Claiming Funds Received Electronically
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Electronic payments will now be claimed through a new FIS interface. The Treasurer’s Office will post new electronic payments to the list by processing Cash Receipt documents. Once processed, these payments will be added to the list of unclaimed payments, after the overnight refresh.
Users eligible to claim payments will be able to see all electronic payments by selecting Inquiries > Electronic Payment Claim.
If you need to claim payments but the electronic payment claim option is grayed out in the menu, please send an email to Sue Wood and be sure to include your FIS ID and you will be added to the list of authorized FIS users who can claim electronic funds.
Payments can be searched for by the Fiscal Year or Fiscal Period in which the Cash Receipt document was processed. You can also specify to search for payments by the status of unclaimed, claimed, or all.
Results matching your search are displayed below the search criteria. The corresponding Cash Receipt document and line number are displayed as well as the deposit date, a description of the payment, dollar amount, and (if applicable) invoice number or other pertinent information. Once payments have been claimed they will also display the document number and status of the transaction used to claim them.
Note: Detailed information will be attached to the Cash Receipt document note screen. To open the CRV, double click on the CR doc number in the list. Cash Receipt documents will no longer be forwarded by the Treasurer’s Office.
You can sort your list of results by clicking on any result in the field you wish to sort by (clicking on an “Amount” for example) then choosing OptionsàSort Ascending or Descending.
To make a claim, select the check box next to the payment you’ve identified and click the “Claim” button. To claim more than one payment, just select multiple check boxes before clicking “Claim.”
You will need to confirm that you have documentation certifying your claim to this payment. You are responsible for retaining documentation for claimed payments for 7 years.
Without documentation you cannot claim a payment.
After indicating that you have documentation, you will be presented with options for claiming the payment. Most users will use a Distribution of Income/Expense document (DI) to claim payments. The choice of a Year End Distribution of Income/Expense document will only be available each year during the fiscal year closing process.
Once a document type is selected, FIS will open that document, enter “Electronic Payment Claim” in the description field, and populate the “From” side with information about the payment(s) claimed. Details identifying the claimed payment are automatically added to the Notes field of the document. The document will route to Treasury for approval, there will be no need to manually forward the document.
An explanation should be entered and the “To” side of the document should be completed indicating what account(s) and object code(s) the payment is to be distributed to.
The completed document must be routed for approval as normal, routing to the Treasurer’s Office for approval of the “From” side and the appropriate fiscal officers or delegates for all accounts on the “To” side.
After a document is processed to claim a payment, the document number and status will be displayed next to the payment claimed on the Electronic Payment Claim search screen. You may open this document by double clicking on the Claim Doc number.
Accounts Receivable Users
Accounts Receivable users (those authorized to accept payments received for FIS A/R Invoices) will receive an additional option of processing a Cash Control document to claim a payment and apply it to a specific invoice.
If you select Cash Control it will open and populate the document with the corresponding information
Information identifying the payment claimed is automatically added to the Notes field of this document. The document should be completed and routed as normal. The document will route to Treasury, there is no need to manually forward the document.
Please contact Sue Wood (812) 855-0709 with questions or concerns.
