Denying a Payment Request

Summary

In this article, you will learn the steps to deny a payment request in the UGA Financial Management System.

Body

Overview

Denying a payment request will send the request back to the initiator. Once denied, a payment request can be copied, modified, and resubmitted. The new request will have to flow back through all of the approvals again.

For further questions or more general best practices consult pages 2-3 of the Financial Review and Analysis Guide.

In this article, you will learn the steps to deny a payment request in the UGA Financial Management System.

1. Step 1

On the UGA Financial Management System Employee Self Service page, click the Approvals tile.

Note: The number in the right hand corner of the tile indicates the number of transactions awaiting your review and action.

2. Step 2

The Pending Approvals page is displayed. Transactions awaiting your approval are listed on the right side of the screen.

If you need to filter through several transaction types, click to select the transaction type on the left side of the screen.

3. Step 3

To review a payment request, click to select the appropriate transaction in the list.

Example shown here: Click Payment 0000000097 to Eurofins.

4. Step 4

The Payment Request page is displayed.

This page contains a summary of the transaction details, Line Details with accounting information, and any relevant attachments.

5. Step 5

In the Line Details section, click the appropriate line(s) to view detailed information about the chartstring(s) and distributions used for the payment request.

Example shown here: Click Line 1.

6. Step 6

The Distributions pop-up window is displayed.

This page shows detailed chartstring information about the payment request, such as Account, Budget Reference, Program, and Department.

Scroll right to view the entire chartstring as necessary.

In this example, there are two Distribution Lines because the line is split between two sources of funding.

7. Step 7

After reviewing the chartstring information, click the Close [x] button.

8. Step 8

To view any supporting attachments for the payment request, click the View Attachments link.

9. Step 9

The View Attachments pop-up window is displayed. You can click the attached file name(s) to view the supporting item(s) in detail.

Note: If attachments are missing or cannot be read, use the Deny function to have the initiator add or correct the attachments. Also, verify that attachments and line details match.

In this example, the file is not the original invoice, so you want to deny this request and send it back to the initiator for edits.

When you are finished, click the Close [x] button.