Financial Services

 

OUHSC Campus
OU TULSA Campus
OU NORMAN Campus

Accounts Payable


Frequently Asked Questions


Files

  1. How do I obtain a copy of a voucher and supporting documentation if I cannot find a copy in my department?
  2. How long will it take for a claim request to be fulfilled?
  3. If my department needs to pick up a check, what is the process?
  4. How do I update who the designated departmental contact is for my department?

Vendors

  1. What do I do if a vendor sends back an incomplete vendor form?
  2. What do I do if a specific address is not listed for an active vendor?
  3. How long does it take for a vendor to be setup and ready to use in PeopleSoft?
  4. Why would a vendor be inactive?     
  5. How do I reactivate a vendor?
  6. How do I reactivate an employee vendor?
  7. How do I find a particular type of vendor?        
  8. A vendor contacted me about receiving a request to setup banking information with the State of Oklahoma.  Is this legitimate?
  9. How can a vendor setup or update their bank account information for EFT payments?

Accounts Payable

  1. How do I get reimbursed for something if I lost the receipt?
  2. How can I see if an invoice has been paid and/or redeemed by the vendor?
  3. My voucher was denied.  How do I see the comments to find out why?
  4. A vendor claims that they have not received payment.  How do I request a stop payment and reissue of the check?
  5. What do I do if I need to enclose a document with a check?
  6. How many invoices can I pay with a voucher?
  7. How long does it take to get a voucher paid after it has been created, approved and all paperwork has been forwarded to Accounts Payable?
  8. What is the difference between a service payment and an honorarium?
  9. I made an error when entering in a voucher.  How can I go back and correct it?
  10. How can I check the status of a voucher applied to a Purchase Order?
  11. How do I gross-up a payment to an individual to cover taxes?
  12. How do I get access to enter in vouchers?
  13. How do I process a refund to someone who is not a vendor in the system?
  14. How to I rush a payment on a voucher?
  15. Can my department pay membership dues?

Travel General

  1. How long does it typically take to process a travel reimbursement?
  2. How can my travel expenses be split with another area on campus?
  3. Is trip insurance allowed?
  4. Why did the invoice number for my travel claim get changed?
  5. What documentation from the conference do I need to include with the travel claim?
  6. Do I submit the same form 19 that is used for faculty/staff to reimburse a student for travel?

Airfare

  1. Can I fly business class or first class?
  2. When is an airfare quote required?
  3. Can I drive to my location instead of flying?
  4. I want to fly to another destination for personal vacation after my conference is over.  What can I be reimbursed for?

Vehicle

  1. Am I allowed to rent a vehicle for my trip?
  2. How do you prorate mileage on a rental vehicle used for business and personal use?
  3. What types of insurance are allowable when renting a vehicle?
  4. Do I have to use MapQuest to calculate mileage?

Lodging

  1. Does a traveler have to pay taxes on their lodging since they are travelling on University business?
  2. There are two different single room rates at the designated hotel.  Which rate do I choose?
  3. Is the government rate the same as the GSA rate when lodging?
  4. Can two OUHSC employees attending the same conference share a hotel room?
  5. What is the maximum amount I can be reimbursed for on lodging if there is no designated lodging location for my business trip?

Per Diem

  1. Which per diem rate do I use?
  2. Why would a meal be deducted from a travel claim?
  3. What qualifies as a meal?
  4. Can a non-employee traveling on University business be paid per diem?

 

Files


How do I obtain a copy of a voucher and supporting documentation if I cannot find a copy in my department?

You will need to submit a Voucher/Claim Request Form located under the Forms and Tools section of the AP website.  You can find the information needed to fill out the form by looking up the voucher in PeopleSoft under OU Payment Information on the OU Voucher Info tab.

How long will it take for a claim request to be fulfilled?

Claim requests are usually fulfilled on the same day of submission however, if the claim is older than a fiscal year, those documents are stored offsite.  It may take up to a week to retrieve the information from the offsite location and submit a copy of the documentation to you.

If my department needs to pick up a check, what is the process?

