Accounts Payable Approving a New Electronic Payment Request (eprf)

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1 Accounts Payable Approving a New Electronic Payment Request (eprf) Overview: Understanding the Electronic Payment Request (eprf) Approval Process This process replaces the use of a Payment Request Form, which was completed and then submitted to Accounts Payable with an invoice for them to key an Unencumbered Payment. Designated departmental Approvers and Grants Compliance Analysts will now be able to review and approve the unencumbered payment request directly in OMNI as a worklist item. Once fully approved, the payment will be audited prior to final payment by an Accounts Payable representative. To complete this process you will need the FSU_AP_PRF_APPROVER role. If you do not have this role, please submit an eorr along with the following supplemental form "eprf Approver Authorization Form." Departments and external approvers should consult the Payables & Disbursement Services webpage on the FSU Controller's website for a link to a document containing "Allowable Unencumbered Disbursements." This document will assist the department in determining what types of expenditures are able to be paid using this format. If you have any questions or do not find the information you need on the form, please contact Payables & Disbursement Services at for assistance. Procedure Scenario: In this topic, you will learn the steps to approve an Electronic Payment Request Form (eprf) in OMNI. Key Information: Hummingbird User ID & Password Page 1

2 1. Click the Financials 9.1 link. 2. Click the Worklist link. Page 2

3 3. The Worklist page will display all items awaiting your approval in the OMNI Financials Module. Select a link to review. NOTE: You may want to work the oldest items first, or those that are of the highest importance. 4. The FSU Voucher Approval page details the information entered into the eprf by the person intiating the payment request. In order to view a copy of the actual invoice pertaining to the eprf, you will need to log into Hummingbird. 5. To navigate quickly to Hummingbird, start on the Controller's Office home page. Or navigate directly to Hummingbird by clicking here. Page 3

4 6. Hover over Controller Quick Links then click the Hummingbird (formerly Cyberdocs) link. Or navigate directly to Hummingbird by clicking here. 7. Each user of the Hummingbird DM system must have a unique log-in. If you do not have one, please complete the Hummingbird Access Request Form located on the Controller's Office forms page. NOTE: When you get to the Hummingbird Log-In page you can add this site to your web browser favorites (Firefox, IE, etc.) for future access. Page 4

5 8. Once you entered your User Name and Password, click the Log On button. Step 9. Click the Advanced link. Page 5

6 10. Search by Invoice Number, Vendor Number, or Voucher Number. 11. Enter the voucher number for the payment request that you are reviewing for approval into the Voucher # field. 12. Click the Perform Search link. 13. Click the Green Tiff icon to see an image of the invoice. Step 14. Click the Open button. Page 6

7 15. Review the complete document for accuracy.the first page will be a barcoded coversheet. The Invoice and any additional supporting documentation should start on the second page. For payment requests that do not require invoices, only the fax cover sheet will be present. Click the Close button. Page 7

8 16. Click the Advanced Search link to return to the previous page. 17. Once you have reviewed all invoices needed, click the Log Off link to end your Hummingbird session and return to your OMNI session. 18. The information in this section should match the information on the invoice and other supporting documents. In particular Invoice, Date, and Amount should match what is printed on the face of the invoice. Step 19. Once you are back in OMNI, click the List of Approvers Expand section button. 20. Scroll to the bottom of the page to see a list of the Pending Approvers. 21. Click the Line & Budget Information Expand section button. Page 8

9 22. Use the scroll bar at the bottom of the page to scroll to the right to view all Line & Budget Information. 23. Once you have reviewed the Line & Budget Information, scroll back to the left. NOTE: The order in which these values are displayed can be modified by clicking on the Customize link. This may eliminate the need to scroll to view all values relevant to the voucher. 24. You are now ready to approve the item. Click the Approve button. 25. The status has now changed to Approved and the FSU Final AP Approver is pending. 26. You may return to your Worklist to view more items awaiting your approval. Click the Home link. 27. Congratulations! You have completed this topic. End of Procedure. Page 9