|To:||All UPS Agencies|
|From:||Ronald S. Mitchell, Director|
|Subject:||Faxing Supplementals and Selected Void Documents|
Pending a formal revision to the Standard Accounting Procedures Manual, OSUP will allow ALL agencies to fax in supplementals for Check Requests, Stop Payment Requests, EFT Dollar Returns and Zero Net Supplemental processing. Void Check Entry documents may be faxed in with Stop Payment Requests and EFT Dollar Returns only. All required forms and backup must be faxed in with your request, as well as a fax cover sheet including the number of pages being faxed and addressed to the correct staff member (refer to the latest monthly On-Line Status Report). Refer to the appropriate manual sections for required backup.
Agencies should submit these faxes to OSUP as soon as the requests are prepared; do not wait until right before the processing deadline to prepare and fax documents. A faxed Supplemental/Void that has changes/corrections on it, must be readable and all corrections initialed. DO NOT send OSUP the BLUE ORIGINAL supplemental or GREEN ORIGINAL void document for those that are faxed. DO NOT fax a Void Check Entry or a Supplemental VOID Check Request document that requires the original voided check to be attached.
Additional changes in the processing schedules will be a daily 10:00 a.m. deadline for Supplemental Check Requests for stop payments in order for the supplemental check to be processed per the schedule, and a 10:30 a.m. deadline each Monday for Payables Requests. Pending the manual revision, please make these changes to section 1.03, pages 3 and 4 of your Standard Accounting Procedures Manual.
At this time, no changes will be made in the faxing of Payables Requests. If you have any questions regarding the above changes, please contact Penny F. Jones at (504) 342-0716.