Quick Steps: Initiate Check Request in iOU

Who does this?  Staff

When?  Paying for goods or services that do not require a purchase order. Use check requests to make payments directly to human subjects, honoraria payments to speakers, royalty payments and payments to suppliers that do not require a purchase order, such as organizations for dues and subscriptions and conference registration.

How?  Using the iOU "Other Checks" module of the Oracle Financials application

 

Initiate Check Request in iOU (12 steps)

Launch the iOU Other Checks module of Stanford's Oracle Financials application:

1. Click https://ofweb.stanford.edu/.
2. Enter your SUNet ID and password if prompted.
3. Click the link on the Web Authentication page.
4. Click SU iOU Public link in the Navigator section.
5. Click Other Checks tab on the iOU Home page.

Note:  Getting Access to iOU

Select a category for the check request:

1. Select the appropriate Category for the request from the dropdown list.

Note:  Honoraria and Human Subjects requests require additional information about the person to be paid.

• For Honoraria or Human Subjects, go to step 3.

Note:  Conference Registration and Employee Training require information about STAP.

• For Conference Registration or Miscellaneous – Employee Training, go to step 4.
• For all other categories, go to step 5.

Complete the Other Checks General Information about Honoraria or Human Subjects request:

Note:  The Honoraria category is used for direct payment made to visitors for speaking.

The Human Subjects category is used for direct payment to human subject participants.

1. Answer the question Are you sending backup documents?
2. Enter the Payee name.
3. Select the payee's Non-Resident Alien status.
4. If the request is for Honoraria to an individual or organization other than the payee, click Add Line button. Enter the information for Name, Classification, and Non-Resident Alien status. Repeat if there are more entries.
5. Enter the Business Purpose.
6. Enter the Start Date.
7. Enter the End Date.
8. Select the payee's California Resident status.
9. Select the Services Performed In location.
10. Indicate if Documents (are) to be enclosed with check.
11. Select a Payment Handling option if you require special handling by Disbursements.
12. Select an Additional Handling option if desired.
13. Click Continue button.
14. Go to step 6.

Complete the Other Checks General Information about Conference Registration or Employee Training request:

Note:  The Conference Registration category is used for payment directly to a conference.

The Miscellaneous – Employee Training category is used for payment directly to an organization for an employee's training. This may include actual training or the materials necessary for the training.

1. Answer the question Are you sending backup documents?
2. Enter the Payee name.
3. Answer the question Any portion to STAP?
4. If it appears, select the payee's Non-Resident Alien status.
5. If there were other conference attendees or employees trained, click Add Line button. Enter the information for Name, Classification, and Non-Resident Alien status. Repeat if there are more entries.
6. Enter the Business Purpose.
7. Enter the Start Date.
8. Enter the End Date.
9. Indicate if Documents (are) to be enclosed with check.
10. Select a Payment Handling option if you require special handling by Disbursements.
11. Select an Additional Handling option if desired.
12. Click Continue button.
13. Go to step 6.

Complete the Other Checks General Information for other categories:

Note:  The "other" categories are:

• Dues & Subscriptions, used for payments directly to an organization for publications or dues to professional organizations.
• Miscellaneous – Gifts, used for direct payment for purchase of a gift.
• Miscellaneous – Moving & Temporary Living, used for direct payment of interview or moving expenses related to hiring a new employee.
• Miscellaneous – Other, used for items eligible for payment but not covered by any other category.
• Miscellaneous – Postage, used for payments made directly to the US Postal Service for items such as stamps or adding funding to postage meters.
• Miscellaneous – Refund, used for payments made directly to a payee to refund all or a portion of a payment to the University.
• Miscellaneous – Tuition Grant Program, used to pay tuition for the children of SU employees.
• Royalties, used for direct payment to recipients of royalties from Stanford Press and the Office of Technology Licensing.

1. Answer the question Are you sending backup documents?
2. Enter the Payee name.
3. If it appears, select the payee's Non-Resident Alien status.
4. In most of these "other" payment requests, additional information is required such as the employee for whom the moving expenses were incurred. For each of them, click Add Line button and enter the information on Name, Classification, and Non-Resident Alien status.
5. Enter the Business Purpose.
6. Enter the Start Date.
7. Enter the End Date.
8. Indicate if Documents (are) to be enclosed with check.
9. Select a Payment Handling option if you require special handling by Disbursements.
10. Select an Additional Handling option if desired.
11. Click Continue button.
12. Continue with step 6.

Complete the Expense Lines information:

1. If one is set up and it applies to this request, select a Default Allocation Favorite.
2. Enter the Amount.
3. Indicate if the Receipt (is) Missing.
4. Enter Remarks (optional).
5. Enter the Project and tab out.
6. Enter the Task if the system does not provide the correct task.
7. Enter the Award if the system does not provide the correct award.
8. Enter the Expenditure Type.
9. Enter either the Percent or the Allocation Amount if the charge is to be allocated to multiple PTAs.
10. Enter the Expenditure Item Date if it is not the date entered by the system.
11. Enter the Allocation Reason if the expense is charged to multiple PTAs.
12. Click Add Allocation Line button if more PTAs need to be entered. Repeat until all of the PTAs are entered.
13. Click Add Expense Line button if more line items need to be added. Repeat charging instructions for each.
14. Click Continue button.

Complete the Payee Summary information:

1. Click Add Payee button if needed.
2. Click Edit General Info or Edit Expense Line button to change previous entries.
3. Click Continue button.

Complete the Approver Routing information:

1. If one is set up, select a routing list from Apply Favorite list.
2. If you have the authority to approve the request and do not wish to add approvers, click Continue button and go to step 9.
3. Click Add Line button to add an approver.
4. Change the Sequence Number if desired.
5. If the appropriate approver is not known, go to step 9.
6. If the approver is known, enter the Full Name or part of the last name and tab out.
7. Click the correct radio button.
8. Click Select button.
9. Repeat for additional approvers.
10. Go to step 10.

Find the approver for the project and task:

1. Click Search for Approver by Project and Task icon.
2. Enter the Project.
3. Enter the Task.
4. Click Go button.
5. Click the radio button for the name to be entered.
6. Click Select button.
7. Repeat if other projects and tasks are charged.
8. Click Continue button.

Submit the Other Check request:

1. Review the information on Transaction Review screen.
2. Click the appropriate Edit button if changes are required.
3. Click Submit button.

Fax required backup documents:

1. Print the Confirmation page.
2. Use the Confirmation page as a cover sheet and fax the receipts and other backup documents to the number given on the Confirmation page. Skip this step if there are no backup documents.

Exit Oracle Financials:

1. Click Return to Portal button.
2. Click Logout link.

 

What happens next?

• The request is routed to the approvers according to the configuration of the routing list.
• After approval, a check is cut by Disbursements.

Questions?

• For additional help, submit a HelpSU ticket. Select Request Category Administrative Applications and Request Type Oracle Financials.
• For additional training, take FIN-0462: iOU Other Checks.