In general, we do not return checks to departments.  Increasing the number of individuals who can handle a check increases the likelihood that the check could be misplaced or delayed for payment.  If it is absolutely necessary for the check to be returned to your department then as soon as the check is ready, your designated departmental contact will be notified.  The designated departmental contact should come to University Research Park, Building 840, Suite #150 between 8:00 AM – 5:00 PM and bring with them a photo ID.  They will be required to sign for the check as proof of pickup.

How do I update who the designated departmental contact is for my department?

To update the designated departmental contact, please have your Business Manager email AP-Files@net.ou.edu noting who the designated contact(s) should be.

Vendors

What do I do if a vendor sends back an incomplete vendor form?

Incomplete vendor forms should be addressed by the department with the vendor prior to submitting the form to AP, the exception being incomplete MCC or NAICS codes which can be handled by AP.  Please note that you should not make any changes to the forms that you receive from vendors.  These are official documents that should not be altered after the authorized company signature.

What do I do if a specific address is not listed for an active vendor?

If an address for an active vendor is not listed in PeopleSoft, please request the address be added before you submit a voucher to AP for payment.  You can request an address be added by submitting one of the following documents to the AP-VendorOffice@ouhsc.edu:

An invoice copy with the tax identification number (TIN).
A memo on the company’s letterhead with their TIN.
An email from an identifiable vendor email address (not @yahoo.com, @gmail.com, etc.) with their TIN.
A completed W-9 or OUHSC vendor form listing the new address.

How long does it take for a vendor to be setup and ready to use in PeopleSoft?

The AP Vendor Office process vendors forms daily.  Once the vendor has been approved by the AP Vendor Office it will take two business days before it is available for use.  OUHSC is a State agency and all of our payments are interfaced through the State’s PeopleSoft system, causing an extra day in processing. 

Why would a vendor be inactive?

A vendor could be listed as inactive for several reasons.  The vendor may have been inactivated during the annual purge process where vendors not paid in 18 months are inactivated.  If the vendor has had a change in their Tax Identification Number (TIN), payment name or IRS name, the vendor will be inactivated and replaced by an updated vendor name and number.  If you have further questions about why a vendor is inactive, please contact AP-VendorOffice@ouhsc.edu.   

How do I reactivate a vendor?

To reactivate a vendor they will need to submit new OUHSC vendor forms.  Please note that there are different forms for individuals, companies and foreign entities.  Forms can be found under the Forms and Tools section of the Accounts Payable website.

How do I reactivate an employee vendor?

Employee vendors can only be reactivated under certain conditions.  To request the reactivation, please send an email to AP-VendorOffice@ouhsc.edu and provide the following information:

Individual’s name.
Employee ID or Social Security Number.
Date of expense.
Reason for expense.
If the individual can be reactivated, you will be notified when their vendor information will be available for use.

How do I find a particular type of vendor?  

The North American Industry Classification System (NAICS) defines business establishments based on the activities in which they are primarily engaged.  If you are looking for a particular type of vendor, you can use the NAICS to search for the product or service you wish to find.  (http://www.census.gov/cgi-bin/sssd/naics/naicsrch?chart=2012) Once you have found that corresponding NAICS code, you can search for active vendors who are registered with that code by running a query in PeopleSoft.  Under the Main Menu select Reporting Tools – Query – Query Viewer and search for OU_AP_VENDOR_NAICS_CITY.  Type in the NAICS code and click on view results.  The active vendors with this code will then be displayed. 

A vendor contacted me about receiving a request to setup banking information with the State of Oklahoma.  Is this legitimate?

