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Indiana University Bloomington

Check Requests

How do I approve a Payment Request?

<p><span style="color: black; font-family: 'Verdana','sans-serif'; font-size: 7.5pt;">From the SOA website , select the E-Services tab and follow the link to log in using CAS Authentication. Select the Payment Request in question. Scroll to the bottom of the Payment Request and type your name, type the current date, check mark the box indicating "I hereby approve the withdrawal of funds...", and then click on the APPROVE button highlighted to the right. </span></p> <p>&nbsp;</p>
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How do I know that I have successfully approved a payment request?

<p>The&nbsp;status of the Payment Request in the system will change.&nbsp;&nbsp;When the Treasurer approves the request, the status will change from New to Pending and the Advisor will be sent an e-mail.&nbsp;&nbsp;When the Advisor approves the request, the status will change from Pending to Advisor Approved and the Treasurer will be sent an e-mail confirmation.</p>
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How do I know when a Payment Request has been paid?

<p><span style="color: black; font-family: 'Verdana','sans-serif'; font-size: 7.5pt;">The Treasurer will receive an e-mail indicating the Payment Request has been paid.&nbsp; The status of the Payment Request will also change from Advisor Approved to Paid.</span></p> <p>&nbsp;</p>
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How do I pay a vendor for a purchase my organization has made?

<p>The organization's Treasurer must submit a completed&nbsp;payment request, including the invoice and/or&nbsp;itemized receipts, to SOA in Poplars Building, Room W109.</p>
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How do I pay my club sports coach or official?

<p>Payment to a coach or official has to go through the IU Payroll Department. These services cannot be paid until all required documentation has been submitted to SOA along with an online payment request. &nbsp;See instructions for Completing Statement of Service Request for details. This process takes approximately 2 weeks.</p> <p>&nbsp;</p> <p class="MsoNormal" style="margin-bottom: .0001pt;"><strong style="mso-bidi-font-weight: normal;"><span style="text-decoration: underline;">NOTE</span></strong>:<strong style="mso-bidi-font-weight: normal;"> All individuals who perform services for an SOA ORGANIZATION who is also an IU employee will need to be hired as an IU hourly.<span style="mso-spacerun: yes;">&nbsp; </span>SOA will need hourly rate and hiring documentation <span style="text-decoration: underline;">BEFORE</span> the person begins work</strong></p>
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How do I pay someone when he/she performs a service for my organization (i.e. lecturer/speaker, dancer/singer, band/DJ services, etc.)?

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How do I put money into another organization's SOA?

<p>The treasurer needs to fill out a&nbsp;payment request made payable to the name of the group receiving the funds&nbsp;and bring/mail it to the SOA Office.&nbsp; A notification will be sent to the treasurer of the receiving organization&nbsp;once the transfer has been completed.</p>
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How do I reimburse a group member who has spent money out of his/her own pocket?

<p>The person being reimbursed needs to fill out a <a title="Reimbursement Request Form" href="http://soa.indiana.edu/forms/Reimbursement%20Request%20Form.pdf" target="_blank">Reimbursement Request Form</a> and attach all original itemized zero balance receipts. Submit the Reimbursement Request Form and receipts to the organization Treasurer. The Treasurer will then&nbsp;initiate an electronic Payment Request for processing.&nbsp;&nbsp;Note the Payment Request number on the Reimbursement Request Form; and mail or bring the forms to Poplars Building Room #W109. A check will be generated within 3 business days and mailed to the individual or held for pick-up.</p>
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How do I request that a check be picked up?

<p><span style="color: black; line-height: 115%; font-family: 'Verdana','sans-serif'; font-size: 7.5pt;">When completing the on-line&nbsp;Payment Request, please leave the address field blank and also mark 'Pick Up' instead of leaving the default of 'Mail'.</span></p> <p>&nbsp;</p>
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How long after E-Treasury Training will I receive access to the on-line Payment Requests?

<p>You will receive access the day after you bring the two signed Signatures Forms to the SOA Office.&nbsp; The SOA Office must first enter your contact information to our database and then it uploads overnight.</p>
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How long before a check is issued for payment?

