Electronic Accounts Payable Check Request Enhancements

September 17, 2015

We are pleased to announce several enhancements to the electronic Accounts Payable check request tool.  These changes will go live after 5:00pm on Thursday, September 24, 2015.  In support of this transition, please do not submit check requests between 6:00pm and 7:00pm that evening.

Recall Check Request Button: This function provides submitters with the option to recall check requests that have not routed through the complete approval process.  The new action button is accessible from the “Check Request Utility.”  Once a request has been recalled, the submitter will continue processing the request from their universal work list (UWL).

Authorization to view sensitive attachments has expanded:

Authorization to view sensitive attachments on a fully approved check request has been changed from user Net ID to position.  Previously, when an individual transitioned to a new department, the authorization to view sensitive information transitioned with the Net ID and was lost by the department.  Now the individual that fills the open position will have the authorization to view the sensitive attachments on check requests submitted by the previous holder of the position.

Sensitive information on fully approved check requests can now be viewed from the Utility by the individual that is in the HR supervisory relationship to the position of the check request submitter.

Position Based Utility Check Request Default View: When opening the Check Request Utility, the new default setting for users will be the last 30 days of check requests submitted by the position they hold.

Please note: In some instances the submitter role cannot be assigned to the position and is assigned to the user Net ID.  In those instances, the ability to view sensitive attachments and the default setting for the check request utility will remain with the Net ID and will not be associated with the position. 

Warning Messages for Submitters: Submitters will now see all warning messages automatically when they click the Submit button.  Previously these messages were only visible by clicking the Check button.

Deadline Monitoring Message for Office of Sponsored Programs (OSP) Subrecipient Payments: A new warning message has been implemented.  A communication related to the warning message (with pdf reference guide) was sent to Grant Managers and Check Request Approvers on August 21, 2015. Questions about this new message and related business processes should be directed to OSPSubcontractMgmtduke.edu.

Thank you for your continued support.  If you have any questions, please contact Corporate Accounts Payable at 919-684-3112 or email us at accountspayableduke.edu.