing review.
• Step 1: Determine the appropriate payment method.
• Activity 1
• Step 2: Search for the supplier.
• Activity 2
• Break
• Step 3: Collect substantiation documentation.
• Activity 3
• Step 4: Complete Check Request form and Requisition.
• Activity 4
• Break
• Step 5: Follow Requisition to completed status.
• Activity 5
• Wrap-up.

Learning Objectives

• Describe when a Check Request form is appropriate.
• Locate suppliers and determine the proper entry method for a new or inactive

supplier.

• Articulate the reasons for and characteristics of substantiation documentation.
• Describe when Attachment Request and Special Handling Request options

are appropriate and demonstrate their use.

• Demonstrate the ability to submit the Honoraria/Guest Speaker and Payment

to Research Participant Check Request forms.

Purchasing review

Who can make purchases in BUY.IU?

Individuals with the Requestor role which include:

• Full-time staff
• Part-time staff
• Faculty
• Employed students

Affiliates and students have the Shopper role. Can build orders, but cannot place orders.

Describe the different methods used to procure goods or services at IU.

Hosted or Punchout Catalog

First choice

Check Request Form

Second choice

Non-Catalog Order

Third choice

Procurement Card (P-Card)

Fourth choice*

*P-Card may be preferred for hospitality purchases – consult your campus.

What rules must be followed when creating a Shopping Cart?

• Cannot combine multiple suppliers in the same cart.
• The cart is used to build an order which will be sent to a supplier.
• Cannot combine Catalog and Non-Catalog orders with Check Request

forms.

• Catalog/Non-Catalog orders and Check Requests route differently, thus they

cannot be combined.

What is a Requisition?

• Request to purchase from – or in this case make payment to – a supplier.
• Document used to collect additional order details such as shipping

address, account information, and special payment instructions.

• Tied to the Shopping Cart.
• Once submitted, searchable by document number.

Check Request steps

Step 1

• Determine

appropriate payment method.

Step 2

• Search for the

supplier.

Step 3

• Collect

substantiation documentation.

Step 4

• Complete

Check Request form and Requisition.

Step 5

• Follow

Requisition to completed status.

Step 1: Determine appropriate payment method

When is a Check Request appropriate?

• Driven by business relationship with supplier, regardless of dollar amount.
• One-time payment? Use a Check Request.
• Does a Check Request form exist for your situation?
• Use the Check Request form.
• Supplier requests supporting documentation be enclosed with payment.
• Use Check Attachment Requested to bundle supporting paperwork with check.

Check Request forms

• Homeland Security
• Honoraria/Guest Speakers
• Payment for Services Rendered
• Payment to Research Participant
• Prepaid Travel, Conference or

Program Fees Payment

• Prizes, Honors, and Non-IU Student

Awards

• Purchases for Resale
• Refund/Repayment to Individual or

Agency

• Reimbursement for Supplier Out of

Pocket Expense

• Revolving Fund Reimbursement
• Royalties and Permissions
• Subscriptions/Memberships

Exception: IU Foundation funds

• Cannot initiate a document in BUY.IU which is funded by an IU

Foundation account.

• IU and IU Foundation have separate accounting systems.
• Examples:
• Funeral flowers.
• Donations, contributions, or gifts.
• Food/refreshments for individuals other than prospective or current students,

faculty members, or staff.

Exception: never use a Check Request for…

• Paying an IU employee unless paying for

research participation.

• Transactions between university

departments.

• Automobiles.
• Animals.
• Retirement gifts or parties.
• Purchases representing a conflict of

interest.

• Controlled substances.
• Firearms or ammunition.
• Radioactive chemicals and

substances.

• Flowers.
• Furniture.
• Items considered personal in nature.

Exception: always use a Non-Catalog Item for…

• Capital purchases.
• Payments for computer software and/or upgrades.
• Consulting fees.
• Trophies, plaques, and other prizes.
• Telecommunication charges.
• Advertising.
• Credit and collection services.
• Temporary services.
• Workshops.
• Exhibits.
• Hospitality (exceptions require approval).
• Legal services.
• Online subscriptions and/or data sets.
• Magazine and newspaper ads.
• Photographs.
• Photographers and videographers.
• Printing.
• Sponsorships.