Yes, the State sends out notifications to all vendors requesting that they establish banking information to receive electronic payments.  As a State agency, OUHSC interfaces our payments through the State of Oklahoma.  The State passed House Bill 1086 in May 2011 which requires that "Payments disbursed from the State Treasury shall be conveyed solely through an electronic payment mechanism".  With this bill, the State is converting to electronic payments and will be requesting all vendors to update the State’s vendor records through an online portal with payee information that is necessary to receive electronic payments.  Payees will be sent specific instructions from the Office of Management and Enterprise Services (OMES) via email or mailed letter.  If the individual does not anticipate any future payment from OUHSC or any other State agency then they do not have to complete this form at this time.  However, the State could continue to contact the vendor in the future requesting to set up their Electronic Funds Transfer (EFT) information.  Vendors will receive a paper check if they do not set up EFT with OMES.  Please feel free to refer vendors with questions directly to the OMES Help Desk.  Email: helpdesk@omes.ok.gov, Phone: (405) 521-2444 or Toll-free (866) 521-2444.

How can a vendor setup or update their bank account information for EFT payments?

The Office of Management and Enterprise Services (OMES) maintains the banking information for all vendors.  They will be happy to assist vendors with setting up or updating their bank account information.  Please feel free to refer vendors directly to the OMES Help Desk.  Email: helpdesk@omes.ok.gov, Phone: (405) 521-2444 or Toll-free (866) 521-2444.

Accounts Payable

How do I get reimbursed for something if I lost the receipt?

If you lost a receipt for a valid business expense, you must be able to provide some sort of documentation proving that the individual seeking reimbursement incurred the expense.  That documentation can come in the form of:

A copy of a credit card statement showing the individual’s name and charge.
A copy of a cancelled check indicating that the check has been processed by the bank
If the documentation requirements listed above cannot be met, then a Form 3 must accompany the reimbursement request.  This form will need to be signed and notarized to attest to the expense.

How can I see if an invoice has been paid and/or redeemed by the vendor?

First, locate the voucher in PeopleSoft.  On the OU Voucher Info tab in the OU Payment Information section there is a field for Redeemed Date.  If the payment has been redeemed, the redemption date will be reflected in this field.  If you need a copy of the check image to present to the vendor, please contact AP-Management@net.ou.edu

My voucher was denied.  How do I see the comments to find out why?


The denial email will link you directly to the voucher that was denied.  To see denial comments, please navigate to the Approval History hyperlink.  Select the conversation bubble of View/Hide Comments, View History and then you will need to expand the gray triangle under Comments to see the full comment details explaining why the voucher was denied.

A vendor claims that they have not received payment.  How do I request a stop payment and reissue of the check?

First, lookup the voucher and verify that the payment has not been redeemed.  If a stop payment needs to be processed, please submit a Payment Action Request Form to AP-Processing@net.ou.edu.  Please note that the Oklahoma State Treasurer assesses a $15.00 fee for each stop payment request and Financial Services passes this charge on to the department.  Depending on the fund used to reissue the payment, additional documentation may be requested by Accounts Payable.

What do I do if I need to enclose a document with a check?

If additional backup documentation needs to be mailed with a check in order for the vendor to properly apply payment, please send the original documentation for processing and include a copy of the documentation to be mailed with the check.  Then please make a voucher comment saying, “Send Copies with Check” and AP will enclose those documents with the payment.

How many invoices can I pay with a voucher?

In most cases only one invoice can be paid on one voucher.  However, if you have an invoice that is less than $1.00, it can be combined with another voucher to the same vendor.

How long does it take to get a voucher paid after it has been created, approved and all paperwork has been forwarded to Accounts Payable?

Providing that all required documentation is attached and approved, vouchers received in Accounts Payable usually take 2 – 3 business days to process.

What is the difference between a service payment and an honorarium?

If a payment agreement has been made with the recipient.

I made an error when entering in a voucher.  How can I go back and correct it?

Once the budget checking process has run, your approver will need to deny the voucher back to you for corrections.  If your approver has already approved your voucher before the error was discovered, you can email AP-Processing@net.ou.edu and request that the voucher be denied.  Once the voucher is in denied status, you will be able to make corrections in Regular Entry until you click Save.

How can I check the status of a voucher applied to a Purchase Order?

