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Payments Unit

01 Sept 1999
Permanent Payment Unit File [PPF] established as a repository for documents that should be held longer than documents in the Payment Unit Correspondence File [PCF] (2 years) or the Payment Unit Audit File [PAF] (last 3 complete fiscal years + current fiscal year) This file includes policy decisions which affect the Payment Unit, original copies of contracts/supporting documentation for various special purchases, etc.

Annual subscription renewal invoices from BLACKPER, NIJHOFF, and READ continue to be exempt from a file check. Payments should be deDUPed, but we will assume receipt is current and use the frequency of publication on the invoice to determine whether or not it is taxable.

Annual subscription renewal invoices from HARRAS continue to be exempt from a file check. Payments should be deDUPed, but we will assume receipt is current. We will also continue our practice of accruing tax on all titles. In the spring, Harrassowitz will provide us with a list of these subscription renewals with their frequency. We will use this list to unaccrue tax paid for those titles that are non-taxable and send the documentation to Susan Horsfall.

03 Dec 1999
Harrasowitz EDI subscription renewal invoice #s do not begin with "VG".
"VG" which precedes the invoice # on the paper copy is not part of the invoice #

17 Jan 2000
While payments staff are expected to evaluate each subscription renewal charge to determine whether or not it meets our payment criteria, annotating line items with the frequency and last volume received is no longer required. Line items for subscriptions that are non-taxable should be annotated with "NT" to signify NOTAX.

21 Jan 2000
In the absence of a manual check-in card or serials control record to verify payment requirements, payment for subscription renewals will be approved (incl. tax). The line item will be annotated "N/A" to signify receipt information was not available. Payment staff will report each instance by email to pskim@stanford.edu, with "N/A" in the subject line and either the order #(s) or control #(s) in the subject line or body of the letter. This appears to be a temporary anomaly resulting from the ongoing manual serials check-in file conversion project.

10 March 2000
Customs fees charged by parcel distribution companies such as UPS & FEDEX are taxable. Previously considered transportation fees and non-taxible.

03 April 2000
Service fees are taxible. SERVICE prorate line should no longer be used because of its NOTAX status in Payment Workflows. Use the MISC prorate line.
Will begin paying tax on the entire shipping/handling fee if vendor taxes whole amount. Supervisor should be consulted if we do a "large" amount of business with the vendor.

07 April 2000
Reprocessing Invoices in Unicorn

26? April 2000
Began receiving CASALI EDI invoices with DUP invoice #s. Temporary fix is to put an "A" at the end of the invoice # to make it unique. First two invoices were:  14119A and 12663A

1 July 2000
NIHOFF will no longer bill us for CA Sales & Use Tax. Earlier invoices in 2000 included CA Sales & Use Tax which was accrued or paid to NIJHOFF on an erratic basis.

12 July 2000
Monica Hubler of Swets Blackwell confirmed that the name change will not be official until 1 August 2000. Any invoices with a Swets Blackwell letterhead dated before August 1 should be paid to Blackwell.

17 July 2000
Invoices to be filed in the audit file will be filed by these new rules:

1. By fiscal year payment was processed
2. By vendor
3. By invoice date with the latest on top
4. By invoice # with largest on top

14 August 2000
Historically, all payments for BLACKPER orders were made to acct. # 04800080, c/o Bankers Trust Co., P.O. Box 1452, Church Street Station, New York,  NY  10256. These payments were for Blackwell's Periodicals and Blackwell's Book Services orders. (Blackwell's assigned order responsibilities in the background when the orders were recieved.) Payments to acct. # 04800080 have been suspended probably until the new fiscal year when global maintenance of splitting our BLACKPER orders to Swets Blackwell and BBS can begin. BLACKPER payee acct. #/address was updated to acct. # 000356234 on 7/19/2000.

11 January 2001
Sales and Use Tax for Santa Clara County changed from 8.25% to 8.0% effective 1 January 2001. Unicorn will compute the correct tax based on the invoice date. Tax will be assessed at 8.0% on all invoices dated 01/01/01 and later.

22 March 2001
Beginning today, the Unicorn foreign currency conversion tables will be updated weekly. (instead of monthly)

01 May 2001
The correct GL code will be added to all SUBSCRIPT and STANDING order types before payment.

pre January 2002
Memberships, package plans, etc. If each publication is NOTAX, then payment is NOTAX. If at least one publication is TAX, then payment is TAX.
post December 2001
Memberships, package plans, etc. If each publication is a serial and total issues of all publications is less than 60, then NOTAX. If each publication is a serial and total issues of all publications is greater than 60, then TAX.

06 February 2002
When making an additional payment on a previously paid invoice, the original invoice # was altered by adding an "A" to the end of it to uniquely reference the additional payment. As of today, we will use the unaltered original invoice # for additional payments and inform AP that this is not a duplicate payment.

20 February 2002
See EDI Invoice # Variations from Audit Copy for CASALI.

10 May 2002 - 16 May 2002
TAX UNACCRUAL project in PRISM. Unaccrued tax paid on all materials shipped directly to an exchange partner outside of California paid on or after 1 January 1998 (fiscal years 9798, 9899, 2000, 2001, & 2002). Unaccruals for past fiscal years credited to 3NKE002 per ASP. Unvalidated figures subject to review:
            fiscal yr.        amount
              9798          $2,528.18
              9899          $2,897.32
        &July 7, 2006nbsp;     $1,012.98
              2001          $2,632.15
              TOTAL      $9,070.63

22 July 2002
Agreed at Heads meeting that all hard to trace shipping/customs invoices will be paid on 3NKH001 94613. Leona Crawford & Peter Kim will continue to investigate problem and hopefully come up with a solution.

3 December 2002
First batch of SBUK EDI invoices [S3.058-308 - S3.058-356] loaded into Unicorn. Service charge error:  The service charge was included in the price for each title as well as restated as a separate charge, effectively billing us twice for service. Solution:  Service charges folded in to the price of each subscription is preferable. The restated service charge line was deleted before payment.

10 December 2002
Determining tax for subscription renewals:  If the vendor states the frequency of the title on the invoice, use this information to determine if the title is taxable. If the frequency is not stated on the invoice, review the check-in records to determine the predominant frequency of the title. [e.g. if in the last 3 years the frequency for 2 years was quarterly and they published a combined issue for 1 of the years, then the predominant frequency is quarterly and non-taxable.] When the frequency on the invoice varies from the predominant frequency of our historical check-in record, revert to the frequency stated on the invoice to determine taxability. Never use the frequency indicated on the "patterns" tab to determine taxability.

09 June 2003
Require CA tax ID #s from all vendors billing us for tax. [i.e. CA TAX ID = pending <init., date>] ID #s confirmed on BOE site and added to the Unicorn vendor record. [i.e. CA TAX ID = <#> -- <init., date>]

Last modified: June 8, 2006