Department: Treasury

Procedure: Ad Hoc Request Form 

Owner: Treasury

Frequency: Varies 

Effective Date: 7-25-2024

File Location:

Knowledge Base 

Resources: 

    Ad Hoc Request Form (attached below)

    Support For Payment - your own documentation (whatever is prompting you to submit a request) 

    Adobe

Instructions:

DISCLAIMER: IF REQUEST FORMS ARENT SUBMITTED TO TREASURY BY 2:30 P.M THEY WILL WAIT TO BE PROCESSED TILL THE NEXT DAY 

1. Open the Request Form for Ad Hoc 
   

1. Start at the top of the request and fill the fields –if they have a * Infront of them they are required 
   

                               

1.     Beside the form (column J) is some insight on how to fill on the form - that information will also be found in this document 

1. The #N/A will change according to your request type this is because the different request types require different information    

1. The request type is a drop-down menu – you must click on the cell to see the option of the drop-down arrow
   

                                     

1. You must select one of those drop-down options - IF YOUR REQUEST DOESNT FALL UNDER ONE OF THOSE CATEGORIES DO NOT USE AD HOC

1. For the date of request please put the date you are submitting the request to treasury 
   

1. The date needed is the date the check must be cut to make the payment on time (Please note that it may take up to 2 business days for the ad hoc to process once submitted to treasury)
   

1. Request from should be the person or people initiating the ad hoc 
   
2. The payment type is a drop down menu - click in the cell to see the arrow - then click on the arrow to see the drop down options 
   
1. If you have selected tax as a request type please select the tax option

1. The property name is optional 
   

1. The property number is required – this is so we know what property number we should select

1. The make payable to is the vendor that should get paid 
   

1. The address will show if you have selected check or vendor bank account if you have selected EFT
   
1. This is to ensure that either the check is getting mailed to to the correct account OR the EFT is being sent to the correct vendor bank account 

1. The supplier/vendor ID is a number and must be the workday ID number 
   
1. Please see the supplier ID job aid for additional information - on knowledge base as an article

1. For the bank accounts we need the last 4 digits of the account you want to check to cut from 
   
1. we need this because some properties have multiple accounts and this just ensures that we are using the proper account 

1.     Handling Code / No Option - If you have handling code it is because you have selected check, if you have no option you have selected EFT 
   
1. For check we need a handling code because we need to know to handle / process your check once it is printed * this is required * 
   
1. There is a drop-down option so you know what your options are for that - you must click on the cell in order to see the drop-down arrow 
   

1. For EFT you will see No Option because there is nothing to handle after the ad hoc - please leave this blank 

1. The Memo / External Reference is required 
   
1. This is to help lookup the transaction in workday
   
2. You can make this anything you want it to be - if it is left blank then the external reference will be the date of request 

1. The Total Amount is the amount of the entire check 
   

1. The spend category and cost centers can break down the total to be distributed to specific accounts with specific amounts 
   

1. If there is no breakdown - just put the total amount in the amount column and identify which spend category and cost center that amount should be designated to

1. For Spend category please use words/names to select what account you want it to be (numbers do not populate an account) – IT MUST BE A WORKDAY ACCOUNT – or else it will populate that there is no result found 
   
1. We have exported a list from workday with all the spend categories - its in the knowledge base 

1. For the Cost Centers you can use numbers or names to select an account – IT MUST BE A WORKDAY ACCOUNT - or else it will populate that there is no result found.  
   

IF YOU CANNOT FIND A SPEND CATEGORY THAT YOU WANT REACH OUT TO ADAM MURRAY 

1. Once you have filled out the form completely do ctrl p or file - print 
   
1. This should pull up the Print screen                

1.  Click on the Printer options – click the drop-down arrow        
   
1. 
   
   

1. Select Adobe PDF option
   
1. 
   
   

1. Be sure that it is just printing the request – it should automatically be set up to do so 
1. It should look like this – but filled out – the outer most border is the “paper” and the inside boarder is the report
   

1. Then click on the Print tile
   

1. Then save the request with the title/name you want your document to have
   

1. Submit a ticket for the treasury either by ZoHo desk or email to the treasury team (treasury@hhmhotels.com)
   

1. Attach the Ad Hoc request form you just finished filling out AND any supporting documents to the email/ticket as well – THIS IS IMPORTANT 
1. This would be anything that prompted you do submit a request or that shows calculations for payment