Click to view the AP Payment Processing Report: Week of 5/21/12 [PDF - 30kB]

Click to view the AP Payment Processing Report: Week of 5/14/12 [PDF - 36kB]

Click to view the AP Payment Processing Report: Week of 5/07/12 [PDF - 34kB]

Click to view the AP Payment Processing Report: Week of 4/30/12 [PDF - 34kB]

Click to view the AP Payment Processing Report: Week of 4/23/12 [PDF - 34kB]

Starting Monday, October 10 2011, the Accounts Payable (AP) department is introducing a new PDF report called the AP Payment Processing Status Report. This document details the status of Accounts Payable Requests in the following areas:

• Purchase Orders
• Blanket Orders
• Student Reimbursments
• AP Workflow Requests
• Payments to Individuals
• Business Payments
• Rush / Mixed Requests
• Library Invoices / Documents

The chart provides data that includes:

• The date by which requests have been entered into FAME for processing
• Service level agreement terms
• The date by which Payment Requests have completed audit
• The number of total requests pending entry in FAME by the date listed (i.e. the number of requests that have been received in AP after the cut off date listed)
• The total number of Payment Requests entered into FAME for the Fiscal Year

In an ongoing effort to improve system performance and promote the University’s green initiatives, an enhanced version of AP Workflow for employee reimbursements and advances has been released on March 28, 2012. Changes and enhancements to the system include the following:

Interface Upgrades: Single-Page System View & New Icons:
The AP Workflow system automatically changes display settings, allowing the user to view the entire page without having to adjust the computer display settings. Red and green button icons (question mark, checkmark) have been replaced with gray button icons (circular arrows).

Enhanced Search Criteria:
The Approval Path contains an auto-complete search function. This allows users to search for requests by typing a portion of the Approval Path name to view a list of available payees. Users may also customize columns on the search results page to limit the information displayed (click on the Columns button below the Search Results on the Search Results screen).

Payment Information:
The Search Results page now includes check number and payment date columns that allow users to confirm that vouchers for approved requests were paid by Accounts Payable.

Enhanced Automatic Chartfield Validation:
If a Chartfield is invalid, a red box appears around the incorrect value. Chartfields are validated during the request entry process by clicking on the Chartfield Validation (“circular arrows”) button next to each line entry.

Accounts Payable Review Complete Notifications:
If a request requires an Accounts Payable audit, users in the roles of Admin Initiator and Payee will receive email notifications when the review is complete.

Request Entry Prompts:
When users select the transaction type, a prompt window confirms the request type (i.e. Advance or Reimbursement) and guides the Initiator to select an Approval Path. The Initiator must also manually select a Remit To address to confirm that payments are sent to the correct address or submitted to the Direct Deposit account on file.

Resolved Functionality Issues:
Please note that several functionality issues have been fixed in this upgrade; specifically:

• Subtotals appear in the Travel breakdown section
• New addresses are saved in the system
• Issues with Mozilla Firefox compatibility have been resolved

New & Revised eLearning Available in Mid-April
New and revised eLearning will be available to all NYU employees in mid-April 2012 . Search the NYU iLearn Course Catalog for the following courses:

• FIN 003: All About AP Workflow
  FIN 005: AP Workflow Real Life Examples (NEW)


Please share this information with the users in your school or department.

If you have any questions or concerns regarding these changes, please e-mail us at APWorkflow@nyu.edu.

For technical support or to report function issues, please contact ITS Client Services by email: askits@nyu.edu or by phone: (212) 998-3333.

Effective September 1st, 2010, the Re-Engineering II Catering initiative requires that all on-campus catered events costing more than $1,000 be conducted with a very limited number of catering firms. Such catering expenses per occasion must be handled via Purchase Order.

For more information, view the Good and Services section in Financial Policies and Guidelines.

Fabrizio Carucci
Assistant Controller, Payment Services
726 Broadway, 9th Floor
New York, N.Y. 10003
Telephone (212) 998-2833
Facsimile (212) 995-4586

James Soranno
Assistant Treasurer, Bursar
7 East 12 Street, 7th Fl
New York, N.Y. 10003
Telephone (212) 998- 2815
Facsimile (212) 995- 2817

July 30, 2009

To: Academic and Administrative Fiscal Officers
From: Fabrizio Carucci, Assistant Controller, Payment Services
James Soranno, Assistant Treasurer, Bursar
Re: Employee Reimbursements

In support of the University’s Green initiatives, effective September 1st 2009, the Office of the Bursar will no longer process cash reimbursements for Washington Square employees. All Washington Square employee reimbursement requests must be submitted through the AP Workflow System. The AP Workflow System automates the creation, approval, and routing of Expense Reimbursements, Advance Requests, and Advance Reconciliations to Accounts Payable for review and payment. Petty cash fund custodians will still be able to establish and replenish their imprest funds through the Bursar’s Office using the EXP2000P form (for petty cash funds).

To facilitate the transition to the on-line AP Workflow System for existing employees and to assist in the training of new employees, a suite of AP training programs are now available on-line at http://www.nyu.edu/financial.services/cdv/training. Instructor-led training sessions are also available for AP Workflow. To register for these sessions, access the website at http://www.nyu.edu/cdv.

We look forward to your cooperation as we work together in achieving a Green environment!

cc: Rosemarie Loffredo
cc: Kerri Tricarico

Fabrizio Carucci
Assistant Controller, Payment Services
726 Broadway, 9th Floor
New York, N.Y. 10003
Telephone (212) 998-2833
Facsimile (212) 995-4586

July 15, 2009

To: Academic and Administrative Fiscal Officers
From: Fabrizio Carucci, Assistant Controller, Payment Services
Re: Accounts Payable Update

This memo is a reminder that effective June 15, 2009, all WSQ expense reimbursements and advance requests/ reconciliations must be submitted through AP Workflow. AP Workflow automates the creation, approval, and routing of expense reimbursements, advance requests, and advance reconciliations to Accounts Payable (AP) for review and payment. Any request received on paper forms by AP after July 31st will be returned to the requestor for submission through AP Workflow. In addition, as of July 24th the Expense Reimbursement Forms (EXP2000, EXP2000M and EXP2000T) and the Advance Form (ADV3000) will no longer be available on-line.

To facilitate the transition to the on-line application for existing employees and to assist in the training of new employees, a suite of AP training programs are now available on-line at http://www.nyu.edu/financial.services/cdv/training. Any questions or concerns with regards to AP Workflow should be reported by e-mail to APWorkflow@nyu.edu.

As result of AP Workflow, AP has modified some of the payment request forms and related University policy and procedure documents as follows:

1. Created EXP2000B Request for Reimbursement in Cash Form that should be used for expense reimbursements in cash when total expenses are less than $150. Reimbursements in cash are provided by the Bursar’s Office.

2. Created EXP2000P Form for Petty Cash Funds (Imprest) that should be used to establish or replenish petty cash funds.

3. Created EXP2000S Student Expense Reimbursement Form that should be used by WSQ students for reimbursement of expenses incurred while conducting business on behalf of the University.

The new forms are located on-line at http://www.nyu.edu/financial.services/cdv/forms. If you have any questions or concerns regarding these new forms, please contact AP Customer Service at x82990 or apcs.@nyu.edu.

cc: Kerri Tricarico