Payment RequestConvenience Order

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Payment Requests and Convenience Orders
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Convenience Orders

• Web site http//www.ctlr.ohio-state.edu/
• Intended Use Payment for certain types of goods
  and services, from any vendor, without the need
  to write a separate Purchase Order for each
  transaction.
• Special considerations See convenience order
  list http//osuebusiness.ag.ohio-state.edu/
• Form(s) Payment Request Form (FAS-12)
• Attachment(s)
• Reimbursements original, itemized receipts
• Vendor payments original, itemized invoices
• Distribution To the Business Office for
  processing
• Timing 2-4 weeks depending on type of payment

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Office of the Controller Web page
Click On Resources
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Convenience Orders

• A Convenience Order is a type of Purchase Order
  that exists to facilitate frequent purchases that
  are common to many University offices and which
  may involve any number of vendors.
• Convenience Orders permit payment for certain
  types of goods and services, from any vendor, by
  any department.
• A convenience order is also used to reimburse our
  Extension field offices for expenses they have
  paid from their local checking accounts.

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Types of Convenience Orders

• Reimbursements
• Refunds
• Vendor Payments
• Donation/contribution/scholarship
• Others
• Registrations
• Postage

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Convenience Order List Fiscal Year 2009
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Convenience Order List Fiscal Year 2009
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Who are you paying
What are you buying
Why are you buying it?
How are you paying?
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Payment Request Entry Pages (PREP)

• Extension is now able to process some of its
  convenience orders online in the PeopleSoft
  system.
• The Payment Request Entry pages allow you to
  enter your transactions remotely.
• Signatures and backup documentation are still
  required

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How to submit
All checking account reimbursements. All
personal reimbursements.
All OSURF Reimbursements. Including Direct
Expenses and Cost Share.
All UNIV convenience orders except the two for
reimbursement.
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PAYMENT PROCESS INVOICE/RECEIPT PAYMENT
REQUEST FORM VOUCHER CHECK
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Approval
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Payment Requests and Convenience Orders Online
Entry
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Access

• Step 1 Getting access to PeopleSoft and OSU
  Carmen
• Activate your OSU Internet username (name.)
• http//www.oit.osu.edu/
• https//carmen.osu.edu
• Buckeye Secure training
• http//buckeyesecure.osu.edu/Policy/InstitutionalD
  ataTraining
• PeopleSoft access request form
• http//osuebusiness.ag.ohio-state.edu

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Are you new to PeopleSoft?

• Step 2 Complete the Carmen training called the
  Financial Systems Intro

Sign in to Carmen with your OSU Internet
Username and password https//carmen.osu.edu
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Financial Systems Intro

• Click on the training module or click Join at the
  top of the page if you dont see it listed

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Click JOIN again
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Follow the prompts

• Next you will click the course offering that you
  want to take.
• This class is the Financial Systems Intro.
• Later you will also be doing the PREP Training.
• Click on the Register button on the
  screen that comes up.
• You may be asked to enter some personal
  information like name, department name, Org
  Number or phone number. Enter the necessary
  information and then click Submit.
• Repeat this process for the PREP training

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Take the class

• The classes should then appear on your course
  list. Click on the link to take the Financial
  Systems Intro class.

Click here
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Financial Systems Intro

• Click on the first module Welcome

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Are you new to PREP?

• Step 3 Complete the Carmen training called the
  PREP Training

Sign in to Carmen with your OSU Internet
Username and password https//carmen.osu.edu
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What is special for Extension?
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Tips on Data Entry

• Voucher Action Pending Release
• Type of Payment Request Reimbursement
• Description Business Purpose
• Check s used if reimbursing checking account
• Line Description Reimbursements
• Senior Fiscal Officer Business Office
  Representative
• Approval process Business Office
• Route all paperwork to Business Office
• Double check your math before you send in your
  paperwork!

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Documents you should send

• Printed version of the online payment request
  form.
• Dont forget to have your Director sign this.
• Original receipts
• Itemizing what was purchased
• Record why you purchased it (business purpose)
• Check number (for reimbursements to Extension
  checking accounts)
• Food and Beverage Documentation Forms
• Or equivalent information for all food and
  beverage purchases
• List of Recipients for all gifts
• E-mails or any special backup needed for problems
  or more explanation.

\ Additional Documents
\ Recipients
Food/Beverage Form
receipts
Payment Request Form
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Business Office Contact Info

• Address
• OSU Extension, Business Office
• 04 Ag Admin Bldg
• 2120 Fyffe Rd
• Columbus, Ohio 43210
• West Region Representative
• 614-292-6338
• North East Region Representative
• 614-292-4191
• South Central Region Representative
• 614-292-5245
• State Units
• 614-292-5351

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Now what?

• Call with questions
• Check your math
• Get going!

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Resources

• Business Office Website
• http//osuebusiness.ag.ohio-state.edu
• Forms, links and contacts
• OSU Carmen
• https//carmen.osu.edu
• Office of Information Technology
• http//www.oit.ohio-state.edu/
• Institutional Data Policy Training
• http//buckeyesecure.osu.edu/Policy/InstitutionalD
  ataTraining
• ASSIST
• http//www.oit.ohio-state.edu/hrfin/assist.html