Check Enclosures and Special Handling Guide

Stamp that says accounts payable on itWhen creating a Disbursement Voucher (DV) or Travel and Event Management (TEM) e-document in KFS, users can select three special check handling options. You can enclose additional documents with a check, print a check for pick up at Financial Services in Aldrich Hall, or force a check to be printed when the payee has ACH direct deposit set up.

Detailed instructions for Special Handling for both DV and TEM e-documents are below.  If you have questions about completing a reimbursement, please contact the KFS Help Desk at kfs@uci.edu or use the Disbursement Voucher, Travel Reimbursement, or Entertainment Reimbursement eDoc Guides.

 

How to Enclose Additional Documents with a Check

Follow these instructions to enclose additional documents with a check.

If you're working on a Disbursement Voucher

  1. Locate the Payment Information tab, and look for the section labeled Other Considerations.
  2. Check the box labeled Check Enclosure
  3. Gather your documents for enclosure and make sure they reference the KFS document number of your disbursement voucher.
  4. Mail the documents for enclosure to:

PAYMENT PROCESSOR
ACCOUNTS PAYABLE
ZOT 1050

Important! Don't delay in mailing documents for enclosure. Checks are mailed within three business days of the Payment Processor's receipt with or without check enclosures.

If you're working on a TEM e-document

  1. Locate the Trip Overview Tab. Note that this tab is labeled Entertainment Overview in the Entertainment (ENT) eDoc.
  2. Check the box labeled Check Enclosure.
  3. In most TEM eDocs, the Check Enclosure checkbox is located in the Trip Information section. In an ENT eDoc, this section is called Entertainment Information.
  4. Gather your documents for enclosure and make sure they reference the KFS document number of your TEM eDoc.
  5. Mail the documents for enclosure to:

PAYMENT PROCESSOR
ACCOUNTS PAYABLE
ZOT 1050

Important! Don't delay in mailing documents for enclosure. Checks are mailed within three business days of the Payment Processor's receipt with or without check enclosures.

 

How to Print a Check for Pick Up at Financial Services in Aldrich Hall

Selecting Special Handling automatically generates a paper check regardless of whether direct deposit is set up for the payee. Follow these instructions if the department or payee would like to pick up a printed check from the Financial Services office in Aldrich Hall. 

Financial Services in Aldrich Hall is the only allowable location for pickup.  Departments and Initiators must track the workflow of the document through the Route Log after submission.  When KFS eDoc is Final and the payment has printed (next day), the department or initiator will need to notify the recipient or department representative when it is time to pick up the check from Financial Services.

If you're working on a Disbursement Voucher

  1. A Special Handling drop-down menu is located just below the Other Considerations section of the Payment Information tab.
  2. Select Pickup-FinServ from the drop-down menu

Important! Photo ID is required to pick up a check.   Departments that elect to pick up the check on behalf of the payee must also bring their Photo ID and have the document information or eDoc printout with them.

If you're working on a TEM e-document

  1. Look for the Trip Overview Tab. If you're working on an ENT e-document, this tab will be called the Entertainment Overview Tab.
  2. A Special Handling drop-down menu is located in the Trip Information section. This section is called Entertainment Information in the ENT eDoc.
  3. Select the Pickup-FinServ option from the drop-down menu.

Important! Checks held at Financial Services are mailed after 30 days if not picked up.

 

How to Mail a Printed Check When Payee has ACH Direct Deposit

This option will send a printed check by mail even if ACH direct deposit is set up for the payee. It can be used when separate checks need to be disbursed for a payee, avoiding one single payment. In particular, this is required for the U.S. Department of Homeland Security – Vendor #7334.

If you're working on a Disbursement Voucher

  1. A Special Handling drop-down menu is located just below the Other Considerations section of the Payment Information tab.
  2. Select Mail Check from the drop-down menu

If you're working on a TEM e-document

  1. Look for the Trip Overview Tab. If you're working on an ENT e-document, this tab will be called the Entertainment Overview Tab.
  2. A Special Handling drop-down menu is located in the Trip Information section. This section is called Entertainment Information in the ENT eDoc
  3. Select Mail Check from the drop-down menu.

Important! If None is selected, the payment will be sent by the payee's default method of payment, including ACH direct deposit if it's been set up.