Getting Started

Before creating an ePay payment request, ensure you have the appropriate access, understand the payment type you are submitting, and have gathered all required supporting documentation. Taking a few minutes to prepare your request will help avoid delays and returned transactions.

Before You Begin

Before opening ePay, verify the following:

• ePay is the appropriate payment method for your transaction.
• You have identified the correct payment type.
• The payee has an active supplier profile in Oracle Financials, if required.
• You have the appropriate ePay role assigned in the Enterprise Access Control System (EACS).
• All required supporting documentation is available.

Verify Supplier Status

Many ePay payment requests require the payee to be established as a supplier in Oracle Financials before payment can be processed.

If the payee has not yet completed supplier registration, complete that process before creating an ePay payment request.

For supplier registration instructions, visit the Non-PO Supplier/Payment Requests webpage.

Select the Appropriate Payment Type

Selecting the correct payment type is one of the most important steps in the payment process. The payment type determines:

• Required information
• Required supporting documentation
• Business rules
• Approval routing
• Tax reporting requirements, when applicable

Use the Payment Types tab to determine which payment type best fits your transaction.

Gather Required Documentation

Supporting documentation helps Accounts Payable verify the payment and ensure compliance with University policy.

Depending on the payment type, documentation may include:

• Invoice
• Performance Agreement
• Payment justification
• Event or activity documentation
• Research documentation
• Tax forms
• Other supporting documentation required for the payment

Incomplete documentation may delay payment processing or result in the request being returned for correction.

Verify Your Access

Access to ePay is managed through the Enterprise Access Control System (EACS).

Your department's System Access Administrator (SAA) assigns ePay roles based on your job responsibilities.

If you are unable to access ePay or need changes to your assigned role, contact your department's SAA.

Before You Submit

Before submitting your payment request, confirm that:

☐ The correct payment type has been selected.

☐ The supplier has been established in Oracle Financials, if required.

☐ The Chart of Accounts (COA) information is accurate.

☐ All required supporting documentation has been attached.

☐ The payment request is complete and accurate.

What Happens Next?

After submission, ePay automatically routes the payment request through the appropriate approval workflow based on:

• Your department's EACS roles
• The selected payment type
• Applicable University business rules

Once all required approvals have been completed, Accounts Payable performs a final review before processing payment.

The Roles & Approvals and Payment Processing tabs provide additional information about the approval process and payment lifecycle.

Roles & Approvals Overview

ePay uses role-based security and approval workflows to ensure payment requests are reviewed and approved by the appropriate individuals before payment is processed.  Access to ePay is managed through the Enterprise Access Control System (EACS). Each department's System Access Administrator (SAA) assigns and maintains ePay roles based on an employee's job responsibilities and the department's internal business processes. If you need access to ePay or changes to your roles, contact your department's SAA.

How Approval Routing Works

Departmental Requestor (Optional)
            ↓
Departmental Transactor
            ↓
Departmental Pre-Approver (Optional)
            ↓
Departmental Approver
            ↓
Accounts Payable Review
            ↓
Payment Processing

After a payment request is submitted, ePay automatically routes the transaction through the appropriate approval workflow based on the selected payment type, business rules and your department's EACS role assignments. Users do not manually select approvers during the routing process.

ePay Roles at a Glance

Departmental Roles

Departmental Requestor (Optional)

The Departmental Requestor initiates a payment request and provides the information needed for processing. The request is then forwarded to a Departmental Transactor for completion and submission.

Typical responsibilities include:

• Initiating payment requests
• Providing supporting documentation
• Supplying payment details to the Departmental Transactor

Departmental Transactor

The Departmental Transactor prepares and submits payment requests on behalf of the department.

Typical responsibilities include:

• Creating payment requests
• Selecting the appropriate payment type
• Entering payment information
• Selecting the supplier
• Entering the Chart of Accounts (COA)
• Uploading supporting documentation
• Submitting payment requests for approval
• Correcting and resubmitting returned requests

Departmental Pre-Approver (Optional)

Departments may choose to include a Departmental Pre-Approver as part of their internal review process.

Typical responsibilities include:

• Reviewing requests for completeness
• Verifying supporting documentation
• Returning requests for correction before departmental approval

Departmental Approver (Head or Delegate)

The Departmental Approver performs the department's official approval of the payment request.

Within EACS, this role may be assigned as either Departmental Approver – Head or Departmental Approver – Delegate.

Typical responsibilities include:

• Confirming the payment serves a legitimate University business purpose
• Reviewing supporting documentation
• Verifying departmental funding
• Ensuring compliance with applicable University policies
• Approving or returning requests for correction

Accounts Payable Review

After all required approvals have been completed, Accounts Payable performs a final review before payment is processed.

Accounts Payable verifies that:

• All required approvals have been obtained.
• Supporting documentation is complete.
• Payment information is accurate.
• Applicable policy and tax requirements have been met.

If additional information or corrections are needed, the payment request will be returned to the department before payment can be processed.

