If you get an error message stating that your document does not balance, you can determine where the error exists by viewing the debits and credits you entered in the e-doc. Take the following steps to review your entries:
No matter how you review your results, your debit and credit entries must balance.
An Internal Billing (IB) e-doc records the sales of goods or services between units. The billing of these costs would typically include some overhead costs. This document is restricted to internal object codes to allow the university to eliminate internal entries from our financial report.
A Distribution of Income or Expense (DI) e-doc is used when you are sharing costs.
It's an unfortunate coincidence. What we used to call a Payment Request is actually a Disbursement Voucher (DV). The DV is available in the Financial Processing e-docs section on the KFS Main Menu tab. In KFS, the payment request function is actually the invoice payment that follows a purchase order, and only staff in the central Accounts Payable office can access this.
Currently, there are two payee types: "Vendor" or "Employees Students Alumni." This message is telling you which type of payee you can use with the Payment Reason you selected.
Currently, there are two payee types - "Vendor" or "Employees Students Alumni" - and the payee type must be valid with the Payment Reason you selected. For example, if you selected Payment Reason O - Honoraria and put an employee's last name in Person Last Name, the name would be returned in the search results, but there would be no "return value" option. This is because the individual is the payee type of "Employees Students Alumni," but this payment reason only allows payee type of "Vendor." So, if you don't see "return value," make sure that you are searching on Vendor Name when the payment type indicates that only payee type of Vendor is valid. Conversely, if the payment type indicates only the payee type of Employees Student Alumni is valid, then do your search using the Person Last Name.
If the payment is taxable, the individual must be set up as a vendor. Prizes, awards, and stipends require vendor setup, even if the individual is a Cornell student.
The vendors with the most activity were set up in KFS first, so you will not be able to find all previous vendors yet. If you need to create a Disbursement Voucher for a previous vendor that is not yet set up, we can expedite the setup if all the vendor information we have is current and valid. Use the following process:
If we were not able to validate the information, the normal new vendor setup process must be followed, complete with a W-9. See the Disbursement Voucher Vendor Standard Operating Procedure for details.
This is a known issue in KFS and occurs when a fiscal officer (FO) or delegate initiates a Disbursement Voucher (DV). It doesn't matter what accounts are used, it is related to the FO/delegate status of the initiator. We are investigating a fix for this. In the meantime, many users are able to copy the DV with the error an successfully submit it. Alternately, the DV can be initiated by staff who are not FOs or delegates.
The Disbursement Voucher uses address information maintained in PeopleSoft as the address for reimbursements to faculty and staff members, alumni, and students. The home address is used for faculty, staff members and alumni. Any address information is updated by the employee through Employee Essentials.
The address used for students is the best address we have on file in PeopleSoft. Any address is updated by the student using Student Center, a self-service application.