Activity 1

Is a Check Request appropriate?

Question 1

Your department invites a researcher to present at a conference and has agreed to pay her a $1,200 honorarium. You do not anticipate you will work with the researcher in the future. Is a Check Request appropriate?

• Yes – one-time payment situation.

Question 2

Your department invites a speaker to a conference and agrees to pay him a $600 honorarium. In the months after the conference, he will provide

• ccasional services to your department.

Is a Check Request appropriate?

• No – ongoing business relationship.

Question 3

You are your department’s Fiscal Officer. Another department, with which you work closely, asks you to provide freelance accounting support on a temporary basis. Can the department compensate you using a Check Request?

• No – should issue payment via Additional Pay in HRMS.

Question 4

You work in Facilities Operations. A residence hall enters a service request. The communal oven has stopped working and must be repaired immediately. You contact the oven manufacturer. They state a representative will arrive in three days. You contact a local repairman and they offer to fix the oven same

• day. You decide to use the local repairman’s services.

Is a Check Request appropriate?

• Yes – payment for services after the fact.

Question 5

You are tasked with ordering t-shirts for your department’s Hoosiers Outrun Cancer team. Hoosiers Outrun Cancer is a local not-for-profit fundraising event. You begin researching printers in the area. A local printer quotes the job at $10 per t-shirt. This is the best offer you’ve received so you decide to use their services. Is a Check Request appropriate?

• No, for a few reasons:
• Not an allowable purchase with IU funds.
• Item is unallowable on Check Request form.

Step 2: Search for the supplier

Before you initiate your order

• Search for the supplier in the Supplier module.
• Suppliers which are active and have a Registration Status of “Approved”

are ready to use.

Registration status

*Ensure supplier is active and has supplier number.

Registration status Description None Supplier has not been invited or completed the registration process. Invited Onboarding invitation has been sent to supplier. In Progress Supplier has accessed portal and started onboarding process. Profile Complete Supplier has submitted information; under review by Purchasing. Approved All registration workflow steps complete. Ready to use.* Rejected Supplier is ineligible to work with Indiana University.

What if my supplier is inactive or not listed?

• 1. Use a supplier request form to request their addition to the network.
• 2. Purchasing reviews the request and determines if the supplier should be

invited to complete the onboarding process.

Supplier entry method

Check Request Supplier Request Form Onboarding required?

• Honoraria/Guest Speaker
• Payment for Services Rendered
• Prepaid Travel, Conference or

Program Fees Payment

• Prizes, Honors and Non-Student

Awards

• Purchases for Resale
• Royalties and Permissions
• Subscriptions/Memberships

Check Request (Tax ID Required) Yes.

• Refund/Repayment to Individual or

Agency

• Reimbursement for ‘Supplier’ Out
• f Pocket Expense

One-Time Refund and Reimbursement Supplier No, unless electronic payment method requested.

• Payment to Research Participant

Research Participant Supplier No, unless electronic payment method requested or receiving $400 or more

• ver course of calendar year.

Onboarding required process

Department submits Check Request (Tax ID Required) supplier request form. Purchasing reviews request and invites supplier to portal. Supplier enters tax, payment, and other information in portal. Purchasing verifies supplier information and activates supplier record. Department enters and submits Requisition containing Check Request form.

Monitoring progress

• 1. You will receive an approval notification when the supplier is invited.

– Send New Supplier Flyer to supplier to prep them for onboarding process.

• 2. Monitor supplier onboarding progress using My Supplier Requests.

– Registration Status indicates how far they are in process.

• 3. You will receive another email notification when the supplier is active and

ready to use.

• If onboarding is required,

send the New Supplier Flyer to prep suppliers for invitation and onboarding process.

• Link in reference guide.

Activity 2

Supplier search

Activity 2

Jeffrey Winger, a volunteer unassociated with IU, worked at a Welcome Week event held by your department. Jeff had to visit Kroger and purchase more Solo cups on his personal credit card for the event. Later, Jeff presents you with the receipt and asks to be reimbursed. Which Check Request form should you use to reimburse Jeff for his purchase?

