Direct Payment Request (DPR) FAQ - Northwestern University

Direct Payment Request (DPR)FAQDirect Payment Request (DPR) FAQFor more information: http://www.northwestern.edu/finsys/ps/policies/DPR_Policy.pdf andhttp://www.northwestern.edu/uservices/purchasing/docs/policyclarify.pdfAlways check for typos, especially on chart strings!Do I need a DPR to accompany a Visitor’s Expense Report or an Outside Contractor’sform?No, you don’t need to submit a DPR with a Visitor’s Expense Report or a ContractedServices form.What are DPRs used for?DPRs are for registration fees, subscriptions, membership dues, repairs (unplanned,emergency), research subject fees, contracted or direct billed services (consultant orcontract staffing agency fees), hotel charges when hosting a conference /academicfunction, direct bill for visitor travel (on an exception basis), international check or wirepayments, petty cash.Can I put more than one invoice on a DPR?No, one invoice per DPR.Do I need the Account chart field on the DPR?Yes, you must include the Account chart field. Look up Accounts on the COACrosswalk.Can I handwrite the DPR?No, DPRs must be typewritten to make them legible.What is the Vendor ID and how do I find it?Vendor ID is new NUFinancials Vendor ID and is different from previous CUFS VendorID. Use NUFinancialsVendorsVendor Review or the Cognos SC014 report to findVendor IDs.What if there isn’t an invoice number?If there is no invoice number, you can use the DPR number in the field or leave blank.What is the Requestor’s information for?The Requestor information is for contacting you with any issues; make sure it isaccurate!How do I itemize an invoice on the detail lines of a DPR?Use one description line per chart string. The description line is 30 characters; limit thedescription to one line.2/26/2009 For assistance, dial 1-HELP (847-491-4357)© 2009 Northwestern UniversityPage 1 of 1

Direct Payment Request (DPR)FAQDo I need to keep a copy of the DPR?Yes, it is recommended that you keep a copy of DPRs.Can I send a DPR by fax?No, do not fax DPR and original documentation—mail or hand deliver only. (faxingdoes not expedite the process. AP scans the documents and faxes are not of asufficient quality.)On the Voucher Entry, where do I see the address the payment was sent to?Click on the Payments tab to the address to which the payment was sent. TheSummary tab is showing the vendor’s general address.What is the process after AP receives the DPR?The DPR process in AP is this:1. AP receives and enters the DPR into NUFinancials as a voucher.2. An overnight batch process is run to check the budget on all chart strings.3. The system creates a report of invalid chart strings and insufficient funds for APto review next day.4. AP addresses issues as appropriate including contacting requestors or sendingback DPRs.5. A voucher is created from the DPR in NUFinancials.6. Once the voucher is accepted, an e-mail is sent to the requestor with a link to theVoucher Entry.7. AP is expecting that the requestor will review the Voucher Entry for accuracy within 24 hours.8. If no problems are reported, a check will be issued the next day for that voucher.2/26/2009 For assistance, dial 1-HELP (847-491-4357)© 2009 Northwestern UniversityPage 2 of 2