Brief Guideline for Online Payment Authorizations

A. System Training and Access

1. User is required to take campus Staff Development Payment Authorization Course.

The Business and Financial Services Disbursements information about PAYMENT AUTHORIZATION is also available at: http://www-bfs.ucsd.edu/dis/payautht.htm

2. User is required to make system access request via the Fiscal Services Manager to the DSA.

B. Biological Sciences Requirements

1. Each transaction/document type will have a unique DOCUMENT identification number (i.e. P0262468) that is system generated when you use "next" in the DOCUMENT field.

2. User must determine transaction/document type before selecting template. There are three PAYAUTH check request document types. Please refer to the Training Instruction manual provided from the course for the specific descriptions. These are simple summaries:

a) Pay is for reimbursement check requests and non-PO invoice payments. Paperwork for submitting receipts and attachments is still required and must be sent to the Biological Sciences Fiscal Services accounting contact (bkkppr) for approval. The on-line DOCUMENT# is required to be noted on the paperwork so it can be matched with the on-line transaction by the approvers. Also needed on the attachment paperwork is the name of the preparer and date.

b) Honorarium is for outright check request payment of services, allowances, or stipends (i.e. Speaker Fees, Grad Recruitment Housing Allowance, UG stipends, etc.) and almost always has a required 1099 Tax status. Typically there is no supplemental paperwork associated with this type.

c) Mileage is for reimbursement check requests that follow the former Mileage check request paper formats. The current PPM mileage rate must be used. This transaction typically does not have a 1099 tax status requirement. There is no supplemental paperwork associated with this on-line transaction unless multiple trips are being submitted at one time. Then a paper document noting the destinations, mileage, and rate calculations must be submitted. It is acceptable to FAX the supplemental information directly to Disbursements/Travel at 822-1546 remembering to note the related document reference number on the paperwork.

3. User must determine appropriate template per the transaction/document type desired. The template will determine the hierarchy by which the transaction shall proceed for approvals. You should select the appropriate template designated for the Biological Sciences index being charged for the transaction. The Biological Sciences Fiscal Services SEARCH application by index for this step is available at: https://mulliner.ucsd.edu/

4. User must enter OLINV in DOC REF # field for all types of on-line PayAuth transactions. This is a specific Biological Sciences field designation needed for system use.

5. User must enter their three name initials and date in VENDOR INV field (i.e. kab050399).

If submitting more than one transaction for the same event number in the same day, you must then resort to first & last name initials only, for the second and any subsequent transactions. This is because a sequential alpha letter must be added at the end of the date for each new document using the same event number. EXAMPLE: first entry for a trip with event #00156599 will have Vendor Inv: kab050399

" second entry kb050399a

" next entry kb050399b

" next entry kb050399c

6. User must select the appropriate "clause" for each different document type.
These are the clause codes and descriptions from the course training manual.
The Biological Sciences template type choices are listed next to each clause for your assistance.

Biological Sciences Template Clause Code Clause Description
mg_ PAYAUT01 Request for Mileage
pa_ PAYAUT02 Request for Personal Reimbursement
hn_ PAYAUT03 Request for Honorarium Payment (Speaker's Fee)
hn_ PAYAUT04 Request for Payment of a Stipend (Rectmt Housing Allownc)
pa_ PAYAUT05 Request-Payment to Human Subjects
pa_ PAYAUT06 Request for a Refund
pa_ PAYAUT07 Payment Authorization-Request
pa_ PAYAUT08 Real Property Lease/Rent Payment

Questions relating to the Biological Sciences-specific instructions on this page should be directed to your Fiscal Services Accounting contact or Kathleen Brownell.

Questions pertaining to general online procedures should be directed to the appropriate campus Disbursements staff.