the office of procurement services sponsorships check request · 7/17/2020 · the sponsorships...
TRANSCRIPT
Sponsorships Check Request Page | 1 Last Updated: 9/14/2020
The Office of Procurement Services
Sponsorships Check Request The Sponsorships – External Organizations, including Tables for Events Check Request form is used to issue sponsorship funds to organizations outside of IU. Per IU policy VPE-02, a sponsorship is defined as financial or in-kind support to an event, organization or activity given in exchange for acknowledgement, recognition or promotion. If you are unsure if your situation should be treated as a sponsorship, contact the Office of the Vice President for Government Relations & Economic Engagement (GREE) for assistance by emailing [email protected].
Submit your sponsorship as soon as possible to ensure the payment is ready prior to the event. We encourage you to submit the Check Request at least seven (7) business days prior to the event. Send an email to [email protected] to let the team know that you are considering this sponsorship as soon as you become aware; this will speed the process throughout.
Before following these instructions, do the following:
• Search for the supplier in BUY.IU. If the supplier you need to pay is not available, request it using the Check Request (Tax ID Required) supplier request form.
• Gather substantiation documentation. This Check Request form routes through GREE for review. This group reviews substantiation documentation attached to the Check Request form to determine if the sponsorship is appropriate and meets all sponsorship guidelines. Combine the documents outlined below into one PDF and attach them to the Check Request form when prompted.
o Substantiation documentation consists of: Benefits list; a listing of what IU is receiving in return for providing financial support.
• Example: Payee organization sponsorship guidelines; this document states the cost of the sponsorship, or sponsorship levels. Often combined with the benefits list.
If available at the time of submission: o Logo/artwork; banners and other materials used at events must be approved by
Marketing & Communications using the appropriate form. Include their approval, if available.
o Sponsorship invoice which states amount due.
Access the Sponsorships Check Request by clicking Forms on the shopping home page.
Sponsorships Check Request Page | 2 Last Updated: 9/14/2020
The Office of Procurement Services
You can also find forms by navigating to the View Forms in the Shopping module.
Once on the Forms page, navigate to the left-hand menu and click Shared, then Check Requests to see a complete listing of Check Request forms.
Sponsorships Check Request Page | 3 Last Updated: 9/14/2020
The Office of Procurement Services
Click the name of the form, Sponsorships – External Organizations, including Tables for Events, or the Submit Request button to get started.
Review the Instructions page. Note that object code 4880 only should be used with this Check Request form. We will enter this information in the Requisition document. Click Next to continue.
Sponsorships Check Request Page | 4 Last Updated: 9/14/2020
The Office of Procurement Services
Enter the name of the supplier, the organization to which you are paying the sponsorship, in the supplier field and click Search.
BUY.IU returns active suppliers which meet your search criteria. Click Select next to the fulfillment address you wish to use. If the supplier has a preferred address on file it will be selected by default. Click Modify Search to search for a different supplier.
The fulfillment address does not represent where the check will be sent. The address displayed is associated with a remit address on the supplier’s profile.
Sponsorships Check Request Page | 5 Last Updated: 9/14/2020
The Office of Procurement Services
Once the correct address is selected, click Next to move to the Form Fields section of the Check Request.
The next page provides an overview of the sections you must complete. Click Next.
Fields marked with a star are required.
In the Business Purpose field, enter details related to the sponsorship such as the event name, main benefits, and any other details you feel will help approvers understand why the sponsorship is being requested and how it is clearly not a donation.
Text entered here does not appear on the check stub of the payment. We will enter these details in the Requisition.
Sponsorships Check Request Page | 6 Last Updated: 9/14/2020
The Office of Procurement Services
Next, complete the Event Name, Event Date, and Event Location fields with the appropriate information.
Enter the amount to be paid in the Unit Price field. If your payment must be issued in a foreign currency via wire transfer or foreign draft review the Wire Transfers and Foreign Drafts document when entering this amount.
The Product Description field is optional. Enter any additional details your department may wish to see when reviewing the document. Information entered in this field is not present on the payment.
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The Office of Procurement Services
Finally, enter the payee organization’s web address, or a web address for the event to be sponsored, in the URL for event/organization website. This field is optional but is extremely helpful during the review/approval process.
Click Save Progress to save your work, then Next to proceed to the next section of the form.
Every Check Request requires substantiation documentation. Review the introduction of this document to see a list of appropriate substantiation documents for this Check Request form.
Select the radio button next to Yes to upload documents.
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The Office of Procurement Services
New fields appear which allow you to upload your substantiation documentation.
Critical data should never be entered into BUY.IU. Ensure supporting documents do not contain information such as social security numbers, driver’s license numbers, or bank accounts prior to upload.
Click here to learn more about secure redaction procedures in the Knowledge Base.
Click the first Upload button.
A dialog box appears. Enter a name for the attachment in the Title field, then click Choose File to search for the documentation on your machine. Click Save Changes to attach the documents to the Check Request form.
Sponsorships Check Request Page | 9 Last Updated: 9/14/2020
The Office of Procurement Services
Click Next to move on to the review page.
Click Add and go to Cart to begin review of the Shopping Cart and completion of the Requisition.
Sponsorships Check Request Page | 10 Last Updated: 9/14/2020
The Office of Procurement Services
In the Shopping Cart, update your Cart Name.
The Cart Name must include the name of the organization and the event for which the sponsorship will be used.
Click Save to save your changes.
Click more info… next to the Check Request form name to return to the form and make edits. When you’re ready to proceed to the Requisition, click Proceed to Checkout.
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The Office of Procurement Services
The Requisition is made up of a series of sections followed by checkmarks, located in the left-hand menu. Green checkmarks represent a completed section. Sections with gray checkmarks require additional information.
First, add a shipping address. A shipping address must be defined in the Shipping section. Click edit in the upper right-hand corner to select an address.
The shipping address does not represent where the check will be sent. Enter your office address to satisfy the field.
Next, visit the Accounting Codes section. Click edit in the upper right-hand corner to add information.
Sponsorships Check Request Page | 12 Last Updated: 9/14/2020
The Office of Procurement Services
Enter the account number and subaccount number, if applicable, in the Account-Subaccount field. Enter “4880” in the Obj Code field and the chart and org associated with the funding account in the Org field.
Click Select from all values…, located under data fields to search for information which goes in that field.
Your department may require information be entered in the Project Code and/or Org Ref Id fields. These fields book to the general ledger and are used for internal reporting purposes.
Click Save to save your work.
Finally, enter check stub text information in the Special Payment Instructions section. Click edit to make changes.
BUY.IU will not prompt you to do this. You must remember to complete these fields!
Sponsorships Check Request Page | 13 Last Updated: 9/14/2020
The Office of Procurement Services
Enter details in Check Stub Text 1, 2, and 3 that you wish to appear on the payment that is generated. Each field offers 90 characters. The information entered will vary by event, but generally we encourage you to enter the following details:
• Sponsored organization or event name, • Name of your department, and • Contact information for your department.
If you need to pick up the check so it may be hand delivered, review the Special Payment Instructions Standard Operating Procedure, SOP-PURCH-16 for details.
If issuing payment in a foreign currency, or via wire transfer or foreign draft, review the Wire Transfers and Foreign Drafts document for guidance completing this section.
Click Save to save your work.
Sponsorships Check Request Page | 14 Last Updated: 9/14/2020
The Office of Procurement Services
The request is now ready to submit. Select Final Review from the left-hand menu.
Scroll down the page and review the information entered one final time.
You will not be able to make changes to the document after it is submitted.
Click the Place Order button to submit the Requisition.