<p>Vendor payments and reimbursement payments are issued in 3 business days. For our office to issue payment, the Payment Request must be approved by both the Treasurer and the Advisor and all required documentation&nbsp;(itemized receipts and proper forms) must have been received&nbsp;in our office.</p>
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How will I know the Advisor has approved a Payment Request?

<p>&nbsp;</p> <p class="MsoNormal">The Treasurer&nbsp;will receive an e-mail stating the Advisor has approved.&nbsp; The e-mail will remind you to bring your documentation to&nbsp;the SOA&nbsp;office so we may finalize the payment.&nbsp; The status of the Payment Request will also change from Pending to Advisor Approved.&nbsp;</p>
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If the wrong amount is entered on the payment request, what happens?

<p>The Treasurer has the ability to edit the online payment request before the final approval and notification to the Advisor.&nbsp; The Treasurer may also notify the Advisor to change the amount prior to approval.&nbsp; If the request has already been forwarded to&nbsp;the SOA Office, the Treasurer may notify SOA of the need to correct and action will be taken.</p>
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Is there instructional information about the on-line Payment Request System that I can access?

<p>Yes.&nbsp; On our website, you will select the Reference Tab.&nbsp; A full tutorial is listed in pdf format labeled <a title="Payment Request System-User Documentation" href="http://soa.indiana.edu/forms/Payment%20Request%20System%20-%20User%20Documentation.pdf" target="_blank">Payment Request System-User Documentation</a>.&nbsp;</p>
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My Advisor is out of town and our organization needs to make a payment to a vendor, what can we do?

<p>Your Advisor can still access the payment request electronically.&nbsp; He/She will sign into your account using the E-Services tab on the SOA web site and complete the&nbsp;approval process.</p>
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My treasurer is out of town and our organization needs to make a payment to a vendor. What can we do?

<p>Your Treasurer can still initiate and approve payments using the payment request system.&nbsp; The Treasurer will access the system through the E-Services tab on the SOA website and complete the request.&nbsp; Once your Advisor completes the final&nbsp;approval, SOA will process the payment to the vendor.</p>
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What do I do if my organization needs money to spend on an out-of-town trip?

<p>The Treasurer must submit a&nbsp;payment request for an Advance Check. An Advance Check allows you to get a check payable to the member elected to be responsible for the money. Please allow three (3) business days for the check to be written.</p> <p>Upon completion of the trip/purchase, all detailed receipts and any leftover money must be turned into SOA within five (5) business days.</p>
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What documentation do I need to process a donation?

<p><span style="color: black; font-family: 'Verdana','sans-serif'; font-size: 7.5pt;">A copy of your organization's meeting minutes showing the group collectively agreed to donate the funds.</span></p> <p>&nbsp;</p>
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What documentation is needed if I need to pay national or state dues?

<p>On the&nbsp;payment request, please list the number of people for whom you are paying and the amount being paid for each person (example: 25 X $10.00 = $250.00). &nbsp;You should provide any available documentation (bill, statement from the organization indicating the dues required, etc.) with your request.</p>
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What happens if receipts are not turned in for a reimbursement to an individual?

<p>The reimbursement will not be processed. We will notify the Treasurer that we must have itemized receipts before we will write the check.</p>
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What is a Payment for Service?

<p><span style="color: black; font-family: 'Verdana','sans-serif'; font-size: 7.5pt;">This is also known as a Statement of Service. Your organization is paying an individual for a service&nbsp;he/she has rendered to your group requiring specific tax documents be completed (examples: guest speaker, d.j., coach, honorarium, massage therapist).</span></p> <p class="MsoNormal" style="margin-bottom: .0001pt;"><strong style="mso-bidi-font-weight: normal;"><span style="text-decoration: underline;">NOTE</span></strong>:<strong style="mso-bidi-font-weight: normal;"> All individuals who perform services for an SOA ORGANIZATION who is also an IU employee will need to be hired as an IU hourly.<span style="mso-spacerun: yes;">&nbsp; </span>SOA will need hourly rate and hiring documentation <span style="text-decoration: underline;">BEFORE</span> the person begins work</strong></p>
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Who has access to the on-line payment requests and statements?

<p>The Treasurer, Advisor and SOA Office have access to this information.</p>
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