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Payments Unit

1099 Form
Federal tax form only sent by AP to a vendor when paid for "services". Policy for other SU A/P units vary.

AP Month End Close
Return-Path: <AS.CLH@Forsythe.Stanford.EDU>
Received: from Forsythe.Stanford.EDU (forsythe.Stanford.EDU [171.64.11.16]) by sulmail.stanford.edu (8.8.7/8.7) with SMTP id RAA32434 for <pskim@sulmail>; Fri, 24 Sep 1999 17:01:26 -0700
Message-Id: <199909250001.RAA32434@sulmail.stanford.edu>
Date:     Fri, 24 Sep 1999 17:02:02 PDT
From: "Carolyn Harding" <AS.CLH@Forsythe.Stanford.EDU>
To: pskim@sulmail.Stanford.EDU
Subject:  No Closing Schedule.

Peter, we are not doing a schedule this year.  We always close
the week on Friday or the last official working day of the week,
ie Thanksgiving.

For the month end we close on the last Friday of the month unless
the last day of the month falls on Wednesday or Thursday, then we
would close on the 1st or 2nd day of the "new" month.  In other
words, if the  "current" month  goes over half the work week
we would close on the first Friday of the "new" month.

Thanks, Carolyn

AP Transaction Record in PRISM

CK DATE -- check date
Unless processed as a subsidiary payment, the check date will always be the Friday that the payment information was transmitted to AP.

TRXN NO -- transaction number

• If the invoice paid in Unicorn did not have an invoice #, the Unicorn generated invoice # will be embedded in the transaction number. Look for the "S" near the middle of the transaction number. The digit preceeding the "S" is the last digit of the fiscal year. (In the figure above, "2" stands for fy2002, and, therefore, the Unicorn invoice # begins with "02S-".) The digits following the "S" represent the remainder of the Unicorn invoice # after the "<fiscal yr.>S-". Since Unicorn never assigns a leading 0 [i.e. zero] to this part of the invoice #, ignore any leading zeros in the PRISM transaction record. (In the example above, the Unicorn invoice # is 02S-5611)
• An "*" [i.e. asterisk] following the TRXN NO indicates that there is an attachment that should be sent with the check.

CK TOTL -- check total
By comparing this figure with NET AMT, you can determine whether or not the check for this invoice included payments for other invoices as well. In the example above the NET AMT (i.e. amount paid on this invoice) was $163.50. This check for $7,770.09 certainly included payment for other invoices. To see which invoices were paid by this check, search by check number.

CK PAID -- check paid
A date indicates the day the check was cashed. If blank, the check has not been cashed.

Fund Summary -- (All that info just below the brown bar)
This is a quick way to verify if CA tax was accrued or paid to the vendor. If there is an entry under 0ZZZ001 then tax was accrue. If 0ZZZ001 does not appear anywhere in the summary, then tax was paid to the vendor.

W-9 Form
This form is to verify the vendor's Tax ID # and tax status. form

Last modified: July 18, 2006