University of California, Riverside

ePay



Check Request Categories for Non-Business Meeting Type Expenditures



Honoraria to Non-UC employee or Non-UCR student
Other Notes Attachment Required? Invoice Number Format Descriptions Payee is a UCR Student

1) If selected, a date range is required to be completed.

2) Do not allow this selection with "E" vendor numbers--provide error message: "Honoraria payments to employees must be processed through payroll".

3) Restrict to accounts 714150 (Non-Academic) & 310110 (Academic).

4) If selected, display on overview screen "Payment subject to 1099 reporting (Box 7)"

5) Add check box (this check box is only editable by Accounting users) to the overview tab to put the payment on "hold" pending completion of 1099 information in native UCRFS. If the "payment hold" check box is marked, the VCHR_PMT_STG, PYMNT_HOLD = "Y"; if box is not marked VCHR_PMT_STG, PYMNT_HOLD = "N".

6) if this payment type is selected, automatically check the "payment hold" box.

7) On overview page, display whether vendor file contains 1099 data: if VENDOR_HEADDER, WTHD_SW = Y display "1099 Vendor"; if VENDOR_HEADDER, WTHD_SW = N display "NO 1099 Vendor Record".

8) Add check box on Overview tab called "Subject to Withholding" (this checkbox is only editable by Accounting users).

9) If vendor payment address is not equal to CA: a) allow Accounting to check the "Subject to Withholding" box which will automatically insert a FAU line for withholding with the following FAU: 115142-A01392-ZZZZZ-ZZ and required Accounting transactor to put in an amount allowing approval/denial action; this amount will reduce net payment to vendor AND b) display cumulative calendar year payments on overview tab with a listing of voucher #s

N

HONORVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is based on the ePay prepared date

Honoraria payments to non-employees. Payments may be subject to 1099 tax reporting. Please note: non-resident alien payments must be processed via paper check request. Payments to employees must be processed through payroll; non-employee UCR student payments must be processed through the Student Information System. Ref. UCRPP 200-58.

Payments to UCR students must be processed through SIS or Payroll
Human Subject Payment
Other Notes Attachment Required? Invoice Number Format Descriptions Payee is a UCR Student

1) Restrict to account 730160.

2) If payment type selected, display on overview screen "Payment subject to 1099 reporting(Box 3)." AND default payment hold check box (see request in bold above) to put the payment on hold pending completion of 1099 information in native UCRFS: VCHR_PMT_STG, PYMNT_HOLD = "Y"--allow Accounting to uncheck as appropriate (if box unchecked VCHR_PMT_STG, PYMNT_HOLD = "N").

3) On overview page, display whether vendor file contains 1099 data: if VENDOR_HEADDER, WTHD_SW = Y display "1099 Vendor"; if VENDOR_HEADER, WTHD_SW = N display "NO 1099 Vendor Record".

4) If vendor payment address is not equal to CA: a) allow Accounting to check the "Subject to Withholding" box which will automatically insert a FAU line for withholding with the following FAU: 115142-A01392-ZZZZZ-ZZ and required Accounting transactor to put in an amount allowing approval/denial action; this amount will reduce net payment to vendor AND b) display cumulative calendar year payments on overview tab by voucher #.

Y

HUMANSUBJVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is based on the ePay prepared date

Human subject payments must be substantiated by a signed certification from the human subject(s) acknowledging participation in the experiment or for reimbursements of non-cash payments a log signed by the subject (or equivalent) acknowledging receipt of the non-cash payment. Prior approval from Campus Human Subjects Committee required to conduct research involving human subjects. See Office of Research Integrity (http://www.ora.ucr.edu/RI/HRRB.aspx) & B&FB- 50 Appendix "D". Payments may be subject to 1099 tax reporting.

Payments to UCR students can be processed via ePay.
Membership
Other Notes Attachment Required? Invoice Number Format Descriptions Payee is a UCR Student

Restrict to accounts 780290 (A-21 Allowable) & 780300 (A-21 Unallowable). Payment hold box is not marked.

Y

MEMBERVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is based on the ePay prepared date

Please attached the membership form and benefits of membership. Note: When possible memberships should be acquired for the institution versus individuals. Membership payments must be approved by department head. Ref. UCRPP 650-50.

Payments to UCR  students may be processed via ePay.
Performance Agreement (attach signed contract)
Other Notes Attachment Required? Invoice Number Format Descriptions Payee is a UCR Student

1) Restrict to account 730130.

2) If payment type selected, display on overview screen "Payment subject to 1099 reporting (Box 7)" AND default payment hold check box (see request in bold above) to put the payment on hold pending completion of 1099 information in native UCRFS: VCHR_PMT_STG, PYMNT_HOLD = "Y"--allow Accounting to uncheck as appropriate (if box unchecked VCHR_PMT_STG, PYMNT_HOLD = "N").

3) On overview page, display whether vendor file contains 1099 data: if VENDOR_HEADDER, WTHD_SW = Y display "1099 Vendor"; if VENDOR_HEADER, WTHD_SW = N display "NO 1099 Vendor Record".

