FND PaperSave Processing Document

Owned by Aaron Wilson
Last updated: Sept 26, 2024 by Max Klinkert
2 min read

1. Log in to PaperSave:

  • Open your web browser and go to PaperSave

  • University employees will be logged in automatically.

  • Foundation employees may need to click on the link to access their account.

2. Start a New RFD:

  • Navigate to the PaperSave Web Forms (3 Lines on left)

  • Select RFD Form to begin the request.

3. Fill Out the RFD Form:

  • Enter Vendor Information: If the vendor is already in the system, select the existing vendor. If not, you’ll need to submit a New Vendor Request (refer to Chapter 3 of the manual for details).

  • Enter Disbursement Details: Fill in all required fields, including:

    • The correct Account Number (hyphenated 7-digit code).

    • Invoice Number (if applicable). If you are requesting a reimbursement or there’s no invoice, the system will generate one.

    • Amount to be paid.

  • Attach Documentation: Upload all required backup documentation (invoices, receipts, etc.) by scanning and attaching them to the form.

4. Submit for Approval:

  • Once all information is entered and documentation attached, submit the RFD.

  • The system will send the RFD through the defined PaperSave Workflow for review and approval.

5. Approval Process:

  • The RFD will go through several approval steps depending on the amount:

    • Signatory Review: If the amount is under $10,000 for the University or $5,000 for Foundation expenses, the Alternate Signatory can approve.

    • Primary Signatory: If the amount exceeds these thresholds, the Primary Signatory must approve.

    • If needed, the RFD can be sent to the Provost or President’s Office for additional approval.

6. Address Rejections (if any):

  • If the RFD is rejected at any stage (Signatory, Provost, or President), it will be returned to the requestor for corrections.

  • Correct any issues and resubmit the RFD.

7. Final Review by Disbursement Team:

  • Once approved, the RFD moves to the Disbursement Team for a Final Review.

  • For high-value or complex RFDs, a Senior Disbursement Coordinator may conduct a second review.

8. Processing in Financial Edge:

  • After final approval, the RFD is entered into the Financial Edge system for payment processing.

9. Monitor Payment Status:

  • The payment status of the RFD can be tracked through the following steps:

    • Payment Pending: The RFD is approved but awaiting final payment.

    • Payment Notification: Once payment has been made, the requestor will receive a notification if requested.

Notes:

  • Only one invoice may be entered per RFD.

  • Payments for Foundation budget programs and University direct payments cannot be combined in the same RFD.