HOLD CODES SERIES 100

Codes within the 100 series denote that documents/requests are being held at Accounts Payable. The document is not being returned to originating department or individual for resolution. Required information can be provided, or errors can be corrected, by telephone, fax or email. If information required has not been supplied after repeated calls from Accounts Payable, the original document will be returned.

CODE

DESCRIPTION (ON E-REPORT SCREEN)

EXPLANATION/ACTION REQUIRED

100

req date of event/travel

The date of event or travel was not indicated on the form.

Call Accounts Payable when information is available.

101

req names of guests/affiliation

The names of guests and their affiliation were not supplied on the form.

NYU policy requires the names of guests and their affiliation when reimbursement request is for local business meal expenses. Call, e-mail or fax to Accounts Payable the required information.

102

req residency status

Question #1 on Form IND4000 was not answered.

Question #1 on Form IND4000 cannot be left blank. Residency status is required when request is for payment to individuals. This information is necessary in determining the tax status of Payees who are not NYU students or employees and who may not be U.S. citizens. Call Accounts Payable and provide the information.

103

req ssn/fed id

The Payee’s Social Security Number or Federal ID Number is missing.

Payee’s Social Security Number or Federal ID Number (ITIN in some cases) are required for all requests for payment. Accounts Payable cannot process any request until information is provided. Call Accounts Payable and provide the information.

104

req additional documentation

Documentation that validates or supports the expense reported is insufficient or is missing (e.g., original receipt or any appropriate proof of payment, the expense breakdown sheet, etc.).

Documentation requirements are established by the Internal Revenue Service (IRS). Accounts Payable will alert the originating area to what is missing or required. Submit required documentation to Accounts Payable as soon as possible.

105

req correct chartfield

This code is generated when the data provided in the chartfield is invalid in the fame system.

Accounts Payable cannot process payment requests until the chartfield is corrected. Review the chartfield, then submit the correct data to Accounts Payable by fax or email.

106

req correct distribution

This code signifies that the breakdown of expenses in the chartfield does not agree with the total payment provided.

Review the chartfield then submit the correct data to Accounts Payable by fax or email.

HOLD CODES SERIES 200

Codes within the 200 series denote that documents/requests have been or are scheduled to be returned to the originating department or individual. Review returned documents upon receipt, correct errors or supply missing information, then return corrected forms to Accounts Payable as soon as possible. To expedite payment, please attach the pink Accounts Payable Return Receipt to the corrected form (it contains information that will help alert AP to resume the process).

CODE

DESCRIPTION (ON E-REPORT)

EXPLANATION/ACTION REQUIRED

200

rtn original to dept/signature

Required signatures are missing. Original document will be returned to the originating department or individual.

Upon receipt of returned form, get the appropriate signatures on the form, then resubmit to Accounts Payable as soon as possible.

201

rtn original per dept request

The department requested that original document be returned.

202

rtn original to dept/wrong form

The wrong form has been used for the payment request; original document will be returned to the department or individual.

Specific information is required for each type of payment, and each Accounts Payable form is designed to satisfy all applicable requirements specific to the transaction. It is necessary, therefore, to complete the correct form for a specific type of payment. Complete the correct form then submit to Accounts Payable.

203

rtn original to dept/paf

A Personnel Action Form is appropriate for the payment request submitted and not an Accounts Payable Form. Request should be processed through Payroll.

Complete a PAF then submit it to the Payroll Department.

204

rtn original to dept/po required

A Purchase Order is necessary in order for the payment request to be processed.

205

rtn original to dept/additional documentation

Necessary documentation is either missing or insufficient. Original document will be returned to the department or individual as required information has to be supplied with or on the document itself.

Upon receipt of Accounts Payable’s alert and of returned document, complete the requirements, the resubmit to Accounts Payable.

206

rtn original to dept/questionnaire

The payment request submitted requires a completed Independent Contractor Questionnaire (Form IND4000A).

Specific substantiation is required for requests for payment to individuals who are not NYU employees or students. An Independent Contractor Questionnaire is required when certain factors on Form IND4000 apply. Upon receipt of the returned form, check the instructions for completing the form, complete the required questionnaire (IND4000A), then return corrected form with required attachments to Accounts Payable as soon as possible.

HOLD CODES SERIES 300

Codes within the 300 series denote that the department has requested that documents be placed on hold.

CODE

DESCRIPTION (ON E-REPORT)

EXPLANATION/ACTION REQUIRED

300

dept requested hold

Contact your department for explanation or details. Do not call Accounts Payable. Information will most likely be available only at the originating department.

Note: Departments are responsible for following up on requests they placed on hold. Accounts Payable will monitor requests-on-hold and will delete from the system those requests that departments have not acted on after 30 days. Original documents will be returned to the department after 30 days.

HOLD CODES SERIES 400

Codes within the 400 series denote that the documents are held at the Tax Department. In some cases, issues may be resolved by providing the required information by phone, e-mail, or fax.

CODE

DESCRIPTION (ON E-REPORT)

EXPLANATION/ACTION REQUIRED

401

ref tax department - employee

This code is used when Accounts Payable has referred the document to the tax department because Payee is active in the Payroll system, or because the system indicates that the Payee has received payment through the Payroll system in the current calendar year. The tax department will consider and resolve the tax issues that may arise from such situation.

Accounts Payable will alert the department or individual concerned when this occurs. Also, as soon as the Tax Department has reviewed the request, Accounts Payable will alert the concerned department or individual to whatever action or information will be required.

402

ref tax department - nra

This indicates that the Payee is a Non-resident Alien and is subject to specific tax charges and documentation requirements.

Accounts Payable will alert the department or individual concerned to the tax review. Refer to the package for guest speakers (NRA packet) for details.

HOLD CODES SERIES 500

Codes within the 500 series denote that the documents/requests have been or are scheduled to be returned by the Tax Department to the originating department or individual.

CODE

DESCRIPTION (ON E-REPORT)

EXPLANATION/ACTION REQUIRED

500

rtn by tax department

The Tax Department will return original documents if errors cannot be resolved by phone call, fax, or email.

Review returned documents upon receipt, correct errors or supply missing information, then return corrected forms to Accounts Payable as soon as possible. To expedite the process, attach the pink Accounts Payable Return Receipt to the corrected form (it contains information that will help alert AP to resume the process).