Claiming Funds Received Electronically
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Electronic payments to IU departments will be claimed through a special FIS interface that is referred to as the "claim table". Each electronic payment will be posted to the claim table by an auto-generated Cash Receipt document (CR) created directly from the bank file. Each payment will be added to the list of unclaimed payments in the claim table after the overnight refresh of the FIS. Payments should be available to claim no later than noon.
Each payment received will be recorded on a separate CR with a unique FIS document number assigned to it.
Users who are eligible to claim payments will be able to see all electronic payments by selecting Inquiries --> Electronic Payment Claim.
Authorization to Claim Payments If you need to claim a payment but the Electronic Payment Claim option is grayed out in the menu, then you will need to be added to the list of authorized FIS users who can claim electronic funds. To be added to this list, please send a request to Electronic File Transfer Claims Support and be sure to include your FIS id in the email.
Search Status Payments can be searched for by the Fiscal Year or Fiscal Period in which the CR document was processed and by the status of a payment, i.e. unclaimed, claimed, or all.
Results matching your search are displayed below the search criteria. The corresponding CR document number is displayed as well as the effective date of transaction, payment originator, credit dollar amount, and (if applicable) invoice number or other pertinent information.
Once payments have been claimed they will also display the document number and status of the transaction used to claim them.
Notes Screen Detailed information will be attached to the CR document note screen. To open the CR, double click on the CR doc number in the list. Each CR will have at least one note screen; expand each note screen by double clicking each note to view all contents of each one. CR documents will not be forwarded by the Treasurer's Office.
Sorting You can sort your list of results by clicking on any result in the field you wish to sort by (clicking on an "Amount" for example) then choosing Options --> Sort Ascending or Descending.
To make a claim, select the check box next to the payment you've identified and click the "Claim" button. To claim more than one payment, just select multiple check boxes before clicking "Claim."
Documentation Required to Claim Payments You will need to confirm that you have documentation certifying your claim to this payment. You are responsible for retaining documentation for claimed payments for 7 years.
Without documentation you cannot claim a payment.
After indicating that you have documentation, you will be presented with options for claiming the payment. Most users will use a Distribution of Income/Expense document (DI) to claim payments. The choice of a Year End Distribution of Income/Expense document will only be available each year during the fiscal year closing process.
Approval of Claim Once a document type is selected, the FIS will open that document. Enter "Electronic Payment Claim" in the description field, and populate the "From" side with information about the payment(s) claimed. Details identifying the claimed payment are automatically added to the Notes field of the document. The document will route to Treasury for approval. Do not manually forward the document.
An explanation should be entered and the “To” side of the document should be completed indicating what account(s) and object code(s) the payment is to be distributed to.
The completed document must be routed for approval as normal, routing to the Treasurer's Office for approval of the "From" side and the appropriate fiscal officers or delegates for all accounts on the "To" side.
After a document is processed to claim a payment, the document number and status will be displayed next to the payment claimed on the Electronic Payment Claim search screen. You may open this document by double clicking on the Claim Doc number.
Accounts Receivable Users
Accounts Receivable users (those authorized to accept payments received for FIS A/R Invoices) will receive an additional option of processing a Cash Control document to claim a payment and apply it to a specific invoice.
If you select Cash Control it will open and populate the document with the corresponding information.
Information identifying the payment claimed is automatically added to the Notes field of this document. The document should be completed and routed as normal. The document will route to Treasury. Do not manually forward the document.
Please contact Electronic File Transfer Claims Support with questions or concerns.
