|To:||All UPS Agencies|
|From:||Ronald S. Mitchell, Director|
|Subject:||Agency Requested Payables|
Beginning with the Agency Requested Payables dated Wednesday, July 1, 1998 (deadline for submission to OSUP, Monday June 29, 8:30 am), agencies will be required to change their batch and check request numbers to reflect Fiscal Year 99. The payable requests and batch cover sheets should be numbered as follows:
The following items are guidelines to assist in preparing your payable requests:
- a. If you have multiple employees and/or other employee identifier information for a single code, please indicate "see attached". The field size for the description is not large enough for all this information. Refer to OSUP Standard Accounting Procedures Manual Section 3.03, page 2 for other suggested descriptions. When the check is forwarded to the payee (vendor), include an attachment with all pertinent information the payee requires.
- b. If you must include employee information in the Code "Description" field, use as little punctuation as possible. Use first name last name rather than last name, first name to save spaces. If necessary, use an initial for the employee's first name rather than listing the entire name. Do not use hyphens in social security numbers.
Agencies submitting Agency Requested Payables MUST use the payee name & address from their current UPS Paycode Report. This UPS Paycode Report should be kept in your agency file for reference. If this name or address is incorrect, agencies should submit the correct information on the next request for that payee, marking the "modify" box, and highlighting (or circle if faxing) all information that has changed. If several agencies use that same payee, OSUP may request a copy of the payee letter with the new information; and all agency paycodes for that payee will be modified by OSUP.
When submitting an Agency Requested Payables for a new payee, mark the "new" box and leave the payee code field blank. Only mark "new" the FIRST time requesting a check for this payee.
When a current payee is modified or a new payee added, a revised UPS Paycode Report will be distributed.
Your assistance with these changes is greatly appreciated. If there are any questions, please contact Cappie Gill at (504) 342-5374 or Laura Odom at (504) 342-0717.