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.

Code	Description	When Should it be Used?
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.
5	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.
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.
7	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.
9	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. A Manual Check is what AP runs if a payment is urgent (this is done at the discretion of the AP department). Refer to the Wire Transfer and Bank Draft Payment Instructions page for what's required when processing wire transfers and bank drafts.

Code

Description

When Should it be Used?

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.

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. A Manual Check is what AP runs if a payment is urgent (this is done at the discretion of the AP department). Refer to the Wire Transfer and Bank Draft Payment Instructions page for what's required when processing wire transfers and bank drafts.

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