Finance and Accounting (FIN | 23) BU

Accounts Payable and Payroll Services Department (0230) Accounts Payable Initial Session Date: 03/30/2023
Laura Dennis, Manager - Accounts Payable & Payroll Svc
ePRF Process Revision Date: 04/05/2023

2.02 2.03 Supporting Docs

2.04 Email Notification
FIS Electronic Payment Request Form (ePRF) – Voucher | Current (As-Is)

For certain types of payments without a Requestor navigates to the Payment Request After all departmental approvals are applied to 2.05
Purchase Order Center in FIS to complete an Electronic the ePayment Request, it is routed to approvers ePRFs are routed to Tax Payment Specialist
2.01 Requestors may complete the electronic Payment Request Form (ePRF) and add in the AP unit. AP approver(s) receive an email (Cynthia Griffin); who reviews the invoice and
FIS ePRF Payment Request Form (ePRF) in FIS Supporting Documentation in PDF format notification, that a Payment Request was vendor’s tax status to determine if there is
Current State (As-Is) (all supporting docs should be consolidated entered and requires attention, the email also Withholding (1099, 1042)
Examples: Subscriptions and Memberships into a single PDF) contains a link to the transaction in FIS Also confirms the Sales Tax or whether
(non-Contractual) ; Payments to Tax and Upon completion, the Payment Request is Link takes the approver to the Payment Request UseTax needs to be accrued for ePRF
Regulatory Authorities, Getty Royalty routed through the Approval Workflow page in FIS. This page also displays any notes
Payments, Legal Settlements process which the Requestor may have entered Tax Payment Specialist - Approval
Department Requestor Department Requestor Department Workflow Approval
Tax Specialist makes determination whether Invoice is
Another example of when a PRF may be used, are FIS taxable or not, or withholding reportable for vendor
on occasions when a Dept has already received Also, makes sure that vendor services are NOT on ePRF,
goods or services from the vendor, but a Req/PO as well as, supporting docs are attached for invoice
was not created prior to the procurement, and
the Req/PO is done after the fact
2.0

2.06
ePRF is routed to Lead - AP for approval and 2.09
2.08
assignment to AP Specialist AP Specialist reviews the tabs on the Voucher from the
In FIS, AP Specialist runs the “Voucher Build” process by
AP Specialist is added manually to the Supporting Docs
Email Notification Voucher Build process, and verifies that the information
2.07 selecting the Current Date, BU that corresponds with
workflow approval chain routing matches ePRF
FIS generates email with Payment Request ID ePRF to be processed and populates the ePRF ID field
Lead – AP assigns new ePRFs based on Work (Payment Address, Withholding information, Verify
notifying AP Specialist of new ePRF Then, clicks Run and OK
Volume of AP Specialist and Urgency to Dollar Amount and Currency Type, Payment Method)
AP Specialist reviews (ePRF supporting docs in When the Process Monitor, indicates:
balance the assignments of the ePRFs If applicable, comments may be added using the Notes
PDF attachment and compares with ePRF) Run Status = Success; and Distribution Status = Posted
Currently the number of ePRFs vary daily, the volume is low (Expense Notes) functionality. AP team uses Notes on
compared to PO Vouchers (i.e. may vary from 1 to 10 per day) If all necessary information correlates to ePRF Indicates the Voucher was created
the Voucher for internal communication
AP Specialist Approves ePRF Uses the Regular Entry – Voucher page, to find the
Per Bill make this flow same as Vouchers routing (i.e. by BU) Voucher created
AP Specialist After reviewing all the tabs, if there are no issues,
(Criteria: BU and Voucher Source = Payment Request)
Saves the Voucher
Lead-Accounts Payable AP Specialist
AP Specialist
Workflow Approval & ePRF Assignment
FIS FIS

2.10
Daily at the COB, vouchers
processed in FIS are approved
Assistant Manager/Supervisor

Email Notification
2.05
2.02 2.03 Supporting Docs 2.04
ePRFs are routed to Tax Payment Specialist
FIS Electronic Payment Request Form (ePRF) – Voucher [Transition/Discussion]

For certain types of payments without a Requestor navigates to the Payment Request After all departmental approvals are applied to
(Cynthia Griffin); who reviews the invoice and
Purchase Order Center in FIS to complete an Electronic the ePayment Request, it is routed to approvers
2.01 vendor’s tax status to determine if there is
Requestors may complete the electronic Payment Request Form (ePRF) and add in the AP unit. AP approver(s) receive an email
Withholding (1099, 1042)
FIS ePRF Payment Request Form (ePRF) in FIS Supporting Documentation in PDF format notification, that a Payment Request was
Also confirms the Sales Tax or whether UseTax
Transition/Discussion (all supporting docs should be consolidated entered and requires attention, the email also
needs to be accrued for ePRF
Examples: Subscriptions and Memberships into a single PDF) contains a link to the transaction in FIS
(non-Contractual) ; Payments to Tax and Upon completion, the Payment Request is Link takes the approver to the Payment Request
Bill: Step not required
Regulatory Authorities, Getty Royalty routed through the Approval Workflow page in FIS. This page also displays any notes
NOTE: The manual paper PRF AP Specialist reviews vendor record for ePRF and
Payments, Legal Settlements process which the Requestor may have entered
is no longer used rejects if Services present on ePRF
Department Requestor Department Requestor Department Workflow Approval
Tax Payment Specialist - Approval
Another example of when a PRF may be used, are FIS Tax Specialist makes determination whether Invoice is
on occasions when a Dept has already received taxable or not, or withholding reportable for vendor
goods or services from the vendor, but a Req/PO Also, makes sure that vendor services are NOT on ePRF,
was not created prior to the procurement, and as well as, supporting docs are attached for invoice
the Req/PO is done after the fact
2.0

