UC San Diego SearchMenu

Create a New Document

Find out how to create a new document for requesting payments or reimbursements using MyPayments.

All users with Single Sign-On access can use MyPayments for creating payment documents. Approver roles (Department Approval, Department Head Approval) are defined in the Business Unit Management Tool.

Expand all

1. Gather information.

  • For reimbursements, gather:
      • The payee's name and address
      • The payee's employee number or Financial (IFIS) ID Number
      • Scan and save the following (as applicable) to electronically attach to your request (if needed, black out private information such as a receipt showing credit card number):
        • Itemized receipt or proof of payment
        • Other required documentation as required by payment type
  • For direct payments, gather:
      • The payee's/supplier's name and address 
      • The payee's/supplier's Federal Employer ID Number (FEIN) or Financial (IFIS) ID Number
      • Scan and save the following (as applicable) to electronically attach to your request (if needed, black out private information such as a receipt showing credit card number):
        • The order form, invoice or other supporting documentation
        • Other required documentation as required by payment type

2. Log in.

  • Go to MyPayments.
    • If you're logged in to Single Sign-On (SSO), the MyPayments Inbox appears. Proceed to step 3.
    • If you're not logged in to SSO, you'll see the SSO screen. Log on with your user ID and password.

Note: If you don't have a user ID and password, see How to Get Access to UCSD Business Systems.

3. Create a new document.

  • Read the welcome screen.
  • Select Create a new document from the Available Actions menu.

Note: The document progress bar indicates your location and progress while completing a document. You can return to a document section by clicking on the section in the progress bar.

Progress Bar

As you complete the document, use the Next button to proceed and save your entries along the way. New documents must be completed through the Document Information section in order to be saved. 

4. Select a payment type.

  • Select the type of payment. For help determining the type, review the payment types page.
  • Select or enter information for payment type questions, if prompted.

5. Add payee information.

  • Select Payee Type (Person or Business/Entity).
  • Enter the criteria of the Payee Search:
    • Search for payee by name ("last name, first name"); employee id; or internal reference id (IFIS id).
    • You can also search by "Tax ID - last 4 digits", City, State, ZIP or Country to refine your search.
  • Click on the search link.
  • Select the payee that you want by clicking on the Payee ID.
    • When selecting a payee for a payment document, for payees who have selected to receive payment via direct deposit, the direct deposit address type will be automatically selected for certain payment types.
    • When only one payee record matches the entered criteria, that payee record will be automatically selected.
    • Note: Use the tab on the lower right corner of the payee selection window to re-size the window. 
  • Verify the Payee Address Validation, complete Payee Address Update Request if needed.

6. Add payment information.

  • Select or enter information for payment type questions, as prompted.

7. Add document information.

  • Document ID and Tracking Number will be automatically created for the document.
    • At this point, the document has been created.
    • Documents can be completed or edited at a later time, however, documents will have a status of Incomplete until completed and submitted, or cancelled.
  • Enter (optional) Ledger Reference, Department Notes, and Payee Text in the corresponding fields. Payee Text will be included on the check or automatic deposit confirmation.

8. Add documentation.

Documentation will be required for certain payment types, and may be optional for others. Follow the on-screen directions for guidance.

  • Click the Add an attachment link.
  • In the popup dialog box, select the document type from the dropdown menu.
  • Click the Browse button, navigate to the desired document, select the document and click the Open button to upload the document. 
  • Enter a description or business purpose (optional) for the attachment. 
  • If prompted for "Send Copy to Payee?" selection: select Yes if documentation is to be included with payment to Payee, otherwise select No.
  • Click the Add attachment button.

You can add additional documentation by clicking the Add an attachment link again. You can delete attachments from the document by clicking the Delete link next to the attachment.

9. Add document amounts.

  • Enter or select information for document amounts, as prompted.

10. Add accounting distribution information.

  • Enter the index to be charged for this payment. More than one index can be charged for the payment, as long as the distribution totals match. You can use the Index Lookup Tool (magnifying glass icon) to help you find an index.
  • Choose an account code from the drop-down menu, if prompted. If you don't see the account code you need to use, contact Disbursements through ASK to request a new account code to be added.
  • The amount will be auto-populated based upon the information entered in the Document Amounts section.
  • To do a split distribution, use the add an accounting distribution link, and adjust the amounts.

11. Review and submit the document.

  • Check the details of the document displayed on the Review and Submit page.
    • If you need to make corrections to the document, you can click on the section needing correction in the document progress bar at the top of the screen.
  • If the information is accurate, click the I Agree that the information is valid checkbox.
  • When ready to submit the document, click the Complete Document button.
    • Edits made to the document after submitting will reset the approval workflow.

Expand all