Receiving and Recording Payments
The first step after receiving a payment request from Financial Specialist.
What is record the date received on the Payment & Contractual Services tracking sheet?
Who you route the payment to for approval
Who is Kathleen or Susan?
The document you prepare and send to Laura for her signature
What is the Request for Payment (RFP)?
The last step after receiving Laura’s signed payment
What is send the signed payment package to Antionette and or Shantorria in Finance and Accounting?
Who is responsible for keeping track of payments and the routing process?
Who is Financial Specialist?
The information you should verify for completeness before saving the payment file
What is ensure the payment is correct and all backup and closeout documentation is included?
The next step if the signed payment has not been returned from the manager in a couple of days
What is send a follow-up email to the manager?
The pages that are repositioned in the payment package before sending it to Laura
What is remove the Request for Reimbursements/Advance Payments Checklist (RFR checklist) and insert it at the end of the payment package?
What should you do after sending the payment package to Antionette
What is wait for a confirmation email from Finance & Accounting and then inform the project manager that the payment is being processed?
The file name format that should be used when saving the payment package.
What is Project # - Payment #X (XXXX-XX-R - Payment #X)?
What should you do if the backup information is missing from the payment file
What is add it at the time of saving the payment file?
Once the payment is signed by the manager, the next step is
What is record the manager's name on the P&CS tracking sheet?
After receiving Laura's signature, the payment package is stored..
Where is to the Payment file on the J:Drive?
What are payments added and broken down into Federal and Non-Fed/SRMC?
What is the Federal and Match Spreadsheet?
Where you record the date when a payment is received
What is the Payment & Contractual Services tracking sheet?
If the payment is a Final and Closeout, who gets a copy?
Who is Buddy?
What documents do you add to the email for routing after receiving Laura's signature on payment?
Bonus * Who is copied on all emails in the routing process?
Who is the PM, the Financial Specialist Coordinator, Mit Project Payments, D'ondra, Holly Swift, and anyone else listed in the original email?
You are checking for what when reviewing a payment
What is accuracy, completeness, and correct backup documentation?
The place where you save the payment documentation after verifying it.
What is save it to the Payment file on the J:Drive under ‘Finance-Payments do not delete’?
Who is the payment routed to after adding in the backup, for approval for payment?
Who is Antionette or Shantorria in Finance and Accounting?
Bonus * The goal in your routing timeframe
What is as timely as possible?
(No longer than 5 days for FS).
Bonus * Where does the payment go after Finance approval?
Who is DFS?