| Q. | When will the direct deposit process begin? |
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A.
| The first Accounts Payable cycle where direct deposit may occur is on December 27th. This would include requests
entered into the PRO (Payment Request Online System) after December 22, 2006. Travel reimbursements submitted to the Accounts Payable
system on or after December 27th will be distributed as direct deposit. |
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| Q. | What payments will be issued as a direct deposit? |
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A.
| All employee payments, including travel reimbursements, will be
distributed as direct deposit. This affects payments initiated from
all University and Medical Center areas, including satellite and
Extension Accounts Payable processing areas. One exception is
miscellaneous reimbursements initiated through the Medical Center, which
will continue to be processed as a paper check until early 2007. |
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| Q. | Will this change the Accounts Payable processing schedule? |
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A.
| At this time, Accounts Payable will continue to process payments on each Tuesday and Thursday
(refer to http://www.ctlr.ohio-state.edu/ap/ap.shtm for the specific schedule). |
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| Q. | What changes have been made in the Accounts Payable process? |
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A.
| Employees (including students) will automatically be established as vendors in the Accounts Payable system. This
means that you will no longer need to initiate a vendor ID request for employees. In addition, you will no longer have to submit
employee home address information on payment requests as this data is being provided from the Human Resources system on a nightly basis.
Please note that it will be necessary to continue submitting the Add/Change Vendor form
(http://www.purchasing.osu.edu/tabfiles/forms.asp) to Purchasing as well
as the appropriate Accounts Payable compliance form (http://www.ctlr.ohio-state.edu/ap/ap.shtm)
for non-employee vendors.
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| Q. | How frequently will the Accounts Payable system receive employee updates from the Human Resources system? |
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A.
| Updates will occur on a nightly basis. Updates include new employees, name and address changes as well as bank
account changes. |
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| Q. | Does the direct deposit of payment affect all business units (University, OSURF and Medical Center)? |
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A.
| All employee payments, including travel reimbursements will be distributed as direct deposit. One exception is
miscellaneous reimbursements initiated through the Medical Center which will continue to be processed as a paper check until early 2007. |
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| Q. | Is there any difference in the direct deposit process if the expenses for a travel reimbursement are being shared across
business units? |
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A.
| No, there is no relationship between direct deposit and the chartfield used to expense the reimbursement. |
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| Q. | Will students who are employed have payments distributed as a direct deposit? |
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A.
| Yes, hourly and monthly paid students who are active in the Human Resources system will be established as vendors in
the Accounts Payable system. If the employed student receives their pay as a direct deposit then their payment will also be processed
as a direct deposit and will receive the email notification. Students who receive a paper check for their pay will receive a check
mailed to their home address. |
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| Q. | If I process a payment for a student who is employed in a different department, will the payment be submitted as a direct
deposit? |
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A.
| Yes, as long as the student is active in the Human Resources system and receives their pay as a direct deposit, then
their payment will also be distributed as a direct deposit. |
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| Q. | I have a payment for an employee who terminated or retired. Will their payment be distributed as a direct deposit? |
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A.
| Terminated and retired employees will remain active in the vendor file in the Financial system for up to 95 days from
the effective date of their termination/retirement. If the employee had been on direct deposit for their pay, then yes, their payment
will be distributed as a direct deposit. |
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| Q. | I'm trying to create a Req/PO and the vendor is inactive. The vendor is an ex-employee. What do I need to do? |
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A.
| This individual is now a vendor and a new vendor should be created for them. The employee vendor should not be used.
Follow the vendor maintenance procedures detailed on Purchasing's web site,
http://purchasing.osu.edu/Vendors/index.asp, to add the new vendor. |
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| Q. | I have indicated "Hold for Pick-up" on the reimbursement request in the Travel system. How will this impact the employee who
has direct deposit? |
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A.
| The "Hold for Pick-up" designation will not be effective for employees who have direct deposit. The designation may
still be used for employees who receive a paper check or for non-employees. The same is true for the "Mail" designation. |
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| Q. | I have employees who regularly travel and receive a cash advance. Will this continue to be issued as a paper check? |
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A.
| If the employee has direct deposit of their pay, then the cash advance will also be issued as a direct deposit.
Employees who receive a paper check for pay purposes will also receive a paper check for reimbursements, including any cash advance.
In either case, it will be necessary to have the employee sign the Cash Advance Travel Order Verification form, which is generated
directly from the Travel system. This form must be faxed to the Travel office before the payment will be submitted to the Accounts
Payable system for issuance. Contact the Travel Office at 688-8200 for details. |
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| Q. | Can a non-employee have a payment deposited directly into their bank account? |
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A.
| Yes, contact the Accounts Payable office at 292-6831 to obtain the appropriate form. |
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| Q. | Will the payments issued through Accounts Payable appear on the Check/Direct Deposit (pay364os) report? |
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A.
| No, employee payments issued through the Accounts Payable system are not related to payroll expenses. The
Check/Direct Deposit report lists only payroll expenses. |
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| Q. | Is there a report that will list these payments? |
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A.
| Yes, on the Paid Voucher Report (APU111OS). This report can be generated through the eReports Portal. |
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