How to Complete a Payment Authorization Online

• Go to FinancialLink.
• Click Request a Payment Authorization.
• Log in.
  
  • Note: You must have a Single Sign-On account and authorization to use FinancialLink. If you need authorization, see How to Get Access to UCSD Business Systems.

• If you know the Payee ID, enter it in the Payee ID box and click the Submit button.
• If you do not know the Payee ID, use the Search function:
  1. Click the appropriate button to indicate if the payee is a person or an entity.
  2. If the payee is a person, enter the payee's last name in the Name Search box.
     If the payee is an entity, enter the payee's company name.
  3. Click the Search button.
  4. Select a Payee from the list by clicking the appropriate Payee ID. You may need to click the Display More button to see all Payees with a given name.
  5. If the desired payee is not listed, send an e-mail request to establish an Address Type for the payee. Also, see W-9 requirements for setting up new payees.

Note: If the payee is a foreign citizen or entity and does not have a Social Security number (SSN) or Federal Employer Identification Number (FEIN), send an e-mail request to obtain the Payee ID.

• Select the address type that corresponds to the address where the payment will be sent.
  Note: A payee may have more than one address in the system. Be sure to choose the correct address type option.

• Create a ledger reference to identify and track your payment authorization expense on the operating ledger.
• The ledger reference can be:
  • Up to 10 characters
  • Alpha, numeric, alphanumeric, or symbolic
  • Used multiple times

• A payment tracking number will be assigned to your request. The number will consist of your login ID and the current date.
• If you want to change the number, the new number:
  • Must be unique and can only be used once for that particular Payee ID
  • Must be 9 characters
  • Can be either numeric or alphanumeric

Note: Whether you use the assigned payment tracking number or create a new one, the number will display on the Payee History screen.

• Select the payment type that best describes your request.

• Answer: Will documentation be included with this payment? Select YES if you have documentation, such as an order form, that must be included with the payment.
• Answer: Is this payment reportable as income? Select YES if the payment is for services that are reportable as income.

• Select an approval template that corresponds to the type of payment authorization you are requesting.
• If you do not see an appropriate approval template for the type of payment you are requesting, select the Pay template.

Note: Contact your Department Security Administrator (DSA) if you have questions about your approval template or departmental approval process.

• Click Submit to save your request.
• Click Continue to resume entering information.

• Select a sales tax option:
  • No tax: Tax will not be added to the amount of the payment authorization.
  • Sales tax: The current California sales tax will be added to the payment authorization.
  • Use tax: The current California use tax will be added to the payment authorization and will be sent directly to the State.
  
  If requesting payment for a personal reimbursement, select the No Tax option if the sales tax was applied at the point of sale and is indicated on the sales receipt. Retain the receipt for use in step 17.
  
  If requesting payment to a vendor, select the Use Tax option if:
  • The vendor operates outside of California, and
  • Sales tax was not paid at the point of sale

Need more information? See sales and use tax.

• If you selected the No Tax option in step 6, enter the total amount of the payment request.
• If you selected the Sales Tax or Use Tax option in step 6, enter the pretax amount of the payment request.
• If you need to add an additional nontaxable amount, such as postage, freight, or shipping, enter it in the Additional Amount field.

• If you are charging a single index and account:
  1. Enter the index.
  2. Select an account from the Frequently Used Account Numbers list.
     If the account is not available in the list, enter the account number in the Account box.
     Note: The amount of the payment authorization will display once you have submitted the page.
• If you are charging multiple indexes and accounts:
  1. Enter an index.
  2. Select an account from the Frequently Used Account Numbers list.
     If the account is not available in the list, enter the account number in the Account box.
  3. Enter an amount for each distribution line. The total of all distribution amounts must equal the total of the payment authorization.

Note: You can use up to five distribution lines per payment authorization. An Additional Distribution box will appear once two distribution lines have been completed and after the page has been submitted.

• Click Submit to save your request.
• Click Continue to resume entering information.

• Complete the required document and payee text information.

Note: The document and payee text for the selected account will default. The payee text will print on the check stub or on the direct deposit confirmation.

• Click Submit to save your request.
• Click Continue to resume entering information.

• Review the payment summary, to ensure that all payment information is correct.

• Click complete and approve to route your request for departmental and Disbursements approval.
• Note the document number for use in step 17.

• Include the document number noted in step 16 on the following documentation:
  • Original receipt (personal reimbursements only)
  • Any documentation indicated in step 6a.
  • Any other supporting documentation.
• Submit the documentation to PAY AUTH, Mail Code 0955.