Yale Shared Services

Yale Shared Services
Accounts Payable/Purchase Order
Tool Kit
Process Flow – Salesforce/Accounts Payable Data Entry for Check Requests Domestic and International The Benefits of Check Requests submitted in Salesforce: 
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Each Check Request is assigned a unique Case Number, therefore, only one check request should be submitted per email.  New Vendors with SSN’s should require the VSR or CR to be sent to [email protected] with Tax Info. In addition, the CR will need to be sent to [email protected] with SSN redacted.  If payment is for reimbursement and no SSN is required, send CR to [email protected]  No SSN’s or W9’s should be sent to [email protected]  A quick guide for “Redacting Information from a PDF" http://yss.yale.edu/forms‐and‐tools Notifications are provided to department to be able to track the progress of the check request:  Receipt of Check Request  Additional Documentation Required  Sent to Tax Department for Review  Sent to Controller’s Office for Review/Exception  Check Request has been processed into ORACLE Service. Solutions. Satisfaction.
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Accounts Payable/Purchase Order
Tool Kit
Yale Shared Services
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Example of a Notification –Check Request Received Case Number Created 
Example of a Notification –Check Request Missing Documentation Service. Solutions. Satisfaction.
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Accounts Payable/Purchase Order
Tool Kit
Yale Shared Services
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Example of a Notification –Tax Review Complete and Ready for Processing 
Example of a Notification –Check Request has been processed into ORACLE Service. Solutions. Satisfaction.
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Accounts Payable/Purchase Order
Tool Kit
Yale Shared Services
What Can Go Wrong That Could Delay or Prevent Accurate & Timely Payment 
What Can Be Done to Ensure a Smooth Process 
Vendor or site/address is not set up or active in the vendor database 
Check Request is incomplete Verify the vendor is active and remit to address is correct in Vendor Database. How? Check in Procurement Inquiry and search by supplier, or contact the Yale Shared Service Contact Center 
Be sure Check Requests (CR) includes all necessary information 
Verify PTAEO is valid through PTAEO validator before sending invoice to AP for payment https://www‐
iisp1.its.yale.edu/onlineval/ptaeoval.asp (For transaction type choose Accounts Payable) 
Be sure all supporting documentation to support payment request is attached to CR. (i.e. Service agreements, contracts, international paperwork, honoraria letter, etc) Be sure that the Approver (Authorizer) is a valid disbursement approver in START and name/signature is legible 
Invalid PTAEO (Charging Instructions) 
Missing Supporting Documentation 
Invalid Approver/Authorizer 
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Check Request File Size is bigger than 5MB and is sent back to department 
Email is automated from Salesforce. Reduce size of PDF. Go to Quick Guide for Reducing PDF Size https//yss.yale.edu. Service. Solutions. Satisfaction.
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Accounts Payable/Purchase Order
Tool Kit
Yale Shared Services
Accounts Payable: Check Request Form, Supporting Documentation and Form Requirements Please remember not to
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Example of a Check Request with Domestic Activity All required Information is boxed in RED include:
Social Security
Numbers (SSN) or W9’s
Service. Solutions. Satisfaction.
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Accounts Payable/Purchase Order
Tool Kit
Yale Shared Services
Accounts Payable: Check Request Form, Supporting Documentation and Form Requirements In order to comply with federal reporting requirements, University requires additional information related to international expenses. In an effort to collect the required information in a timely and efficient manner, this information will be requested when processing check requests. International expense - generally refers to any goods or services used (it doesn’t matter if they are
purchased in the US) in a country outside the United States or any expense related to travel for activities
conducted outside the United States. For example, supplies purchased in the U.S. but shipped and used for
activities conducted outside the U.S. are considered international expenses. Also, a limo expense incurred
to travel to JFK to board a flight to London to speak at a conference represents an international
expense. Likewise, a hotel expense while in London to speak at a conference is an international expense.
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Example of a Check Request‐ International Activity paid to US Vendor Please remember not to
include:
Social Security Numbers
(SSN) or W9’s
Service. Solutions. Satisfaction.
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Yale Shared Services
Accounts Payable/Purchase Order
Tool Kit
Accounts Payable: Check Request Form, Supporting Documentation and Form Requirements Domestic expenses - generally relate to activities conducted within the U.S. For example, expenses
related to international visitors traveling to the US to teach or speak at Yale represent domestic
expenses. Likewise the cost of staff working in the U.S. on an international program represents a domestic
expense.
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Example of a Check Request –Domestic Activity paid to International Vendor Please remember not to
include:
Social Security Numbers
(SSN) or W9’s
Note: Please reference the International Tax Website to verify all necessary documentation accompanies the CR submitted for processing. http://tax.yale.edu/int Service. Solutions. Satisfaction.
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Accounts Payable/Purchase Order
Tool Kit
Yale Shared Services
Accounts Payable: Check Requests Supporting Documentation Domestic International Documentation that demonstrates why Yale University should pay the vendor. Please be sure to attach the supporting documentation to each request. 
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Any supporting document that demonstrates the business purpose‐ To verify what supporting documentation is required go to http://tax.yale.edu/int 
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Receipts >/= $75 Flyer, letter of invitation or email notification for guest speaker (use for honorarium payments), contract/agreements for services, entertainers etc. CT A&E Tax information (If applicable) 
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Receipts >/= $75 Flyer, letter of invitation or email notification for guest speaker (use for honorarium payments), contract/agreements for services, entertainers etc. CT A&E Tax information (If applicable) International Individuals: International Info Form or T100 From for services provided outside of the US International Companies W8‐BEN. 8233 Tax Treaty Form (Original form with original signature required) Service. Solutions. Satisfaction.
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Accounts Payable/Purchase Order
Tool Kit
Yale Shared Services
Check Requests Checklist  Key Elements:
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Check Request # (TCN)
Payee Name
Payment Mailing Address
Date
Tax ID # (service payment only)‐ Do Not include SSN’s and W9’s
Vendor # (if already set up by VCU)
Type of Organization
Special Handling Information
Business Purpose
Travel Dates
PTAEO (with description)
Preparer Name
Authorizer Name
Supporting Documentation
Correct Dollar Value
 For International Payments Only
 All required international supporting documentation.
 Please reference the International Tax Website to verify all necessary documentation accompanies the CR submitted for processing. http://tax.yale.edu/int
Service. Solutions. Satisfaction.
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