Best Practices

To help ensure timely payment processing:

• Work with your department's SAA to ensure the appropriate EACS roles are assigned.
• Maintain appropriate separation of duties whenever practical.
• Submit complete payment requests with all required supporting documentation.
• Monitor pending approvals and respond promptly to returned requests.
• Periodically review departmental role assignments to ensure access remains appropriate.

Payment Process Overview

ePay provides a streamlined process for submitting eligible non-purchase order (non-PO) payment requests through Oracle Financials. The application applies business rules, routes requests through the appropriate approval workflow, and tracks each payment request from submission through payment.

Before creating a payment request, review the Getting Started tab to ensure you have the appropriate access, supplier information, and supporting documentation. 

Click the link to view the detailed full-screen version of the Non-PO Supplier Request Processes flowchart.

High-level ePay Payment Process

Create a Payment Request

Create a new payment request and select the appropriate payment type. The selected payment type determines the required information, supporting documentation, approval workflow, and applicable business rules.

Complete the Payment Request

Enter all required payment information and attach the required supporting documentation. Required fields and documentation vary based on the selected payment type.

Submit for Approval

Once submitted, ePay automatically routes the payment request through the appropriate approval workflow based on your department's EACS role assignments and University business rules.

Accounts Payable Review

After departmental approval, Accounts Payable performs a final review to verify documentation, policy compliance, and payment eligibility. If additional information or corrections are required, the payment request will be returned to the department.

Payment

After final approval, Accounts Payable processes the payment through Oracle Financials. Payments are generally included in the next scheduled payment file following final approval.

Track a Payment Request

You can monitor the status of a payment request throughout the approval process. The payment request displays:

• Current status
• Approval history
• Current workflow location

Monitoring the request helps departments identify pending approvals and respond promptly when additional information is requested.

Common Reasons for Returned Requests

A payment request may be returned if:

• Required supporting documentation is missing.
• Payment information is incomplete or inaccurate.
• Additional clarification is needed.
• Supplier information is incomplete.
• University policy requirements have not been met.

Reviewing your request before submission can help reduce processing delays.

Best Practices

To help ensure timely payment processing:

• Select the correct payment type.
• Verify the supplier has an active supplier profile in Oracle Financials, when required.
• Attach all required supporting documentation.
• Review the payment request for completeness before submitting.
• Respond promptly to returned requests.

Need Step-by-Step Instructions?

For step-by-step instructions with screenshots, visit Training Resources and search for "ePay." (COMING SOON)

Payment Types Overview

Selecting the correct ePay payment type is one of the most important steps when creating a payment request. The selected payment type determines the information you must provide, the required supporting documentation, and the approval workflow.

Note: ePay payment types are different from Supplier Request Types used during supplier registration. Supplier Request Types determine how a supplier is onboarded in Oracle Financials, while ePay payment types determine how a payment request is processed.

If you are unsure which payment type to use, contact Accounts Payable before submitting your payment request.

ePay Payment Types

Before Creating a Payment Request

Before creating an ePay payment request:

• Confirm that ePay is the appropriate payment method.
• Verify the payee has completed supplier registration, if required.
• Ensure the supplier is Spend Authorized in Oracle Financials.
• Select the payment type that best describes the transaction.
• Gather all required supporting documentation.

For supplier registration instructions, visit the Non-PO Supplier/Payment Requests page.

Need Help Choosing a Payment Type?

Selecting the correct payment type helps ensure:

• The appropriate business rules are applied.
• Required documentation is collected.
• The payment request follows the correct approval workflow.
• Payment processing is not delayed.

If you are unsure which payment type best fits your transaction, submit a ticket and select "Travel & Expense."  

Email Notifications Overview

ePay automatically sends email notifications as payment requests move through the approval workflow. These notifications keep requestors, transactors, and approvers informed of required actions and changes to a payment request's status.

Because ePay does not send reminder notifications, users should review and act on email notifications promptly to avoid delays in payment processing.

When Are Email Notifications Sent?

Email notifications are generated when action is required or when the status of a payment request changes.

Common notification events include:

• A payment request is ready for review or approval.
• A payment request has been returned for correction.
• A payment request has moved to the next step in the approval process.
• Additional action is required before the payment can be processed.

Who Receives Notifications?

Email notifications are sent to individuals assigned the appropriate ePay role for the next step in the approval process.

Depending on your department's EACS role assignments, notifications may be sent to:

• Departmental Requestor
• Departmental Transactor
• Departmental Pre-Approver
• Departmental Approver

What Should You Do?

When you receive an ePay email notification:

• Review the payment request promptly.
• Complete the requested action, such as reviewing, approving, or correcting the request.
• If the request is returned, make the necessary updates and resubmit it as soon as possible.

Delays in responding to notifications may delay payment processing.

Tracking a Payment Request

Email notifications provide updates throughout the approval process; however, the most current status is always available within ePay.

To determine where a payment request is in the approval process, review the request's:

• Current status
• Approval history
• Current workflow location

Best Practices

To help ensure timely payment processing:

• Monitor your University email regularly for ePay notifications.
• Act promptly when a payment request requires your attention.
• Review returned requests carefully before resubmitting them.
• Use the payment request status and approval history to monitor progress.