PrePayments - PVPs

1. The PVP Form is in the PDF format and is available at:
   http://purchasing.umn.edu/ps/shared.html
2. The PV date is today's date (ie: 04/12/01)
3. The accounting period is the current period in the current Fiscal Year. (Remember, July is month #1 on the Fiscal Year calendar. April 12, 2001 would be accounting period 10/01.)
4. Enter the AREA and ORG from the RX
5. Enter the vendor name and address EXACTLY like it appears on the VEN1 table in CUFS. Also, add a contact name if the department provided one on the RX.
6. The PVP total is what the dollar amount of the check will be cut for. This can be the entire total of the Purchase Order or just a portion of the total.
7. The Purchase Order number is entered in the area above where it says "encumbered".
8. Encumbered: Yes, if the PVP is being filled out for a Purchase Order. No, if the PVP is being filled out for an Award Notice.
9. The Amount of the payment (if it is 50% down and 50% Net 30, then the amount is 50% of the total PO amount.)
10. P if it is a PARTIAL payment. F, if this represents a FULL payment and no other invoices will be received.
11. Enter the AREA, ORG, OBJ, and SUB OBJ from the RX.
12. "X" either prepayment, conference deposit or other.
13. In the "Additional Description" area - put any special notes (ie: 50% prepayment per quote#1234. Total PO is $40,000,000 -- $20,000,000 is prepayment)
14. Leave the bottom section blank for the Buyers signature and processing by Disbursement Services.
15. Print the form and have the buyer sign the PVP along with the purchase order.
16. Place a brown sticker on the PVP form. Enter the area on the label, and make a copy of the PVP and PO for Purchasing Services and the department before routing to Disbursement Services along with the Purchase Order. Disbursement Services will cut the check and mail it along with the PO to the vendor.

1. Go to the U of MN Forms Library
2. Search for "Attachment Notice" form
3. Download the .pdf file which is interactive. Save the file to your desktop so that you don't have to search for it every time you need the form.
4. In the "PV Nbr" field, type the number which appears on the brown label you have affixed to the PVP (include the area # which you have written down).
5. In the "Payee Name" field, type the vendor name.
6. Check either the "Attachment" box for attachemnts or the "Foreign" box for overseas vendors. Note: If the PVP is for a foreign vendor, check both boxes.
7. Skip the "Scheduled Payment Date" section (for Disbursement Services uses)
8. Enter your name and information in the "Department Contact" field.
9. Make a copy of all attachments.
1. One copy of each attachment should be stapled to the PVP form (for Disbursement files)
2. The attachments (original PO, terms & Conditions, and any other attachments) should be stapled behind the "Attachment Notice". These items, which will be sent to the vendor, should be folded to be placed in a business envelope and paper clipped behind the PVP.
10. Place the PVP form (with copies of the attachments) and the Attachment Notice (with the PO and documents to be sent to the vendor) in the Disbursement Services Mail slot on the Receptionist's Desk.
11. Don't forget to make copies of everything for Purchasing's Files as well. One copy of everything should be faxed to the department and then placed in the file.
12. Disbursements will use the PVP to issue the check as you directed on the PVP form. They will issue the check usually the next day and will mail the vendors purchase order copy with the check and any other attachments you identified. If the department wants it the same day, the department will be charged at $30 Rush Fee by Disbursement Services. Our documents must be up there by 1:30 pm.