4) If vendor payment address is not equal to CA: a) allow Accounting to check the "Subject to Withholding" box which will automatically insert a FAU line for withholding with the following FAU: 115142-A01392-ZZZZZ-ZZ and required Accounting transactor to put in an amount allowing approval/denial action; this amount will reduce net payment to vendor AND b) display cumulative calendar year payments on overview tab by voucher #.

Y

PERFORMVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is based on the ePay prepared date

Performance payment must be supported by a signed contract; the contract must be included as an attached to this payment request. Payments are subject to 1099 tax reporting and may be subject to non-resident withholding.

Payments to UCR students must be processed through SIS or Payroll.
Petty Cash
Other Notes Attachment Required? Invoice Number Format Descriptions Payee is a UCR Student

1)Restrict to account numbers under S&E category (lowest level posting nodes).

2)Payment hold box is not marked.

3) Restrict to "E" vendor numbers.

4) Default Payment Option should become "Check" with Delivery Option "Campus Mail".

Y

PTTYCSHVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is based on the ePay prepared date

Petty cash reimbursements must be supported by legible scanned images of the receipts. Original receipts must be retain in the department for audit purposes. New/supplements to petty cash funds must be approved by the Campus Petty Cash Coordinator (at this time the Director of Student Business Services). Ref. UCRPP 200-72

UCR Students should not be petty cash custodians.
Refund
Other Notes Attachment Required? Invoice Number Format Descriptions Payee is a UCR Student

1) Restrict to Balance Sheet and Revenue accounts.

2) Payment hold box is not marked.

3) On overview page, display whether vendor file contains 1099 data: if VENDOR_HEADDER, WTHD_SW = Y display "1099 Vendor"; if VENDOR_HEADER, WTHD_SW = N display "NO 1099 Vendor Record".

Y

REFUNDVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is based on the ePay prepared date

Refunds must be supported by an attachment confirming the original payment being refunded and the calculation of the refund amount (if applicable).

Payments to UCR students may be processed via ePay.
Reimbursement
Other Notes Attachment Required? Invoice Number Format Descriptions Payee is a UCR Student

1) Restrict to account numbers under S&E category (lowest level posting nodes).

2) Payment hold box is not marked.

3) On overview page, display whether vendor file contains 1099 data: if VENDOR_HEADDER, WTHD_SW = Y display "1099 Vendor"; if VENDOR_HEADER, WTHD_SW = N display "NO 1099 Vendor Record".

Y

REIMBVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is based on the ePay prepared date

Reimbursements for goods and services must adhere to procurement standards and policy. Goods and services are ideally procured throught the University's purchase order process. Reimbursements must be supported by legible scanned images of the receipts. Original receipts must be retain in the department for audit purposes. Ref. UCRPP 750-63

Payments to UCR students may be processed via ePay.
Stipend to Non-student (subject to 1099 reporting)
Other Notes Attachment Required? Invoice Number Format Descriptions Payee is a UCR Student

1) Restrict to account 780335.

2) If payment type selected, display on overview screen "Payment subject to 1099 reporting(Box 3)." AND default payment hold check box (see request in bold above) to put the payment on hold pending completion of 1099 information in native UCRFS: VCHR_PMT_STG, PYMNT_HOLD = "Y"--allow Accounting to uncheck as appropriate (if box unchecked VCHR_PMT_STG, PYMNT_HOLD = "N").

3) On overview page, display whether vendor file contains 1099 data: if VENDOR_HEADDER, WTHD_SW = Y display "1099 Vendor"; if VENDOR_HEADER, WTHD_SW = N display "NO 1099 Vendor Record".

4) If vendor payment address is not equal to CA: a) allow Accounting to check the "Subject to Withholding" box which will automatically insert a FAU line for withholding with the following FAU: 115142-A01392-ZZZZZ-ZZ and required Accounting transactor to put in an amount allowing approval/denial action; this amount will reduce net payment to vendor AND b) display cumulative calendar year payments on overview tab by voucher #.

N

STIPENDVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is based on the ePay prepared date

This application can be used to process stipends to non-UCR students and non-employees for participation in University programs. Requests must indicate the reason for the stipend payment. Payments are subject to 1099 tax reporting and may be subject to withholding. Stipend payments to UCR students must be processed through the Financial Aid Office or the Gradudate Division. Stipend payments to employees must be processed through payroll.

Payments to UCR students must be processed through SIS or Payroll.
Casual Labor (e.g. day labor; subject to 1099 reporting)
Other Notes Attachment Required? Invoice Number Format Descriptions Payee is a UCR Student

1) If selected, a date range is required to be completed.

2) Restrict to account 730240.

