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Accounts Payable / eVoucher FAQs

  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?
  24. How do I process Research Subject Payments?

  1. What is the best method for getting a vendor paid?

If the transaction is less than $3,000, the vendor accepts credit cards, and the purchase is not equipment use your departmental credit card. For transactions that are greater than $3,000, blanket orders, contracts, maintenance, if vendor requires a purchase order, invoice contains time and materials, or for departmental tracking purposes you need to fill out a requisition.  ↑top

  1. When will my voucher and invoice be paid?

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

  1. What happens if the department fails to return a signed Capital Equipment or > $10,000 Voucher to AP?

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. ↑top

  1. What do I do when incorrect or damaged merchandise has been received?

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

  1. How do I tell if my assumed receipt/capital equipment voucher/non-po voucher and invoice is paid?

To verify the voucher has been paid, navigate to the AP/PO PeopleSoft page in Self Service.  Click on Voucher Report and enter voucher number.  Query will display check number and date paid.  ↑top

  1. How do I check to see if a vendor is setup in the University database?

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

  1. Is my check ready for pickup?

Contact our main receptionist desk at 335-0115 and have the contact person's name, vendor name and amount ready.  For faster payments sign vendor or individual up for ACH payments.  ↑top

  1. I need to have a stop payment placed on a check who do I call?

Contact our main receptionist desk at 335-0115 and have the following information available:

  • Vendor Name
  • Amount of Voucher
  • Reason for stop payment
  • Name and phone of contact person
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  1. When are payments processed in Accounts Payable?

The check process is usually scheduled for Wednesdays and Fridays. ACH (electronic transfers) are processed daily in the morning.  Exceptions may occur around the Holidays or in special circumstances.   ↑top

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

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

  1. 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?

Contact our main receptionist desk at 335-0115.  ↑top

  1. 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

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

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

  1. 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

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

Contact the credit statement team at acntpay@uiowa.edu.  ↑top

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

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

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

You can mail it to Accounts Payable at 202 PCO, making sure that the purchase order number is listed on the invoice, scan and email to acntpay@uiowa.edu, or attach to the PReq (if confirming order).  ↑top

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

Contact the purchasing agent listed on the purchase order.  ↑top

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

Contact the purchasing agent listed on the purchase order.  ↑top

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

Contact the purchasing agent listed on the purchase order.  ↑top

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

The department is responsible for processing their own change vouchers. If you need further instructions on change vouchers please contact Accounting Services.   ↑top

  1. What does the 3 digit hold code on my PO Voucher mean?
Code Reason
10T Voucher over $10,000
EQP Equipment Voucher
AMT Amount in Dispute
DAM Damaged Merchandise
DEL Department awaiting Delivery
DUP Duplicate Billing
FSG Facilities Services Group
GDS Goods in Dispute
IMO Incorrect Merchandise Ordered
IMS Incorrect Merchandise Shipped
INS Installation Not Complete
IPO Incorrect Purchase Order #
MAN To be manually closed
MFK Master File Key needed
OTH Other
POD Proof of Delivery Needed
RET Retainage for CT's (contracts)
RTN Merchandise Returned
SHT Shortage

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  1. 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? 

The University of Iowa cannot do this.  The individual has two options:

  • Accept the payment and submit the donation themselves or
  • Refuse payment, the department keeps the money, and the department does not make the donation.  ↑top
  1. How do I process Research Subject payments? 

The UI Policy on Research Subject payments is available to download/view/print (doc).   Research Subject payments are created using the Accounts Payable Non-Services e-Voucher. Also see, FAQs for Research Subject Compensation (Human Subjects Office [HSO]).

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