To view vouchers related to a Purchase Order, select from the PeopleSoft Main Menu > Purchasing > Purchase Orders > Review PO Information > Purchase Orders.  Type in the PO ID the Purchase Order number (including the preceding zeros) and click Search.  From the Purchase Order Inquiry page, select Activity Summary and then the Invoice tab.  Scroll to the right and click on the invoice icon denoted by a dollar sign.  This page will list all vouchers associated with the Purchase Order.  If your PO has many lines, you may choose to run a query instead to see detailed voucher information.  The query OU_AP_PO_PYMT will list all vouchers associated with a Purchase Order and display detailed information about the vouchers.

How do I gross-up a payment to an individual to cover taxes?

If a payment may require tax withholding and your department would like to pay the expense on behalf of the individual being taxed, please contact AP-Management@net.ou.edu.  The calculation will be made and then further instructions on how to process the payment will be provided.

How do I get accss to enter in vouchers?

To enter vouchers will you will need attend three training sessions: Introduction to PeopleSoft, Vendor Module and AP Please Pay Voucher.  Once you have attended all three sessions your department will need to complete the PeopleSoft End User Security Access Form requesting Departmental AP Entry access.  Once the form has been processed by all parties, you will receive an email from the IT Service Desk notifying you of the change in your access.

How do I process a refund to someone who is not a vendor in the system?

If the payment is truly a refund, meaning that someone has paid your department for goods/services and you need to return those funds to them, the vendor does not have to be setup as a vendor in PeopleSoft.  These types of payments can be processed via the OnDemand system.  For more information on processing OnDemand payments, please contact AP-Processing@net.ou.edu

How to I rush a payment on a voucher?

If a payment truly needs to be rushed, please deliver it to Accounts Payable as soon as possible.  Please mark the voucher or PO invoice with RUSH in red ink at the top of the document. 

Can my department pay membership dues?

It will depend on what type of membership you wish to pay for.  Institutional memberships are allowable and can be paid from all unrestricted, institutional funds.  Individual memberships are normally not allowed however, there are a few exceptions. 
University policy provides for payment of individual professional memberships for PPP members and Residents paid only from PPP (CLNOP) and Residency (RSOKC & RSTUL) funds, respectively. 
Individual “position” memberships (e.g., director, controller, etc.) which are of a transferable nature.  Position memberships are typically issued in the name of the individual currently holding the position being transferable to another individual subsequently holding the same position.  There must be documented evidence of the transferable nature of the membership.  
Individual memberships allowed per the specific terms and conditions of a sponsored program, i.e., externally funded grant or contract.

Travel General

How long does it typically take to process a travel reimbursement?

Once all documentation has been received in Accounts Payable, it usually takes 2 – 3 business days to process a reimbursement.  However, the months of May, June and November are the highest months for travel claim submission so the time for reimbursement during those months make take a week or more.

How can my travel expenses be split with another area on campus?

Travel can only be paid from one Org.  If travel expenses need to be split between different areas on campus then one area will need to pay for the full expense and request reimbursement via cost transfer from the other area.

Is trip insurance allowed?

Yes, trip insurance is allowed in most instance up to the cost of the airfare quote.  A copy of the insurance charge will be required for reimbursement of the expense.

Why did the invoice number for my travel claim get changed?

To accurately track travel claims, the AP Travel clerks will add an identifying number to the beginning of each claim sent in.  This number must remain for tracking and auditing purposes.

What documentation from the conference do I need to include with the travel claim?

Please send with the travel claim a copy of the conference brochure detailing the meeting start/end times, agenda, meals provided, location of event, etc.  The entire conference packet is not necessary for reimbursement.

Do I submit the same form 19 that is used for faculty/staff to reimburse a student for travel?

Yes, if the travel is business related and not educational in nature.  You will utilize the same form, noting in the OUHSC Relationship section that the claimant is a student.  If the travel is for educational purposes then the expense should be paid on a Scholarship/Fellowship Payment Authorization form.

Airfare

Can I fly business class or first class?

Business class is allowed only when flying over the ocean to a foreign location.  Once landed, if you need to fly to another location within the area, only coach class is allowed.  First class is never an allowable expense.

When is an airfare quote required?