3) If payment type selected, display on overview screen "Payment subject to 1099 reporting (Box 7)" AND default payment hold check box (see request in bold above) to put the payment on hold pending completion of 1099 information in native UCRFS: VCHR_PMT_STG, PYMNT_HOLD = "Y"--allow Accounting to uncheck as appropriate (if box unchecked VCHR_PMT_STG, PYMNT_HOLD = "N"). 3) On overview page, display whether vendor file contains 1099 data: if VENDOR_HEADDER, WTHD_SW = Y display "1099 Vendor"; if VENDOR_HEADER, WTHD_SW = N display "NO 1099 Vendor Record".

4) If vendor payment address is not equal to CA: a) allow Accounting to check the "Subject to Withholding" box which will automatically insert a FAU line for withholding with the following FAU: 115142-A01392-ZZZZZ-ZZ and required Accounting transactor to put in an amount allowing approval/denial action; this amount will reduce net payment to vendor AND b) display cumulative calendar year payments on overview tab by voucher #.

Y

CASLABORVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is based on the ePay prepared date

Payments are subject to 1099 tax reporting and may be subject to withholding.

Payments to UCR students must be processed through SIS or Payroll.
Game Officials
Other Notes Attachment Required? Invoice Number Format Descriptions Payee is a UCR Student

1) If selected, a date range is required to be completed.

2) Restrict to account 730240.

3) If payment type selected, display on overview screen "Payment subject to 1099 reporting (Box 7)" AND default payment hold check box (see request in bold above) to put the payment on hold pending completion of 1099 information in native UCRFS: VCHR_PMT_STG, PYMNT_HOLD = "Y"--allow Accounting to uncheck as appropriate (if box unchecked VCHR_PMT_STG, PYMNT_HOLD = "N").

3) On overview page, display whether vendor file contains 1099 data: if VENDOR_HEADDER, WTHD_SW = Y display "1099 Vendor"; if VENDOR_HEADER, WTHD_SW = N display "NO 1099 Vendor Record".

4) If vendor payment address is not equal to CA: a) allow Accounting to check the "Subject to Withholding" box which will automatically insert a FAU line for withholding with the following FAU: 115142-A01392-ZZZZZ-ZZ and required Accounting transactor to put in an amount allowing approval/denial action; this amount will reduce net payment to vendor AND b) display cumulative calendar year payments on overview tab by voucher #.

N

OFFICIALVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is based on the ePay prepared date

Payment of game officials at athletic events. Payments are subject to 1099 tax reporting

Payments to UCR students must be processed through SIS or Payroll.
Payroll (Accounting Office Use Only)
Other Notes Attachment Required? Invoice Number Format Descriptions Payee is a UCR Student

Restrict FAU to balance sheet accounts (posting accounts under node 100) and revenue account R68000

N

PAYROLLVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is based on the ePay prepared date

Accounting Office Use Only. Not applicable.  Accounting Use Only.
Homestay
Other Notes Attachment Required? Invoice Number Format Descriptions Payee is a UCR Student

1) If selected, a date range is required to be completed.

2) Restrict to account 841110.

3) If selected, display on overview screen "Payment subject to 1099 reporting (Box 7)"

4) Add check box (this check box is only editable by Accounting users) to the overview tab to put the payment on "hold" pending completion of 1099 information in native UCRFS. If the "payment hold" check box is marked, the VCHR_PMT_STG, PYMNT_HOLD = "Y"; if box is not marked VCHR_PMT_STG, PYMNT_HOLD = "N".

5) if this payment type is selected, automatically check the "payment hold" box.

6) On overview page, display whether vendor file contains 1099 data: if VENDOR_HEADDER, WTHD_SW = Y display "1099 Vendor"; if VENDOR_HEADDER, WTHD_SW = N display "NO 1099 Vendor Record".

7) Vendor payment address must equal CA.

Y

HOMESTAYVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is based on the ending date of stay

University Extension Homestays-- payments to hosts of foreign students attending classes and living in private homes in the community. Payments may be subject to 1099 tax reporting. Ref. UC Accounting Manual D-371.12.1

Payments to UCR students may be processed via ePay.

RHA (Housing Use Only)
Other Notes Attachment Required? Invoice Number Format Descriptions Payee is a UCR Student
Restrict to fund 70001 Y

RHAVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is based on the ending date of stay

Resident Hall Association activities supported by pre-programming description and approval. Typically for reimbursements. Note: Performance Agreements should be cateogorized under the Performance Agreement type of expenditure.

Payments to UCR students may be processed via  ePay.
Other
Other Notes Attachment Required? Invoice Number Format Descriptions Payee is a UCR Student

Provide text field for transactor to complete a required description

N

OTHERVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is based on the ePay prepared date

Please provide a description this payment and ensure the payments does not fall under a pre-define category. Include all pertinent information to assist department, organizational and central office approvers evaluate the business purpose of this payment in the justification section of this request. Documentation should be attached as appropriate.

Depending upon the nature of the transaction, payments to UCR students can be processed via ePay.

More Information 

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

Department Information

Computing & Communications
Computing & Communications Bldg.

Tel: (951) 827-4741
Fax: (951) 827-4541
E-mail: helpdesk@ucr.edu

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