After the transaction is created and saved, it is routed through the CBCC criteria of TARGET. Additional levels of TARGET approval (Tax Department) are required for those transactions indicating a NRA (Non-resident alien) vendor and for those transactions for which a proposed vendor has been created (Vendor Maintenance Person). After the record has been saved, you may press PF11 to view the TARGET routing chain, unless the initiator of the transaction is the only approver on the cost center, then upon submission, final approval is given. Rejected or withdrawn UPAY transactions cannot be updated and resubmitted. However, they can be viewed/copied to create a new UPAY transaction.

Payments that do not require supporting documentation:

• Refund Authorizations
• Emergency Student Loans
• Stipends
• Athletic Meal and Housing Allowances
• State Payroll Reimbursements
• Fringe Benefit payments
• Reimbursement for Foundation Payments incorrectly deposited to UA accounts
• Reimbursement to UA for use tax charged to State Treasury Accounts
• Athletic Game Guarantees
• Athletic Game Officials (W9 required)
• Postage Meter and Regular Postage payments
• PHPL Reimbursements on State Funds

• Petty Cash Reimbursements
• Agent Accounts
• Use Tax Monthly Remittance
• Third Party (Subcontractors) Payments for Research Grants
• Debt Service on bonds
• 9 over 12 Employee payments
• Chartwell and Follett
• Freight bills (Federal Express, United Parcel Service, Airborne, etc.)
• McGray Laundry payments

• Only one Commodity Class Item (CCI) code per UPAY transaction. The account code associated with that CCI code must be validated against each Cost Center departmental Category, using the class rules used in the GJIM application.
• UPAY transactions are restricted to only a select group of CCI codes
• Enter up to 10 cost centers and/or departmental categories
• All payments made using this function are tax exempt and therefore no sales or use tax will be charged
• The TIN-Source will display on the screen for the vendor selected. This field will let the department know if the vendor has a valid TIN
• On final approval, the Invoice Status is updated to W (aWaiting disbursing approval)
• It is the intent of the Business Affairs Department to obtain a TIN for every vendor in the UPS vendor file, except refund/reimbursement vendors who are identified by the vendor organizational type ‘R’. Those types of UPAY transactions, 1099 reportable, are required to have a ‘W9’ form on file for the selected vendor. If there is no TIN on the Vendor file, the system issues an error message and will not save the transaction. The user will be required to send a signed W9 to the Vendor Maintenance Person in Business Affairs
• In order to find an existing UPAY record, access the following lists:
• LIVD (List Invoices by Vendor for a Date received)
• LIVI (List Invoices for a Vendor by Invoice #)
• LITR (List Invoices for Type, bu, & Reference ID)
• LIST (List Invoices of a Status & Type by date)
• LITS (List Invoices by Type and Status)
• UPAY supporting documentation:
• If original documentation required:
• Write AP ID at top right corner of original documentation. (black ink please)
• Send original documentation to Business Affairs
• If original documentation needs to go with check (i.e., Sales Tax report):
• Make copy
• Sign copy
• Write AP ID at top right corner of copied documentation. (black ink please)
• Send both (original & copy) to Business Affairs

• Sign-on to CICSPROD by entering CICS user ID and password.
• On Natural Production System screen enter UPS and press enter.
• Enter UPAY in command field and A in action field and press enter.
• Entry fields:
• Invoice number – Will default to the AP-ID number, except when required by the Commodity Class Item code.
• Invoice date - cannot be future dated or dated prior to fiscal year
• Date Received - The date services are performed or due to be performed.  This date becomes very important at end of FY for future dated payments.
• Press PF1 to search for vendor name. If correct vendor name or address is not found, press PF6 and propose the vendor
• Invoice amount
• Payment due date (the date the check is needed & cannot be before current date).  Also cannot be prior to the date received.
• Supporting documentation (default to ‘N’, otherwise the Commodity Class Item code selected will require change to ‘Y’)
• Reference id (this field is optional and is for departmental tracking use only)
• MOF (Method Of Finance number)
• Construction (default to ‘N’)
• CCCN (press PF12 to enter up to 10 CCCN), %, amount, category, & project (optional)
• Commodity Class Item code (press PF1 for keyword search)
• Payment handling code (‘H’ - Hold check for pick-up by the authorized person, ‘C’ - Invoice Copy with payment, ‘S’ - Generate a separate check, <blank> - Normal payment processing.
• Handling authorization (required with Payment Handling cd of ‘H’) [include Phone #]
• Remittance (printed on check stub)
• Bunit (defaulted to Bunit of initiator, but may be changed)
• Press PF10 to save the record. The nine-digit AP ID will be assigned by the system. You must write this number on the supporting documentation that is to be forwarded to Business Affairs, ADMN 321
• The entry is routed according to the CBCC TARGET chain and either approved, rejected or held by updating the transaction review code.

1. Enter UPAY in command field, V in action field and existing AP ID number and press enter. Change action to C and press enter again.
2. This results in an action A with the following information displayed: Vendor ID, reference ID, CCC, category, project, commodity code, payment handling code, remittance advice, Bunit and extended text. Update fields as necessary.
3. Press PF10 to save the new record and note the new AP ID number assigned.

These records will be reviewed by the Disbursing Officer and checks will be processed in a nightly batch job according to the payment due date assigned by the department.