2.08
2.06 2.09
In FIS, AP Specialist runs the “Voucher Build” process by
ePRF is routed to Lead - AP for approval and AP Specialist reviews the tabs on the Voucher from the
selecting the Current Date, BU that corresponds with ePRF to
assignment to AP Specialist Voucher Build process, and verifies that the information
be processed and populates the ePRF ID field
AP Specialist is added manually to the matches ePRF
2.07 Email Notification Then, clicks Run and OK
workflow approval chain routing (Payment Address, Withholding information, Verify
FIS generates email with Payment Request ID When the Process Monitor, indicates:
Lead – AP assigns new ePRFs based on Work Dollar Amount and Currency Type, Payment Method)
notifying AP Specialist of new ePRF Run Status = Success; and Distribution Status = Posted
Volume of AP Specialist and Urgency to If applicable, comments may be added using the Notes
AP Specialist reviews (ePRF supporting docs in Indicates the Voucher was created
balance the assignments of the ePRFs (Expense Notes) functionality. AP team uses Notes on
Currently the number of ePRFs vary daily, the volume is low PDF attachment and compares with ePRF) Uses the Regular Entry – Voucher page, to find the Voucher
the Voucher for internal communication
compared to PO Vouchers (i.e. may vary from 1 to 10 per day) If all necessary information correlates to ePRF created
AP Specialist Approves ePRF (Criteria: BU and Voucher Source = Payment Request)
Bill: Step not needed After reviewing all the tabs, if there are no issues,
Configure Work flow for routing by Saves the Voucher
AP Specialist Bill: Can AP Specialist run Voucher Build for BUs, rather than a
Business Unit specific Voucher to save time and reduce repetition?
Bill: Step not needed
Supporting Docs Bill: AP Specialist references vendor record for Withholding
Lead-Accounts Payable
Workflow Approval & ePRF Assignment AP Specialist FIS
AP Specialist
2.10
Daily at the COB, vouchers processed in FIS FIS
are approved

Bill: During this step for voucher review

and approval, have you encountered any
errors either from ePRFs or PO Vouchers?
If yes, please provide examples

Assistant Manager/Supervisor
FIS Electronic Payment Request Form (ePRF) – Voucher | Future (To-Be)

3.04
3.02
3.03 After all departmental approvals are applied to the
For certain types of payments without a
Requestor navigates to the Payment Request ePayment Request, it is routed to approvers in the AP unit.
Purchase Order
3.01 Center in FIS to complete an Electronic Payment AP approver(s) receive an email notification, that a Payment
Requestors may complete the electronic
Request Form (ePRF) and add Supporting Request was entered and requires attention, the email also
FIS ePRF Payment Request Form (ePRF) in FIS
Documentation in PDF format contains a link to the transaction in FIS
Future (To-Be) State (all supporting docs should be consolidated into a Link takes the approver to the Payment Request page in FIS.
Examples: Subscriptions and Memberships
single PDF) This page also displays any notes which the Requestor may
(non-Contractual) ; Payments to Tax and
Upon completion, electronic Payment Request is have entered
Regulatory Authorities, Getty Royalty
routed through the Approval Workflow process Automated Workflow configured to route ePRFs
Payments, Legal Settlements
Department Requestor to AP Specialist based on BU assigned
Department Requestor
Department Workflow Approval
Another example of when a PRF may be used, are
on occasions when a Dept has already received
goods or services from the vendor, but a Req/PO
was not created prior to the procurement, and
the Req/PO is done after the fact
3.0

3.05
FIS generates email with Payment Request ID notifying
AP Specialist of new ePRF
AP Specialist reviews (ePRF supporting docs in PDF 3.06
attachment and compares with ePRF) AP Specialist runs “Voucher , Build”
If all necessary information correlates to ePRF process for assigned Business Unit(s)
AP Specialist Approves ePRF
Workflow configured for AP Specialist to
AP Specialist makes Taxable analysis be final Approver for ePRFs
(Sales, Use Tax or none)
References “Comments” on Supplier/Vendor record, to AP Specialist
determine whether withholding, is applicable

AP Specialist
Staff Title to Role Crosswalk

Paper
Straight
Legend

Form
Potential Connector
Business Process
Approval On Page Improvement Bendable
FIS 3rd Party Perceptive Content Email Notification Email Inbox Off Page Connector Connector Supporting Docs
Point
Application ImageNow CP- Connector
Workflow Approval BS.P.01
Reviewer Process Control Point