1. What is the best method for getting a vendor paid?
2. When will my voucher and invoice be paid?
3. What happens if the department fails to return a signed Capital Equipment or > $10,000 Voucher to AP?
4. What do I do when incorrect or damaged merchandise has been received?
5. How do I tell if my assumed receipt/capital equipment voucher/non-po voucher and invoice is paid?
6. How do I check to see if a vendor is setup in the University database?
7. Is my check ready for pickup?
8. I need to have a stop payment placed on a check who do I call?
9. When are checks processed and printed in Accounts Payable?
10. If I need a check cut today, is there any way to expedite payment?
11. If I've decided to pick up the check rather then having it mailed to the vendor, who do I need to contact about this?
12. I received a check back from a vendor stating it was a duplicate payment, what should I do with the check?
13. I'm not sure which institutional account number to use?
14. When filling out a Voucher and Invoice what paperwork do I need to send in with it?
15. Who do I contact if I don't want a Purchase Order Voucher to be paid?
16. How can I tell if a credit has been received?
17. What do I do if I receive an invoice or credit at my department?
18. Who do I call to make a change to the items or amounts on my purchase order?
19. Who do I contact to cancel/close a purchase order?
20. Who do I contact to change the MFK listed on my purchase order?
21. If the assumed receipt/capital equipment voucher was charged to the incorrect MFK how do I get it changed?
22. What does the 3 digit hold code on my PO Voucher mean?
23. What is the procedure when an honorarium or research subject would like us to make a donation to a charity on their behalf instead of paying?

1. What is the best method for getting a vendor paid?
   A: If the transaction is less than $2,000, the vendor accepts credit cards, and the purchase is not equipment use your departmental credit card. If the vendor does not accept credit cards or if you are making a prepayment or no value will be added by a purchasing agent you can use a non-po voucher and invoice. For transactions that are greater than $2,000, blanket orders, contracts, maintenance, if vendor requires a purchase order or for departmental tracking purposes you need to fill out a requisition.  top

2. When will my voucher and invoice be paid?
   A: Provided the voucher and invoice is completed properly and all required documentation is attached, most Non PO vouchers are processed within 2-3 days of arrival in the Accounts Payable Office. Using a vendor that is not in our database will cause a delay. Assumed Receipt <$10,000 vouchers are automatically paid on the scheduled due date or cash discount due date. Capital Equipment and/or >$10,000 vouchers are released when Accounts Payable receives the signed voucher copy. To verify the voucher has been paid, navigate to our AP/PO web page and click on Instructions for using the Web Applications.  top

3. What happens if the department fails to return a signed Capital Equipment or > $10,000 Voucher to AP?
   A: Vendor does not get paid. The Voucher becomes delinquent the month after the scheduled due date and a delinquent e-mail message is sent to the requester or designee. If no response in 10 days, the voucher is released and paid. If voucher is >$10,000 and <$25,000, a phone call is made to the requester to determine further action on the Voucher status.  top

4. What do I do when incorrect or damaged merchandise has been received?
   A: Call the vendor to report the problem and request a return authorization number if returning the item. If this was purchased on a PO, contact the Purchasing Agent and update them on the order. Finally, when the voucher e-mail notification is received, contact Accounts Payable to put the voucher on hold until the problem is resolved.  top

5. How do I tell if my assumed receipt/capital equipment voucher/non-po voucher and invoice is paid?
   A: To verify the voucher has been paid, navigate to the AP/PO web page and click on the instructions for using the Web Applications.  top

6. How do I check to see if a vendor is setup in the University database?
   A: Navigate to the Purchasing and Payables web page located at the AP-PO web applications. This will bring you to a listing of available searches. Go to the vendor search and enter the vendor name without abbreviations or punctuation.  top

7. Is my check ready for pickup?
   A: Contact our main receptionist desk at 335-0379 and have the contact person's name, vendor name and amount ready.  top

8. I need to have a stop payment placed on a check who do I call?
   A: Provide the following information to Dani Meyer or phone 335-0655:

9. When are checks processed and printed in Accounts Payable?

A: The check process is usually scheduled for Mondays and Wednesdays. Exceptions may occur around the Holidays or in special circumstances.  top

10. If I need a check cut today, is there any way to expedite payment?

A: In certain circumstances AP can process payment the same day. These payments need to be reviewed by one of the management team within Accounts Payable for approval. top

11. If I've decided to pick up the check rather then having it mailed to the vendor, who do I need to contact about this?

A: You can contact anyone in Accounts Payable; they should be able to assist you with this request.  top

12. I received a check back from a vendor stating it was a duplicate payment, what should I do with the check?

Any checks returned by a vendor to the department should be forwarded on to Accounts Payable. Accounts Payable will research the check to ensure that our records agree with the vendors and the appropriate accounts will be adjusted.  top

13. I'm not sure which institutional account number to use?

A: A description of all institutional account numbers are located at the Accounting Services web page.  top

14. When filling out a Voucher and Invoice what paperwork do I need to send in with it?

This would depend on what type of payment you are processing. To view the different types of vouchers refer to the Requestors Guide on the web. It gives you complete instructions on how to correctly process these payments. The Requestors Guide is available through the Procure to Pay Manual.  top

15. Who do I contact if I don't want a Purchase Order Voucher to be paid?

A: Contact the credit statement person who is responsible for that alpha letter. The alpha split is listed on the top right hand corner of the voucher.  top

16. How can I tell if a credit has been received?

A: You'll need to review the comment section of the voucher on the web. The web address for looking up the voucher in the APPO Portal.  top

17. What do I do if I receive an PO invoice or credit at my department?

A: You should mail it to Accounts Payable at 202 PCO, making sure that the purchase order number is listed on the invoice.  top

18. Who do I call to make a change to the items or amounts on my purchase order?

A: Contact the purchasing agent listed on the purchase order.  top

19. Who do I contact to cancel/close a purchase order?

A: Contact the purchasing agent listed on the purchase order.  top

20. Who do I contact to change the MFK listed on my purchase order?

A: Contact the purchasing agent listed on the purchase order.  top

21. If the assumed receipt/capital equipment voucher was charged to the incorrect MFK how do I get it changed?

A: The department is responsible for processing their own change vouchers. If you need further instructions on change vouchers please contact Tracy Rew in Accounting Services at 335-0572.  top

22. What does the 3 digit hold code on my PO Voucher mean?