• Reimbursement for Supplier Out of Pocket Expense
• Jeff made a purchase on behalf of IU business and we are giving him IU funds

to cover that purchase.

Activity 2

Jeffrey Winger, a volunteer unassociated with IU, worked at a Welcome Week event held by your department. Jeff had to visit Kroger and purchase more Solo cups on his personal credit card for the event. Later, Jeff presents you with the receipt and asks to be reimbursed. Jeff has not worked with IU previously. How should you establish him as a supplier?

• One-Time Refund and Reimbursement Supplier Request Form

Activity 2

Jeffrey Winger, a volunteer unassociated with IU, worked at a Welcome Week event held by your department. Jeff had to visit Kroger and purchase more Solo cups on his personal credit card for the event. Later, Jeff presents you with the receipt and asks to be reimbursed. Is Jeff required to complete the supplier onboarding process?

• No, unless he requests payment via an electronic payment method, such

as direct deposit.

Break

Step 3: Collect supporting documentation

Supporting documentation

• Required for every Check Request form, regardless of form used.
• Should lead an independent person to conclude that the payment is:
• Necessary,
• Appropriate to the occasion,
• Reasonable in amount and,
• Serving a bona fide university purpose.

Justification and itemization documentation

• Supplier-prepared receipt or invoice that includes:
• Items purchased,
• Date of purchase, and
• Supplier name
• If issuing a reimbursement must also include proof of payment.
• When reimbursing cash, a statement of attestation that cash was used is

sufficient.

What if there is no invoice?

• Use a Payee Certification form.
• Only acceptable when using certain Check Request forms:
• Honoraria/Guest Speaker.
• Payment to Research Participant.
• Must state exact amount payee is to be compensated, no estimates.

Link to Payee Certification form in reference guide. Remember: may only be used with Honoraria or Research Participant payments!

Uploading supporting documentation

• Supporting documentation is attached directly to the Check Request form.
• Documentation is visible to all BUY.IU users.
• Properly redact all critical data prior to upload.

Critical Data in BUY.IU

What are examples of critical data?

• Health information.
• Social security numbers.
• Driver’s license numbers.
• Passport and visa numbers.
• Complete credit and debit card numbers.
• Bank account numbers.

Proper redaction techniques

• Physical documents:
• Cut out critical data.
• Mask with opaque tape.
• Digital documents
• Mark sensitive information.
• Remove meta data.

Review the Knowledge Base article linked to in reference guide for more details.

Activity 3

Supporting documentation

Question 1

Your department invites Annie Edison, a prestigious statistician, to present at a conference and agrees to pay her a $1,200 honorarium. What supporting documentation should you collect?

• Completed and signed Payee Certification form.
• Unless Annie presents you with an invoice. Supplier invoice is preferable.
• Additional information, such as a program guide or written description.

Question 2

Think back to Activity 2. You are getting ready to reimburse Jeff for his out of pocket purchase.

• 1. What information must be present on the receipt?
• Items purchased, date of purchase, supplier name, proof of payment.
• 2. The receipt contains Jeff’s full credit card number. What should you do?
• Properly redact the credit card information PRIOR to upload.

Step 4: Complete Check Request form and Requisition

Submitting Check Requests

A Check Request is a form attached to a Requisition.

• 1. Complete the Check Request form.
• 2. Add to Shopping Cart.
• 3. Complete and submit Requisition.

Activity 4

Complete a Check Request and Requisition

Activity 4

You are the administrative assistant at the Student Outreach Clinic. You need to pay a subject, Herman Holden, for his participation in a recent research

• study. Herman completed and signed a Payee Certification form when he

arrived for the study. Complete a Payment to Research Participant Check Request form to compensate Herman $35.00 for his participation. Fund the research payment using account 2383397 and object code 4061.

Activity 4: Check Request form and Requisition

Make sure you’re logged into TRN! https://trn.one.iu.edu “BUY.IU TUIT” task tile

Break

Step 5: Follow Requisition to completed status

Check Request routing

• Every Check Requests routes to FO Approval workflow stop for fiscal

review.

