What Is It?
Payment Group Codes
The table below reflects the Payment Group codes available for departmental use. The other codes in the Payment Group table are for Accounting use only.
Note: when entering a payment document for a UCD employee that has
signed up for
Direct Deposit, do not change the default Payment Group Code; it should be left at 2.
| Multiple payments on one check |
This code indicates that the payee will accept multiple payments on one check. This is the default for most vendors and employees. All payments and credits with this group code, remitted to a single vendor, will be balanced and a single check written. All payments and credits will be noted on the check.
This is the code that should be used when entering a payment document for a UCD employee that has signed up for Direct Deposit. |
| Check pickup |
This code is used when a check is to be picked up from the Accounts Payable office or sent to a department on campus. After entering the group code, a single line address field will appear. Enter the campus address, or "Accounts Payable" on this line. If more than one address line is needed, as for an off-campus address, please use Group Code 5A. |
| Special handling |
This code is used when additional handling of the payment is required. For example:
- If an employee is requesting a check be mailed to an off-campus address that isn't their payroll default. In this case, add a note to the AP document indicating that a pre-addressed envelope will be forwarded; mark the Attachment indicator Yes; then forward the pre-addressed envelope to Accounts Payable;
- If an attachment (such as a registration, membership, or subscription form) should be sent with the check to the payee. In this case, add a note to the A/P document indicating what paperwork is to be sent to the payee, mark the Attachment indicator Yes, and send the attachments to Accounts Payable.
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| One invoice paid on one check |
This code should only be used if there is a critical need for the payment to be the only one recorded on the check. Use of this code will not speed up the processing of your payment. |
| Manual check/wire transfer/bankdraft |
Payment Group Code 9 should be used when a payment is going to be made by something other than a check. This code is often used when paying foreign vendors.
When using code 9, mark the Non-check indicator Yes, and add a note to the DaFIS document indicating how much money is to be sent, in what currency, and whether the payment is to be made by draft or wire per attached information.
This code is not used when entering a payment document for a UCD employee that has signed up for Direct Deposit. See code 2.
- A Manual Check is what AP runs if a payment is urgent (this is done at the discretion of the AP department).
- A Bank Draft is a check drawn on a foreign bank in a foreign currency and mailed from AP.
- A Wire Transfer is an electronic transfer of funds from UCD bank to the bank account of the vendor. Funds being wired can be US Dollars or foreign currency to either U.S. Bank or Foreign Bank. Nothing is mailed from AP.
- For a Bank Draft, the following information is needed:
- Payee's complete name
- Payee's complete address
- Amount of foreign currency to be sent (i.e., 100 Euros)
AP has the ability to send Bank Drafts to all major countries and currencies, and many smaller countries as well.
- For a Wire Transfer, the following information is required:
Beneficiary Information Required:
- Beneficiary’s account name
- Beneficiary’s address
- Beneficiary’s account number
(International Bank Account Number (IBAN) account number required for European wire)
- Amount of wire and type of currency (i.e. US or Foreign)
Bank Information Required:
- Complete name of the bank (i.e. BANK OF AMERICA not BOFA)
- Complete address of bank branch
- Society for Worldwide Interbank Financial Telecommunications (SWIFT) address or American Bankers Association (ABA) Number
The above banking information is required on each invoice being paid, either:
- on the actual physical invoice; or
- on a separate sheet attached to the invoice.
Note: The banking information should not be included on the actual DaFIS document, including in the Notes section. Faxing is also not recommended; the banking information should be included on a separate sheet attached to the document being sent to AP for approval.
FYI: The computer system used for doing the foreign transfer of funds is separate from DaFIS, which means it is very important that the information is on or attached to each payment request.
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