Author: Admin

Customer Service Email

Accounts Payable has a new Customer Service email address!

acctspay@fa.ua.edu

Please email your questions regarding vendor payments, employee reimbursements, vendor setup or verification, direct deposit setup, 1099 questions, travel and spending questions, etc.  You can also have vendors send their PO invoices directly to this email address.  The emails are reviewed and responded to throughout the day.

Revised Spending Policy

The UA Spending Policy has been revised.  The policy has been reformatted and uses a new numbering scheme to allow for easier referencing.  We have also removed wording to reduce duplication and unnecessary detail.  Please review updated UA Spending Policy on the Accounts Payable website. To help you keep track of what has changed, we also put together a Spending Policy Updates Summary.

If you have any questions about the Spending Policy changes or our recent website updates, please contact us!

Travel Policy Updates

We have recently updated the UA Travel Policy in order to provide clarity on certain topics and to make the policy more user-friendly for campus.  The policy has been reformatted and uses a new numbering scheme to allow for easier referencing.  We have also removed wording to reduce duplication and unnecessary detail.

Please review updated UA Travel Policy on the Accounts Payable website.  Also included on our website is a Travel Policy Updates Summary listing the policy changes and their impact on your UA-related travel.  If you have any questions about how the new policy will affect you or your department’s travel, please contact Accounts Payable.

FY2015 Year End Reminders

  • MDVs (miscellaneous disbursement vouchers) and Travel Vouchers should be completed and delivered to Accounts Payable as soon as possible for prompt payment and accurate recording. As fall classes begin and year end approaches, please submit the appropriate documents to Accounts Payable without delay to ensure timely processing.
  • August 28th is the deadline for submission to Accounts Payable for any invoice, bill and/or travel reimbursement dated prior to August 1st. If you should have any questions, please contact Accounts Payable at 348-7377 or acctspay@bama.ua.edu.
  • Also, please review any outstanding requisitions and purchase orders via Banner screen FGIOENC. Please direct questions regarding encumbrances for requisitions and purchase orders to Purchasing at 348-5230 or the appropriate buyer.
  • Receiving should be promptly completed as items are received to ensure the expense is recorded in the fiscal year in which it is applicable and the encumbrance is released prior to year end.

Information and due dates for the fiscal year ending September 30, 2015, will be posted to the  Financial Accounting & Reporting website soon.

Thank you for your assistance in processing transactions in a timely manner!

Want Your Travel Vouchers Processed Quickly?

Follow the below tips to ensure that your Travel Voucher is processed AND PAID in the most efficient manner.

  • Submit your voucher on the proper form – In-State, Out-of-State, or International.
  • Include the name and address of the employee being reimbursed.
  • Include the CWID as the Banner Vendor Number.
  • Provide the purpose of the trip.
  • Include contact information of the person completing the voucher.
  • Make sure you’ve included the FOAPAL information.
  • Double check that you’ve included all required documentation.
  • Ensure the travel voucher is signed by the claimant and the approver prior to submitting to Accounts Payable.

Finally, please remember to print and submit the “Print” tab of the form rather than the “Input” tab of the form.  The “Input” tab does not include all necessary approval fields, so submitting only the “Input” tab will not provide Accounts Payable with all of the necessary information needed to process the voucher.

Want Your MDVs Processed Quickly?

Follow the below tips to ensure that your Miscellaneous Disbursement Voucher is processed in the most efficient manner.

  • Provide the name and address of the vendor to be paid.
  • Include the Vendor Number if you have it.
  • Don’t forget your contact information.
  • If the voucher has a deadline, please indicate by selecting “Y” in the Deadline Field.
  • Specify any special mailing instructions.
  • Please provide a detailed business purpose for the expenditure as well as a description of the good or service provided in the “Purpose or Description of Service” field.
  • Double check your FOAPAL information.
  • Make sure you’ve obtained the necessary approvals prior to submitting the MDV to Accounts Payable.

Finally, please remember to print and submit the “Print” tab of the form rather than the “Input” tab of the form.  The “Input” tab does not include all necessary approval fields, so submitting only the “Input” tab will not provide Accounts Payable with all of the necessary information needed to process the voucher.

Independent Contractor Update

There are two situations when an Independent Contractor (IC) form and a Professional Services Agreement (PSA) are not required.

The first situation is when the payment is being made to a business entity.  A business entity is defined in the Independent Contractor Policy as a Governmental Entity, Corporation, Partnership, or a Limited Liability Company that is classified as a Corporation or Partnership for tax purposes.  A business entity will have its own EIN and will not use a Social Security Number for tax purposes. While some type of contract should exist between the business entity and the university, it does not have to be a PSA.

Second, the IC form and the PSA  are not required when the agreement is for expense reimbursements only and no fee is paid.  In this situation, the expense reimbursements do require appropriate documentation in compliance with the UA Spending and Travel Policies.

Updated Travel Vouchers

When submitting travel vouchers for reimbursement, it is important to make sure to use the correct version of the voucher for the dates of travel.  The mileage rates change each year, and using an older form causes that amount to be calculated incorrectly.  We want to make sure that we are reimbursing travelers the correct amount due to them!

For your convenience, the In-StateOut-of-State, and International Travel Vouchers for 2015 are located on the Accounts Payable website.

Documentation Reminders

The following procedures should be followed when submitting documentation for Travel Vouchers, MDV’s, and Petty Cash Receipts.

Any documentation smaller than 8 ½” by 5 ½” (one-half page) must be taped (not stapled) to a piece of paper that is 8 ½” X 11″.

If the receipt is longer than 11”, cut the receipt in to segments that will fit on an 8 ½” X 11″ piece of paper.

The top and bottom must be taped down to ensure the documentation processes through the scanning equipment correctly.

Place tape carefully on the documentation, as certain types of ink disappear, when tape is placed on it.

Use only yellow highlighters. Highlight only what is necessary.

Thank you in advance for your cooperation.

Travel Voucher Signatures

Travel vouchers must be signed on the line marked “Signature of Claimant” by the traveler.  This signature acknowledges acceptance of the terms and conditions of reimbursement.  If a traveler pays reimbursable travel expenses for a fellow traveler, both must sign the travel voucher, certifying the payment arrangements.