Check Management
Q: How to trigger a “held” check at 60 Park Place for pickup (i.e. for Field Trips or Events where you need to show up with a check)?
Please remember that Nvoicepay offers electronic pay if your vendor is being paid out of KNJ or KIPP Miami. Checks will now also be issued weekly, which should mitigate the need of having a check in hand. In case a check in hand is necessary, AP will be able to cut a check in house, but please remember that this option requires additional manual steps and should be avoided, if possible. If you require a check in hand you can do so by submitting an AP ticket via Zendesk – ap@kippnj.org. Please provide the following information at least 2 weeks before you will need this check to be printed.
- Valid PO #
- Invoice (if not already attached to PO)
- Date check is needed (must be at least 2 weeks after AP ticket submission)
- Reason why you will need to cut this check in house
Q: How do you reissue a check that was cut by Nvoicepay?
Please contact Nvoicepay’s payment support team by calling: 1-877-626-6332. They will be able to reissue a check for you.
Q: How fast can I get my check?
The average delivery time for check payments is 3-5 business days. All checks are mailed via USPS First Class out of Portland, Oregon. Checks can be expected to be delivered 5 business days after the checks have been approved.
Q: How do I void a check?
Please contact Nvoicepay’s payment support team by calling: 1-877-626-6332. They will be able to assist you. Please be advised that a check can only be voided if it has not cleared the vendors bank. In case the check has cleared you will need to request a refund from the vendor. For help or further assistance on voiding a check after it has cleared you can submit an AP ticket via Zendesk – ap@kippnj.org. Please make sure to include vendor name, Check number, PO#, date check was issued.
Check Delivery
Q: What if I don’t have my home address in Dayforce?
You have until Sunday, February 9, 2020 to update your home address in Dayforce. After that date, Accounts Payable will upload all addresses from Dayforce into our Accounts Payable system, and all reimbursement checks will be sent to the address we have on file. You will still be able to update your address in Dayforce after that date and AP will update address changes in our Accounts Payable System in line with our current “new vendor requests,” which is processed every Tuesday.
Q: How do I change my home address?
A: Please log into Dayforce and update your home address. Check out the HR wiki on how to update your address if you don’t know how. Please contact HR at HumanResources@kippnj.org, with any questions.
Check Information (i.e. Check register/lookup)
Q: How do you look up a check clearance status?
Please contact Nvoicepay’s payment support team by calling: 1-877-626-6332. They will be able to assist you. Log in to Nvoicepay portals will be provided to DSO, MDSO, MDO and budget managers as well, so that they can also look this up.
Q: How do I know that a vendor was paid?
You will still be able to go to the invoice in Coupa and check to see the payment date. You can also contact Nvoicepay’s payment support team by calling: 1-877-626-6332. They will be able to assist you.
Q: What is the check cutting rate and how will we know what will be paid when?
We will have weekly check runs. As long as the PO is approved and the invoice has been provided to AP 7 business days prior to the Monday of the check run the invoice will be processed for payment and will be approved on the check run date. You can expect the payment within 3-5 business days after the invoice has been approved for payment. Please note that if the organization is closed on a Monday, the check run will be the day after, or the first day after the organization opens
Q: Who do you contact to see if a check has been presented to the bank?
You can contact Nvoicepay’s payment support team by calling: 1-877-626-6332. They will be able to assist you.
Q: How do I engage with AP in Zen Desk? How do I know if my ticket request has been solved?
For any AP related questions you may submit an AP ticket via Zendesk, by sending an e-mail to: ap@kippnj.org. Once your ticket has been solved, you will receive a notification from zendesk letting you know that your ticket has been solved.
Q: How do you update an address in MIP/Nvoicepay/Coupa?
To ensure a reimbursement check goes to the correct address, please refer to ‘How do I change my home address?’ Reimbursements will always be mailed to the home address we have on file for you in Dayforce. In the event that you have signed a contract to complete an extra project with KNJ, e.g. for the Teaching & Learning team, please submit any address change requests to Purchasing by sending an email to purchasing@kippnj.org.
Q: What documentation do I need in order to have a payment issued?
You will need a valid Purchase Order and an Invoice, and the PO should not be marked as received in Coupa (which only should be done if the goods/services have been received!).
How will reimbursement checks get cut and delivered?
Once your reimbursement has been approved, AP will process your reimbursement and issue payment via Nvoicepay. You will receive a check if you receive your reimbursement from TEAM (Newark employees) or KCNA (Camden employees). You may elect to receive your payment via direct deposit if you are being paid from KIPP NJ (CMO employees) or KIPP Miami (Miami employees). Your check will be sent to your address you have on file in Dayforce.
Q: Can anyone use direct deposit for their reimbursements?
No. You can only use direct deposit if you are getting paid from KIPP NJ (CMO employees) or KIPP Miami (Miami employees). Unfortunately NJ state law does not allow electronic payments to be made out of our NJ schools. Miami schools may use direct deposit.
Q: Why can’t TEAM and KCNA issue ACH or Credit Card Payments?
Unfortunately, NJ state law does not allow electronic payments to be made out of our NJ schools
Q: What is an “integration error”?
We are using two separate systems in order to make payments. One system is Coupa, which we use to create and approve requisitions. AP uses Coupa to process invoices as well. Once the invoice is processed the information integrates nightly to our accounting system called MIP. We process payments out of our GL system. Sometimes the two systems do not communicate properly and we receive an integration error. AP and IT aim to resolve these issues immediately, and will usually process affected payments during an off-cycle check run.
Q: Will the accounting team be able to easily get access to voided check stubs for compliance submission for grants and federal entitlements?
Yes, the accounting team will be able to access remittance information of each payment.
Q: How do I tell AP where my check should be delivered?
Checks will be sent to the address we have on file. When a new vendor is added to our database we use the information listed on the W9 to record the address of each vendor. Please submit any address change requests to Purchasing by sending an email to purchasing@kippnj.org.
Q: Is the address from the W9 used as a remit address? And if so, how can we make the distinction?
When you enter your new vendor into the “new vendor log,” you can enter the remit address and make a note that it is different from the W9.
Q: How will 1099 Income be calculated for taxable payments?
When we receive a request for a new vendor, we will track payments for vendors that require a 1099 in our accounting system. At the end of the calendar year we will process all payments made to these vendors and issue a Form 1099 as required by the IRS.
Q: How will KTC book stipends be issued?
All KTC checks can be issued via Nvoicepay. The address for each student that receives a book stipend should be selected to be R9 (60 Park Place). Nvoicepay will send all checks to the office for KTC to pick up. The average delivery time for check payments is 3-5 business days. All checks are mailed via USPS First Class out of Portland, Oregon. Checks can be expected at the office 5 business days after the checks have been approved.
Q: Will Alumni need to keep their address up to date in our database?
If you want nvoicepay to send the check directly to the Alumni, the address will need to be updated in our database. If you choose R9 to be the delivery address of the check, the check will be sent to our office for you to pick up and distribute to the alumni. If you are paying the Alumni through KNJ you can also use the direct deposit option.
Q: Where will I be able to look up a check number or check a date that was issued if a vendor claims to not have been paid
You will still be able to go to the invoice in Coupa and check to see the payment date. You can also contact Nvoicepay’s payment support team by calling : 1-877-626-6332. They will be able to assist you.
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