| What to do |
How to do it |
| 1 |
Get a Payment Adjustment Request Form. |
- Locate the Payment Adjustment Request Form on the Disbursements Forms page.
- Print out the form.
|
| 2 |
Complete top section of form |
- Indicate the month and year that the transaction appeared on the operating ledger. Attach a copy of the ledger if possible.
- Find the following information required for Section I on the invoice or operating ledger and by viewing the purchase order on FinancialLink:
- Payee name - the person or business entity that originally received payment.
- UCSD document number
- Invoice/ credit number
- Date of invoice
- Purchase order number against which the invoice was paid
- Payee's FEIN or SSN
- Address type
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| 3 |
Complete middle section of form |
- Check the appropriate adjustment requested.
- If necessary, briefly explain why the original payment was incorrect.
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| 4 |
Complete bottom section of form |
- Indicate whether Disbursements should remit payment or credit the payee for the adjustment and write in the total dollar amount.
- Provide the correct accounting information:
- Index
- Fund
- Account
- Adjustment amount
- Provide the following preparer information:
- Name
- Mail Code
- Extension
- Date the form was completed
- Get the signature of the person authorized to sign for the fund(s) being adjusted.
Note: The approver must have a signature authorization on file in Disbursements for the fund(s) being charged.
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| 5 |
Submit the completed form. |
- Make a copy of the form and any attachments to keep on file in your department.
- Send the original form and any attachments to Disbursements, Mail Code 0955.
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