2.  Advances & Clear Advances  Foreign Vendors  Manual POs  Wire Transfers

3.  Processed as a regular payment online  New Policy: Required to submit the “Request for Advance Payment and/or Deposit to a Vendor or Contractor -- Form 154, Attachment 47”  http://help.rcuh.com/@api/deki/files/533/=Attach_ 47_%253D_Adv_Paymt-Deposit_v_3.pdf

5.  Original Receiving Report › Should also be signed by FA  Copy of Invoice › Should show balance of $0.00

6.  Original Receiving Report › Should also be signed by FA  Original Invoice › Provide currency conversion if not in USD  W-8 Ben Form › Instructions: http://www.irs.gov/pub/irs-pdf/iw8ben.pdf › Form: http://www.irs.gov/pub/irs-pdf/fw8ben.pdf  Check will be sent to vendor by A/P unless requested to be returned to department

7. W-8 Ben Form  Required for tax purposes  Good up to 3 years No change & has US Tax ID # then valid longer  RCUH will accept scanned copies with the original to follow

8.  Instructions to filling out Manual PO Form › http://help.rcuh.com/Policies_and_Procedures/2.000_Procurement/2.210_Purchase_Orders?highlight=2.210 http://help.rcuh.com/Policies_and_Procedures/2.000_Procurement/2.210_Purchase_Orders?highlight=2.210  Four Parts › Purchase Requisition (RCUH Copy) › Original PO (Vendor Copy) › Project Copy (FA’s Copy) › Receiving Report (A/P’s Copy)  Receiving Report › Should also be signed by FA › Notate Partial/Final Payment › Provide breakdown of amount(s) for each account(s) and budget code(s)  Original Invoice  If it’s for equipment, additional equipment inventory information is needed

10.  Original Receiving Report › Should also be signed by FA  Original Invoice › Provide currency conversion if not in USD  Wire Transfer Form › Be sure to read instructions and fill out all necessary lines › http://help.rcuh.com/Policies_and_Procedures/2.000_Procurement/2.640_Payment_by_Bank _Check%2C_Foreign_Draft_and_Wire?highlight=2.640  If vendor gets charged bank fee you should notate on Wire Form: “Charge All Services to Originator. Credit Beneficiary in Full. Project is charged the wire fee.”  W-8 Ben Form › Required if Foreign Vendor  Allow 2 – 4 days for processing

13.  For all manual payments be sure to delete the R/R online since payments are processed manually via RCUH Disbursing  If payment is only partial the document will be kept in A/P. If Final, then it is returned to the FA.

15. Incoming PO is Date stamped, logged then filed in cabinet Match PO with corresponding invoice when received Email a scanned copy of invoice to request Receiving Report from secretary Review and process for payment when R/R is received Payment is then recorded on log If Partial payment, doc. is filed back in cabinet. If Final, then returned to FA Check is mailed directly to vendor unless requested to be returned to department

16.  Need the following documents: › PO › Receiving Report › Original Invoice (Need justification if there isn't one)  Make sure all signatures are included  Check if all goods/services are accounted for (invoice matches with PO)  Fill out Remittance  Check Remittance Address

17.  Original Invoice(s) (Need justification if there isn't one)  All Goods/Services Accounted for on invoice match with AFP  Make sure all signatures are included  Fill out Remittance  Check Remittance Address

18.  Original Invoice(s) (Need justification if no originals)  All Goods/Services Accounted for on invoice match with reimbursement  Make sure all signatures are included  Fill out Remittance  Make sure “Return this Remittance advice & check to Fiscal Office” box is checked

19. PO# Remit Address Invoice# Amount Acct.# Invoice Date

20.  Contact Secretary: › Pending Partial Payment Exists › Invalid Service date or Budget Code › Equipment Form Required  Contact FA: › Overages › Insufficient Funds

21.  Don’t need to attach the scanned copy of invoice when submitting R/R to A/P  Always CC “AP Help” in emails regarding payment issues › aphelp@soest.hawaii.edu