Certifying Federal Payment Schedules

This section provides an overview of federal payment schedule certification and discusses how to certify payment schedules.

Page Name

Definition Name

Usage

Pay Cycle Certification Page

GFAP_CERT_PYCYCL

Determine which vouchers are included in a payment schedule and certify the schedule.

The U.S. Federal government requires some agencies to certify payment schedules, attaching the name of the individual who certifies a payment schedule (thereby authorizing payment) to that document. Payment schedule certification takes place after payment selection in the Pay Cycle process and can only be executed by a designated certifier. The certifier has the ability to include or exclude vouchers from the pay cycle and then approve the overall run of payments. Once the pay cycle is certified, the payment creation section of the Pay Cycle process proceeds and creates the certified payment schedules. The certifier's name is permanently attached to each payment schedule, along with the date of certification.

Note: You must designate a payment schedule certifier for the pay cycle on the Pay Cycle Selection - Preferences page. You can also optionally choose to have workflow notify the certifier by worklist that payment schedules are ready for certification.

Note: The certifier cannot certify payments for vouchers that he or she created. Therefore, the Pay Cycle process will not select vouchers created by the certifier. These vouchers must be processed in another pay cycle with a different certifier.

Use the Pay Cycle Certification page (GFAP_CERT_PYCYCL) to determine which vouchers are included in a payment schedule and certify the schedule.

Navigation:

  • Accounts Payable > Payments > Pay Cycle Approvals > Certification

  • Click the Payment Certification link on the Pay Cycle Manager page.

  • Click the appropriate link on the Worklist page if you have enabled workflow for payment certification and you are the certifier.

This example illustrates the fields and controls on the Pay Cycle Certification page. You can find definitions for the fields and controls later on this page.

 Pay Cycle Certification page

Note: Multiple views of this page are available by clicking the tabs in the scroll area. Fields that are common to all views are documented first.

Common Page Information

Field or Control

Description

# of Sched Pymnts (number of scheduled payments)

Displays the number of scheduled payments currently grouped in this payment schedule.

Pay Cycle Manager

Click to return to the Pay Cycle Manager page.

Reject

Click to reject all payment schedules in the pay cycle. When payment schedules are rejected and saved, the pay cycle cannot continue to process them. However, you can reset the pay cycle. If you reject and then reset the pay cycle, it is just like resetting a pay cycle.

Status

Displays the status of the pay cycle: Certifying, Rejected, or Selected.

Total Amount

Displays the total amount of the pay cycle.

Certify

Click to certify all of the payment schedules in the pay cycle. You can continue with Payment Creation after schedule payment is certified.

Schedule ID

Displays the schedule ID is composed of a three-character indicator of the schedule type—transportation (TRN), manual (MAN), and other (OTH)—followed by the numeric schedule range that is set up on the Installation Options - Payables page.

Method

Indicates the payment method.

Exclude All

Click to exclude all listed vouchers in a payment schedule.

Include All

Click to include all listed vouchers in a payment schedule.

Schedule Payment Tab

Field or Control

Description

Exclude

Select to exclude individual vouchers in the payment schedule from processing; the system removes selected scheduled payments from the current pay cycle so that these schedule payments can be selected in the next pay cycle.

Voucher

Displays the voucher ID number for the scheduled payment.

Pymnt Cnt (payment count)

Displays the sequence number of the scheduled payment. The system generates this number when you add a new scheduled payment on a voucher.

Scheduled Pay Date

Displays the scheduled due date of the scheduled payment.

Separate

Indicates the option you selected in the Separate Payment field on the Payments page in the Voucher component.

If you selected this check box, this payment is not grouped with other payments for the remit to supplier.

On Hold

Indicates the option you selected in the Hold Payment field on the Payments page in the Voucher component.

If you selected this check box for the payment, the system stores the scheduled payment but does not pay it.

Gross Amount

Displays the payment amount for the scheduled payment if you do not take a discount.

Paid Amount

Displays the actual payment amount, Currency, and Rate Type of the scheduled payment; this can be either the gross or discount amount.

Additional Info Tab

Field or Control

Description

Supplier

Displays the name of the supplier that is associated with this payment.

Remit Vndr

Displays the supplier ID that is associated with this payment.

Advice Date

Displays the invoice date for this scheduled payment.

Invoice

Displays the invoice number for the scheduled payment.

Handling

Indicates the option you selected in the Handling field on the Payments page in the Voucher component.

Reason

Displays the reason code explaining why the payment is on hold.

Payment Message Tab

Field or Control

Description

Payment Message

Displays any message you entered on the Payment Message page in the Voucher component.