An airfare quote from a contracted University travel agency is required when the traveler has chosen to drive instead of fly to their out-of-state destination or when the traveler has chosen to purchase their flight through a non-contracted University travel agency.

Can I drive to my location instead of flying?

Yes, you can choose to drive but please note that a traveler’s reimbursement will be limited to the cost of an airfare quote.

I want to fly to another destination for personal vacation after my conference is over.  What can I be reimbursed for?

If a traveler chooses to fly to another location for personal vacation after University business has concluded, the traveler will only be reimbursed for the cost of University business.  For example, if the traveler went from Oklahoma City to Dallas for business and then flew to Austin for personal vacation before returning to Oklahoma City, the traveler will only be reimbursed for the round trip to and from Dallas.

Vehicle

Am I allowed to rent a vehicle for my trip?

As long as your department deems the vehicle necessary during your business travel then it is reimbursable.  However, please note that expenses for personal days of use, car seats, additional drivers for personal convenience, satellite radio, etc. are considered personal charges and not reimbursable.

How do you prorate mileage on a rental vehicle used for business and personal use?

Days, not miles, are prorated when a rental vehicle is used for both business and personal use.  For example, if the traveler had business Monday through Wednesday but rented a vehicle for Monday through Friday for a total cost of $500, the total cost of the vehicle would be divided by the number of days used and the two personal days or $200, would be deducted from the claim.

What types of insurance are allowable when renting a vehicle?

When an employee rents a vehicle within the United States, third party liability coverage is provided by the State.  As a general rule, however, collision insurance is not provided, meaning any damage to the employee’s rental card is not automatically insured.  Damage to the rental car is covered by the State when renting a vehicle from Enterprise Rent-A-Car, as there is a State-wide agreement with that company, wherein collision coverage is provided in the cost of the rental.  This means the employee need not select any additional coverage when completing the rental agreement, under the Enterprise contract.  When renting from any other company, however, OUHSC employees should elect the option Loss Damage Waiver (“LDW”) or Collision Damage Waiver (“CDW”).  The cost associated with this selection is reimbursable as part of the rental fee.  In the absence of this selection, the employee could be subject to the damage being charged to the credit card securing the rental vehicle.  Further questions regarding rental insurance should be directed to the Office of Enterprise Risk Management.

Do I have to use MapQuest to calculate mileage?

No, you can use any online mapping tool.

Lodging

Does a traveler have to pay taxes on their lodging since they are travelling on University business?

Yes, unless the traveler is personally exempt from sales tax, they should pay the taxes on their lodging bill and they will be reimbursed for those taxes.

There are two different single room rates at the designated hotel.  Which rate do I choose?

The traveler should choose the lower room rate.  The traveler is only eligible for reimbursement of the lower amount even if they choose to stay in the higher rate room.

Is the government rate the same as the GSA rate when lodging?

No, the government rate is reduced from the standard rate but it is not always the same as the GSA rate.  Please use the GSA website to find the appropriate rate for your location.  http://www.gsa.gov/

Can two OUHSC employees attending the same conference share a hotel room?

Yes, if they choose to do so.  Please note that each person should not pay more than the designated or GSA rate for the room. 

What is the maximum amount I can be reimbursed for on lodging if there is no designated lodging location for my business trip?

A traveler can be reimbursed for the maximum lodging amount allowed by GSA rates for the location in where the business is taking place.  Please note that if the traveler stays at a location that has a lower rate than GSA, the traveler is only eligible for the amount that they paid.

Per Diem

Which per diem rate do I use?

Per diem is based on where business is held.  To find the rate for your location, please visit the GSA website.  http://www.gsa.gov/

Why would a meal be deducted from a travel claim?

If any meals are provided to a traveler and those meals were paid for either through the registration or direct payment to the vendor, the traveler is not able to claim those meals as expenses and must therefore deduct those meals from the travel claim.

What qualifies as a meal?

Any meal event other than a reception or a continental breakfast would count as a meal for travel claim purposes.

Can a non-employee traveling on University business be paid per diem?

Yes but like an employee, provided meals must be deducted from their travel claim.