Remittance Information Section on Payment Forms

On Monday, September 11, 2017, the payment forms will be updated with the following new features:

  • The Remittance Information section will be permanently expanded.
  • An Invoice/Reference number and amount will be required.
  • A new field for Customer Account/Comment (some vendors, like FedEx and Xerox, provide a customer account number along with an invoice number).

Financial Portal Down on September 8, 2017 at 4:00 PM
The RCUH Financial Portal will be down from Friday, September 8 at 4:00 PM to 7:00 PM.  During this period, you may not be able to access the RCUH Financial Portal.

Auto-Filled Invoice Reference/Number and Customer Account/Comment
Since Travel, Non-Employee Expense, Personal Auto Mileage, and Petty Cash payments normally do not have invoices associated with them, the RCUH system will auto-fill the Invoice Reference/Number and/or Customer Account fields for these payments.  Please refer to the table below for default auto-fill invoice information for each type of payment form.

Payment Form Invoice Ref/No Cust Acct/Comment
PO Payment User entered (25 char) User entered (21 char)
Authorization for Payment User entered (25 char) User entered (21 char)
Travel Request [PO Number] [Leg 1] [Start Date]-[End Date]
Travel Completion (with Request) [Pay Req No] [Leg 1] [Start Date]-[End Date]
Travel Completion
(without Request)
[Pay Req No] [Leg 1] [Start Date]-[End Date]
Non-Employee Expense [Pay Req No] Non-Emp Exp User entered (21 char)
Personal Auto Mileage [Pay Req No] Mileage [Start Date]-[End Date]
Petty Cash [Pay Req No] Petty Cash [Period Beg]-[Period End]

The information in [brackets] is what will be auto-filled.  Fields with auto-filled information cannot be overwritten with user-entered data.

Impact on Pending Documents
Pending documents will remain in the system, so they will not need to be recreated.  However, the update will affect payments pending submission or approval as follows:

Payment Form Effect on Pending Transactions
PO Payment

Authorization for Payment

Existing values in Invoice/Reference Number field will be truncated to meet the 25 character limit.  Anything exceeding 25 characters will be cut-off.

(Amounts will be retained).

Travel Request

Travel Completion with Request

Travel Completion without Request

Non-Employee Expense

Personal Auto Mileage

Petty Cash

Existing values in Invoice/Reference Number field will be cleared and replaced with auto-filled information.

(Amounts will be retained).

Impact on Previously Approved Documents
These updates will also affect the appearance of documents approved before September 11, 2017.  These online documents will be displayed in the updated form, rather than the existing form when it was approved.  For documents approved before September 11, 2017, click on the link to “View” PDF in the listing screens.  The PDF version is a snapshot of the document at the time of approval.

If you have any questions or comments, please contact Ricky Fujioka at [email protected] or (808) 988-8346.