• Additional routing varies depending on many factors including:
• Check Request form submitted.
• Supplier profile type.
• Amount of Check Request.

Lifecycle of a purchase

Cart Requisition Purchase Order Receiving Invoice Payment generated Purchase Order closed

Automated by BUY.IU

Payment status

• Check payment status by reviewing Payment Information section of

Invoice document.

• Available in Related Documents section of the Requisition.

Locating documents

• Click your name in the upper right hand corner.
• View my Pending Requisitions: Requisitions enroute.
• View my Completed Requisitions: Requisitions which have completed routing

and generated POs and Invoices.

• Advanced Document Search.
• Navigate to Search Documents in Documents module.

Activity 5

Check Request - start to finish

Activity 5 – Part 1

A faculty member at The Kelley School of Business recently attended a conference which featured Jeff Lebowski, a motivational speaker, and was deeply impressed. Kelley decides to invite Jeff to Bloomington to conduct a similar presentation for faculty and staff on July 1, 2019. Jeff will be compensated $5,000 for his services and the payment will be funded by account 1036200. Is a Check Request appropriate?

• Yes – assuming this is a one-time payment situation.

Activity 5 – Part 1

A faculty member at The Kelley School of Business recently attended a conference which featured Jeff Lebowski, a motivational speaker, and was deeply impressed. Kelley decides to invite Jeff to Bloomington to conduct a similar presentation for faculty and staff on July 1, 2019. Jeff will be compensated $5,000 for his services and the payment will be funded by account 1036200. Which Check Request form should you use?

• Honoraria/Guest Speaker.

Activity 5 – Part 1

A faculty member at The Kelley School of Business recently attended a conference which featured Jeff Lebowski, a motivational speaker, and was deeply impressed. Kelley decides to invite Jeff to Bloomington to conduct a similar presentation for faculty and staff on July 1, 2019. Jeff will be compensated $5,000 for his services and the payment will be funded by account 1036200. Is Jeff an active supplier? If no, how should establish him as a supplier?

• Yes – he is an active supplier.
• If he wasn’t in the system or inactive: Manually Add Supplier button on Check

Request form.

Activity 5 – Part 1

A faculty member at The Kelley School of Business recently attended a conference which featured Jeff Lebowski, a motivational speaker, and was deeply impressed. Kelley decides to invite Jeff to Bloomington to conduct a similar presentation for faculty and staff on July 1, 2019. Jeff will be compensated $5,000 for his services and the payment will be funded by account 1036200. What supporting documentation should you collect?

• Completed and signed Payee Certification form or invoice provided by

Jeff.

• Additional documentation describing the event.

Activity 5 – Part 2

Jeff states he would like to leave with his payment in hand after his

• presentation. He’s leaving for China the next day and wants to cash the

check before his flight. How can you accomplish this?

• Check the box under “Check Special Handling Requested” in the Special

Payment Instructions section.

• Encourage Jeff to enter direct deposit information in his supplier portal.

Complete the Check Request form

A faculty member at The Kelley School of Business recently attended a conference which featured Jeff Lebowski, a motivational speaker, and was deeply impressed. Kelley decides to invite Jeff to Bloomington to conduct a similar presentation for faculty and staff on July 1, 2019. Jeff will be compensated $5,000 for his services and the payment will be funded by account 1036200. Complete the Check Stub and Special Handling sections of the Special Payment Instructions section. Specify yourself as the person to be contacted when the payment is ready.

Activity 5 – Part 3

Locate Jeff Lebowski’s honoraria payment in BUY.IU and answer the questions below.

• Who is the next to review and approve?
• Who else must review and approve?

Wrap-up

Next steps:

• Review your reference guide.
• Visit the BUY.IU resource page: https://go.iu.edu/buyiu
• Subscribe to the BUY.IU news list.
• Submit questions or issue using the BUY.IU Support Form.
• Sign up for additional training.

Additional training

Getting Started in BUY.IU Catalog Orders Receiving and Accounts Payable Non-Catalog Orders Check Requests

Training evaluation

How was the session? Let us know! Complete our anonymous survey (1-2 minutes) https://go.iu.edu/eval