Other Considerations

On This PageOverview | Check Enclosure Procedure | Special Handling Procedure

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Overview

Other Considerations are available in the Payment Information tab of the DV. This section contains three options:

  • Check Enclosure:  Accounts Payable will bundle paperwork you submit when they mail the check to the vendor. Paperwork is submitted via the AP Upload Tool.
    • Example:  send a subscription of membership form with a check.
  • Special Handling:  The initiator, or someone the initiator designates, picks up the check and assumes responsibility for its delivery.
    • Examples:  present a check to a speaker or performer immediately upon completion of services, expedite paper check delivery (FedEx, UPS, etc.).
  • Exception Attached:  Not used at IU.

Check Enclosure Procedures

Note:  Choosing the Check Enclosure option overrides vendor ACH authorization preferences. The vendor will receive a paper check which will be mailed to the vendor’s remit address.

On the DV, select the check box next to Check Enclosure.

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Next, log a note in the Notes and Attachments tab detailing which documents should be bundled with the payment check.

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Include the paperwork to be bundled with the supporting documentation PDF. The combined PDF file is then uploaded to Accounts Payable using the Upload Tool for AP Supporting Paperwork.

When the check is generated, Accounts Payable staff will bundle the paperwork the initiator specified with the check and mail it to the vendor.


Special Handling Procedure

Note:  Choosing the Special Handling option overrides vendor ACH authorization preferences. If this option is chosen the department assumes responsibility for the check’s delivery to the payee.

On the DV, select the check box next to Special Handling. The warning message, pictured below, will appear on your screen.

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Disregard this message. Special Handling is used differently at IU than at other universities.

Next, scroll to the Special Handling tab, located below the Contact Information tab, on the DV. In the Special Handling Name field, enter the campus code and name of the individual who should be contacted when the check is available for pick up. The individual’s phone number should be entered in the Special Handling Address 1 field.

In the example below, Shirley Bennett, who works on the Kokomo campus, will be notified when the check is available.

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Finally, enter a note in the Notes and Attachments tab that explains why Special Handling has been requested.

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When the check is available for pickup, the contact listed in the Special Handling tab will be notified via phone by your campus office.

Checks are printed each weekday morning on the Bloomington campus. IUPUI checks are taken to Indianapolis by IU’s daily courier and are typically available by 1 p.m. IU South Bend checks are overnighted via FedEx. Checks for all other campuses are sent overnight by USPS Priority mail.

The table below contains the pickup location for each campus.

Campus

Location

Notes

IU Bloomington FMS Customer Service, Poplars 527

Pickup requires photo ID and signature.

IUPUI Finance and Administration, LV 1173 Pickup requires photo ID and signature. Checks can also be sent via campus mail.
IU East Administration and Finance, WZ 101

Must pickup in person.

IU Kokomo Physical Facilities, KO 036

DV initiator will be contacted to arrange pickup.

IU Northwest Accounting Services, HW 109

Pickup requires photo ID and signature.

IU South Bend Office of Administrative and Fiscal Affairs, Admin 236A

DV initiator will be contacted to arrange pickup.

IU Southeast Office of the Bursar, US 103

DV initiator will be contacted to arrange pickup.