New AP Exception Processes and Forms
See the chart below for a list of forms and processes used for special situations.
|New Form or Process||Replaces Old Form or Process||Use for:|
|Deposit, Pre-Payment, Enclosure, and Special Mailing Form||Non-Standard Check Processing Services Form (Special Handling Form) enclosure option for enclosures and mailings, and the check pickup option which can be replaced by having a check inter-office mailed to your department address. Also, various methods previously used for deposits and pre-payments.||Serving several related purposes, this form allows users to have documentation enclosed with a check (sent directly to the vendor), provide an addressed FedEx envelope to send the check priority, or an interoffice mailing address to have it sent via inter office mail.|
|In Lieu of Invoice Form||Various local tub or department specific forms, letters, or other documentation.||Used to process payment in situations where it is not possible or appropriate for an individual or vendor to provide an invoice.|
|Dept. of Homeland Security Form||No previous form, but some used the Non-Standard Check Processing Services Form (Special Handling Form) to control delivery to Harvard International Office.||Homeland Security visa payments. Check will automatically be delivered to Harvard International Office and matched with your visa request.|
|Emergency Check Pickup Form||Non-Standard Check Processing Services Form (Special Handling Form) claim check service||For emergency situations where a check must be physically picked up at 1033 Massachusetts Avenue, 2nd Floor|
Deposit, Pre-Payment, Enclosure, and Special Mailing: This from is used to request an exception process for checks with the following special circumstances. AP will process and pay within 72 hours of receipt.
- A deposit needs to be made prior to receiving a purchase
- A pre-payment needs to be made on an item prior to order fulfillment
- An item needs to be enclosed with the check when it is mailed to the vendor
- The department needs to have the check sent via a special mailing service, such as FedEx
- Department has a special need to receive the check and deliver it to the vendor or individual themselves.
In Lieu of Invoice Form: This form should be used to process payment in situations where it is not possible or appropriate for an individual or vendor to provide an invoice.
Request for Payment to Department of Homeland Security: Please use this form to request payment for visa fees processed through the Harvard International Office.
Emergency Check Pickup Form: This form should be used in emergency situations where circumstances require a check to physically be picked up at 1033 Massachusetts Avenue by a department representative. AP will process and pay within 72 hours of receipt.