Category: News


Uber, an on-demand ride-sharing service, is gaining popularity and momentum across the U.S. as an alternative to traditional taxi services. If you are traveling to a city were Uber operates, you can simply use the Uber App (available for iOS, Android, Windows and Blackberry devices) to request a ride and pay for your ride using a credit/debit card.

Before using this service, an Uber account will need to be created. If traveling for University business and paying for this service using your P-Card or seeking reimbursement through a Travel Voucher, you should create a Business Profile. To do so, select “Settings” then select “Profiles” within the app. When you create a business profile, you’ll be prompted to associate a business email address and credit card. Trips taken on your business profile default to this credit card, and all trip receipts are sent to your business email. These receipts will need to be included with the p-card packet or reimbursement request.

Please note that Uber fares are based on supply and demand and are typically more cost-effective than taxis, but not during peak or high-activity times. If you have any questions, please feel free to contact P-Card Services or Accounts Payable.

Sam’s Club Purchases

Sam’s Club has recently started accepting Visa credit cards as a payment method. As such, Accounts Payable will no longer provide Wal-mart Credit Cards for Sam’s Club Purchases. Departments should now use a University P-Card for these purchases. As a reminder, the UA Membership with Sam’s Club is intended for departments to purchase food items. Non-food items require pre-approval by a buyer in the Purchasing Department.

Departments should continue to pick up the Sam’s Club UA Membership Card from the front desk of Procurement Services in the South Lawn Office Building at 1101 Jackson Avenue, Suite 3000, Tuscaloosa, AL 35401 between the hours of 8:00 -12:00 and 1:00 – 4:30. The membership card must be returned to Procurement Services within 48 hours of checking out. For more information, please see the Sam’s Club Purchases webpage.

Please be aware that Sam’s Club may require your assigned PIN number. Please see the P-Card website for more on how to use your PIN number.

Are Accounts Payable and Financial Accounting in the same location?

Not anymore! Accounts Payable and Financial Accounting work very closely together, but we are no longer physically located together. To ensure documents are processed in a timely manner, please direct them to the applicable areas.

Accounts Payable Financial Accounting
Purchase Order payments
Travel Vouchers
Journal Vouchers
Box 870137 Box 870136

If you have an Accounts Payable voucher that is time sensitive, please hand deliver directly to the South Lawn Office Bldg at 1101 Jackson Avenue.

Review and Approval of Sponsorships

Please remember to submit your sponsorships to Accounts Payable for review and approval prior to entering into any sponsorship agreements. Many UA departments sponsor events, organizations, and activities where a mutually beneficial relationship exists. For these sponsorships, Accounts Payable will review the purpose of the sponsored entity, the business purpose for the sponsorship, and the benefits UA will receive, either directly or indirectly. Please also include any available sponsorship agreements or invoices with your information for review. Remember if the sponsorship agreement includes a line for a UA signature, the agreement will have to be reviewed by Contract Management as well. Please submit all sponsorships for approval to Mary Katherine Poole.

New Account Code for Spousal Travel

Accounts Payable has added a new account code in Banner to account for Spousal Travel.  The new Spousal Travel Account Code is 72350.  This code should be used for allowable travel for spouses or companions under the UA Travel Policy – Section 2.8.4. Spousal Travel.

Don’t Forget

When submitting Travel Vouchers and Miscellaneous Disbursement Vouchers, please remember to include your complete FOAPAL on the voucher.  Always include your Fund, Org and Account Code in order to expedite your payment.  Also remember to include your contact information on the voucher to ensure we can contact you quickly and easily with any questions.

New Mileage Rate and Updated Travel Vouchers

Effective January 1, 2016, the mileage rate paid to persons traveling in privately owned vehicles on official business for the state will be 54 cents per mile (down from 57.5 cents in 2015).  The mileage rate for moving will be 19 cents per mile (down from 23 cents in 2015).

In order to reflect the new rates, Accounts Payable has developed new In-State, Out-of-State, and International Travel Vouchers for 2016.  The updated Travel Vouchers are effective for any travel occurring on or after January 1, 2016.  Please use the 2015 version of the vouchers for any travel prior to January 1, 2016.

The updated mileage rates and travel vouchers are available in the forms section on the Travel Portal.  If you have any questions regarding the new mileage rates or the updated vouchers, please contact Accounts Payable Customer Service at 348-7377.

Customer Service Email

Accounts Payable has a new Customer Service email address!

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.