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NON-PAYROLL VENDOR DISBURSEMENT CHECKS
1. Prioritize audit based upon check payment handling codes.
2. Runs UCRFS (University of California Riverside Financial System) query to determine if any checks require secondary signatures and coordinate obtaining appropriate approvals.
3. Audits checks against invoices (paper and electronic images) and reports according to approved process ensuring appropriate controls over the physical security of checks. Audit involves verification of vendor name, invoice amounts less any discounts, invoice numbers, and remit addresses. Focusing on the prompt distribution of checks without compromising attention to detail.
4. Records invoice versus check discrepancies (e.g. name, address, amounts) according to the established procedure and have the Treasury Manager review prior to forwarding to Accounts Payable for resolution within established procedures.
5. Responsible for the prompt sealing and mailing of checks and maintaining physical security of the checks at all times.
6. Responsible for printing attachments required to be sent with checks. Checks and attachments are placed in envelopes for mailing. Must ensure that the appropriate attachment is included with each check.
7. Responsible for maintaining/scanning check copies and backup documentation in an organized fashion in accordance with approved procedures.
8. Coordinates storage efforts and disposal of paper copies following the records retention policy.
9. Assists Accounts Payable with check disbursement questions and special handling needs (e.g. FedEx requests)
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50 |
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NON-PAYROLL VENDOR ELECTRONIC FUND TRANSFER (EFT) DISBURSEMENTS
1. Ensures EFT payment audit is ranked as highest priority following the pay cycle process due to the limited time-frame to make bank file adjustments/corrections.
2. Audits payments against invoices (paper and electronic images) and/or reports according to approved process ensuring appropriate controls over the security of file data. Audit includes verification of vendor name, payment amount, invoice number if applicable, and review of Accounts Payable payment approver for non-purchase order payments. Focusing on the prompt audit of payments without compromising attention to detail.
3. Determines if any EFT payments require secondary signatures and coordinate obtaining appropriate approvals.
4. Responsible for validating payment ID sequencing and reporting unexplained gaps to the Treasury Manager.
5. Immediately report any payment discrepancies identified to the Treasury Manager for review prior to coordinating resolution with Accounts Payable.
6. Responsible for maintaining/scanning backup documentation in an organized fashion in accordance with approved procedures.
7. Coordinates storage efforts and disposal of paper copies following the records retention policy.
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20 |
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INTERCAMPUS ORDER AND/OR CHARGES (IOC)
1. Reviews and determines appropriate UC Riverside FAU (Full Accounting Unit) to charge or credit for both initiating and responding IOCs.
2. Processes journal entry in UCRFS to record IOC and meet established cut-off dates.
3. Responsible for uploading information into the Journal Documentation System and initiating communications to campus departments (e.g. obtaining department approvals) as required following the established procedure .
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15 |
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OTHER DUTIES
1. Responsible for the logging and distribution of incoming check payments following the establish procedure.
2. Responsible for logging and distributing (for follow up) UCR check payments returned by the US Postal Service (both vendor and student refund checks).
3. Responsible for scanning payment disbursement related documentation.
4. Assists with routine/less complex journal entries (e.g. paper Non-payroll Cost Transfers (NCTs).
5. Purchasing system (eBuy) Receiver role for goods and services ordered by Accounting. Also responsible for physical receipt/visual inspection of goods and reporting any irregularities to the Executive Assistant.
6. Monitors office supplies and submit requests to the Executive Assistant as appropriate.
5. Other duties as assigned.
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10 |
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STUDENT REFUND CHECK DISBURSEMENTS
1. Coordinates obtaining appropriate approvals prior to check distribution.
2. Pulls and logs checks with incomplete or foreign addresses prior to sealing and mailing. Mail preparation requires separating checks with a campus address from checks with an off-campus address.
3. Responsible for the physical security of checks pending Mail Services pickup.
4. Responsible for maintaining back up documentation in an organized fashion and according to approved procedures.
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5 |
