Before You Start . . .

1. When approving any document in DaFIS, account managers and other approvers must review and understand the purpose and intended use of the document. Approval of a Direct Charge (DC) document indicates that the goods have been received in proper condition, or that services have been rendered in a satisfactory manner.



2. Make sure you have all backup documentation (e.g., invoice, receipts, registration form, etc.) in hand when reviewing the DaFIS document.



3. Verify that the correct document number written on the hard copy of the invoice and any other accompanying attachments matches the document number of the corresponding electronic document.



4. If anything on the document is incorrect, you will need to disapprove the document so that a replacement can be done.

Select and open the Direct Charge document from your In Box.
Review the following fields: Employee/Remit-To Employee indicators - Is this payment appropriate to be made to an employee? All payments to a petty cash trustee should be made to that person as a non-employee vendor. Vendor Number/Remit to Vendor Number - Is the payment being made, and sent, to the appropriate person, at the correct address? Payment Date - Is the payment being made in a timely fashion? If discount terms were entered on the document, then the payment date may be affected. Payment Purpose Text - The first 40 characters in the field print on the check. This can be handy for noting a membership number or information about a reimbursement. Direct Charge Items - Is the account information correct? Federal funds cannot be used to pay for memberships and contract and grant funds will often have restrictions. Make sure the object code used accurately reflects the item(s) for which this payment is being requested.
If the document is acceptable, click OK on the main screen to approve and route the document.
If you choose to disapprove the payment, select Disapprove from the Workflow option on the menu bar at the top of your screen. You will have to write a note explaining your reason(s) for disapproval. The disapproved document will be FYI routed back to the initiator.