eCHECK Request System

eCHECK Request System User Guide https://enet.miami.edu Updated 06/29/2012

Objectives This user guide serves the following purposes: Introduce users to UMeNET login procedures and UMeNET Profile setup. Demonstrate the Step by Step procedure for completing an eCHECK Request within UMeNETin accordance with eCHECK policy D-010E update effective 07/01/2012. First Time Users: Please start at the beginning of this user guide Returning Users: If you have already set up your UMeNET profile, skip to slide 12, titled Getting Started.

Sign On Enter Your CaneID and myUM password to login.

Profile Setup If you are a first time user this is the screen you will see after logging in. Click OK to continue with your UMeNET profile setup.

Profile Setup After clicking OK you will be taken to your personal profile. Click the Account/Ship link to continue with setting up your UMeNET profile.

Profile Setup Once on the Account/Ship page, click the drop down arrow for Default Billing Address and select Search for more… This is also where you can enter a default account. If you choose to enter one it will always auto-populate your account field with this information. Remember that this is an optional field.

Profile Setup On the Search Page for Default Billing Address select Accounts Payable Suite 750.

Profile Setup Next, click the drop down arrow for Default Shipping Address and select Search for more…

Profile Setup On the Default Shipping search page, select your search field (Name, Street, Campus, Department). Next enter your search criteria and the search button. Then click the Select button next to YOUR department’s address.

Profile Setup Click Submit after reviewing the changes you have made. Once submitted, you will be given the option to return to the home page.

Profile Setup You have now completed your profile setup, click Return to the Ariba Home Page to continue.

From the Home tab, select Create. Then, from the drop down select eCHECKRequest. If you do not see eCHECK Request on your list, click the More option. Getting Started

Follow The Steps Fill in the required fields on each of the 8 screens until you are able to submit the request. The screen which you are currently on will be highlighted white.

Payee After entering a title which describes the purpose, you will need to select the most appropriate Payment Type in order to ensure accurate accounting. Click the select link next to the Payment type field.

Payee Scroll down the list and Select the appropriate Payment Type for your requisition. Remember that each Payment Type is restricted to certain sub object codes. Refer to the eCHECK Help Document for the full list.

Payee Next, you will need to select the payee by clicking the dropdown next to the payee field. If your Payee does not appear on the recently selected dropdown list, select Search for more… * Note that all “C” Vendors were purged on 07/13/2012 due to eCheck policy changes. Only new “E” vendors can be created through eCheck. If a “C” vendor is selected from your recently selected list it will not let you submit.

Payee Choose your Search field (Name, SSN/Tax ID, UM ID#, Address, City, State). Then enter your search criteria and click Search. Click the Select button that corresponds with your payee.

Creating a new Payee If your payee does not appear on the list, you can create a new payee by clicking the New button. Only if a payee does not exist should this be done.

Creating a new Payee Correctly complete all required fields, then click the Save button. For all payment types except 13: Refund, a Tax ID, SSN, or UM ID# is required. You may use a UM ID# for past and present employees.

Payee Upon creating a new payee, you will be brought to the payee selection screen. The newly created payee will be available to select. Click Select to choose your payee and continue.

Payee Enter the Payment Amount and click Next to continue.

Accounting Notice you are now on the Accounting page. Manually enter the appropriate account number and sub object code from which the check is to be paid. If you do not have this information memorized, click Selectto search for possible values. Verify the amount to be paid and click Next. Note that the accounting field will auto populate with your default account if you have specified one in your preferences.

Split Accounting If you need to split the accounting information between multiple sub object codes or accounts, select Add. You also need to manually enter the amount to be charged for each line. Select Next and you will be brought to the tax information page.

Tax Information Tax Information varies depending on the selected payment type. For all taxable payment types, you will be required to provide the payee’s Ownership Type, Service Type and SSN, Tax ID, or UM ID #. When you have completed the required information, click Next. *Payment type 13: Refund is the only payment type which does not require any tax information.

Delivery Verify the address and select YES if the address matches the address on the invoice. Other delivery options include Enclosure, FedEx, or Internal Distribution.

Delivery Options Enclosure: documents that must be mailed with the check. You must scan and attach the enclosure on the Summary screen. The enclosure’s file name needs to be “ENCLOSURE”. FedEx: check will be held at Check Distribution until a completed FedEx air bill and envelope are sent to them.

Delivery Options Internal Distribution: the check will be held for pickup at one of the listed hold locations. This requires a valid reason and the approval of your departmentalVP and the Controller’s Office. Circumstances that do not requireVP approval include Travel Advance checks and Petty Cash payments.

Explanation Stub Information:This information will print on the check stub. Enter an Invoice number and/or any information that identifies what the payment is for. Explanation of Request: Enter a detailed explanation outlining the business purpose for the expense.

Instructions Read the instructions carefully to ensure the correct process is followed. This screen will notify you which Central Offices (Disbursements, Controller’s, Sponsored Programs) have been added to the approval flow.

Approval Flow Here you can review all the necessary approvers by using the horizontal scroll bar to scroll through the approval flow window.

Summary Scroll through the Summary screen to verify all information has been entered correctly.Then scan and attach the backup documents into the eCHECK by scrolling down to the bottom of the page and selecting Add Attachment. This will help to expedite the processing of the eCHECK.

Summary Click Browse and select the appropriate file/document to include. Click OK. Repeat these steps if you need to add multiple attachments into the eCHECK.

Summary Any attachments (enclosures, supporting documentation or Invoice) you have included in your eCHECK should now be listed here. If you have any additional information or special instructions for the eCHECK, please include in the comment section. After you have reviewed the document for accuracy, click the Submit button.

Submission Once submitted, you will be given the option to either Print, View, Create, or Return to the Home page. Select Print a copy of this request

Print Summary Printthis page, attach it to the original backup documentation, and mail it to the appropriate Sponsored Programs or Disbursements Office within five (5) business days of the eCHECK submission date.

Disbursements Address Send Print out and Receipts to: 750 Gables One Tower Locator 2979 Phone: (305) 284-3564 Website

Please send FedEx Envelopes with completed air bill to: Other Interoffice Addresses Check Distribution Ashe Bldg. #129 Coral Gables Locator 4613

Sponsored Programs Addresses Medical Sponsored Programs Dominion Tower #1001A Medical Campus Locator R45 RSMAS Sponsored Programs SLAB Bldg. #111 Virginia Key, VK Gables Sponsored Programs 1551 Brescia Avenue Coral Gables Locator 3312

Questions? References: eCHECK Help Document Policy D-010E John R. Hinton Technical Analyst/Trainer, Accounts Payable J.Hinton@miami.edu (305) 284-6787

eCHECK Request System