Summary
When making a payment or reimbursement to a student, the account coding process must be used. Prior to making a payment to a student, that student must be an existing supplier, or be registered as a new supplier via the new supplier registration process.
Follow the instructions in this article to make a payment to a student.
Audience
This article is intended for all faculty and staff.
Platform
IC Finance Cloud
Contents
- Account Coding on a Payment to a Student
Account Coding on a Payment to a Student
If you are making a payment or reimbursement to a student via the Accounts Payable system, please scan your supporting documentation and send the image via email to the invoice imaging email address. INVOICE IMAGING EMAIL: ofcinvoices@ithaca.edu
For the subject of your email, please enter "Account Coding - [Student's Name], [Dollar Amount]".
IMPORTANT:
- The name used in this email should match the Supplier name that the student is registered under in Cloud.
- The remmitance address should be visible on the attached invoice/documentation to ensure checks are delivered correctly.
After Accounts Payable has received your email, they will create an entry using the information you have provided and you will receive a notification prompting you to enter the correct GL account(s) to be charged for payment to the student.
To enter account information for a student payment:
1. On the IC Finance Cloud home page, click the (Notifications) icon in the top right corner of the screen OR click the (Navigator) icon, Tools -> Worklist -> My Tasks and click the Status dropdown to select Any.
2. Click on the notification for your invoice. (notification format is "Account Coding for Invoice [number] from [supplier]")
If you want to view an attached image of the invoice, click Actions, then click View Approvals to access the attachment. DO NOT click on the View Invoice button.
If this invoice does not apply to your department, click the Return button, then reach out to notify Accounts Payable that you have returned the invoice.
3. In the invoice window that appears, Click Actions, then click Edit Distributions.
Fig. 1 Example Invoice Window
4. On the Edit Distributions page, click the icon to add an account for the selected line item.
5. Type the dollar amount in the Amount (USD) field, and the account number in the Distribution Combination field for the account to be charged.
Multiple accounts can be charged for a single line item. Click the icon to create additional distribution lines. The amount total of all distributions must match the amount of the line item. Click the icon to delete a distribution line if needed.
6. If there are multiple lines under Invoice Lines, click on each additional line and repeat Steps 4 and 5.
7. Click the Save and Close icon in the top right corner of the window.
8. Perform one of the following to complete your work:
- Click the Complete button to submit the invoice for Cost Center Manager approval.
- Click Actions, then click Request Information to request additional information from Accounts Payable
- Click Actions, then click Reassign to assign the invoice to another employee.