Frequently Asked Questions

• View the vendor history information on FAIVNDH.
• Verify that paperwork has been routed through all appropriate areas and delivered to Accounts Payable.
• Allow at least 7-10 days for processing by Accounts Payable. During periods of unusually high volume processing time may be extended.
• If more than 7-10 days have elapsed since the voucher was delivered to Accounts Payable, email or contact Customer Service at 348-7377 for assistance.  

Submit a request by email.

Alternatively, you may request access to the Check Voucher Packs in OnBase for your Banner Orgs.  Submit requests via myBama using the OnBase New User Access Reqest in the OnBase Imaging box.  When submitting the request, please include all Banner Orgs to which you need access.

• Your direct deposit is transmitted to the University’s bank on the first business day after the date listed on your email notification. The University’s bank in turn transmits the direct deposit to your bank. Procedures may differ from bank to bank and could take one or more days to post to your account.
• Verify with your financial institution that the deposit has not been received from the University’s bank.
• If several days have elapsed and verification has been made with your financial institution, contact Customer Service by email or call 348-7377 for further assistance.  

Submit a request by email.

Submit a request by email.

• Consult E-Print for a listing of account codes.
• Contact Customer Service by email or call 348-7377 for further assistance.  

Consult the tax website.

Consult the tax website.

Forward contracts for signature to Contract Management.

• Payment via MDV requires receipts or invoices.
• Appropriate documentation required for reimbursement may include the following:
  • Receipts
  • Canceled check or imaged check copy from bank or online banking system
  • Customer copy credit card receipt.
  • Copy of bank statement plus carbon of check from checkbook
  • Credit card statement reflecting charges
  • Consult Accounts Payable for other acceptable forms of documentation

Refer to Prohibited Expenditures and Unallowable Entertainment in the UA Spending Policy for further information.

State law prohibits the use of University funds to purchase alcoholic beverages.  

 Refer to UA Spending Policy for further information.

Entertainment expenditures must be documented to show the following:

• Identification of the person or group to be entertained, including the relationship of the persons in attendance to the particular aspects of the University program that will be benefited. This information includes titles, committee names, the field of interest of the person or group being entertained, the reason for inviting the visitor(s) to campus, and other relevant details. If a small group is being entertained (10 or fewer), the names of all persons attending must be shown; for larger groups, only the name or names of the honored guest or guests must be indicated, with the number of persons attending.
• A statement as to the reason or purpose of the entertainment, including the purpose and benefits of the program to the University must be clearly indicated and understood by anyone outside the department reviewing the voucher. If the function that included the entertainment is held away from the University campus, an agenda for the function must be attached. If entertainment includes only UA employees, an explanation as to why it had to occur at breakfast, lunch, or dinner is necessary.
• The date and place of entertainment.  

Reimbursement for meals in excess of $25 per person requires a restaurant receipt that itemizes the food and beverages. Credit card slips are not acceptable documentation for meals in excess of $25 per person.  

• Prepare an MDV as usual, leaving the amount field blank and indicating payment type in the description portion of the MDV.
• A draft in foreign currency will be ordered and mailed to the vendor.
• The MDV will be processed for the US equivalent.  

Contact Customer Service by email or call 348-7377 for further assistance.  

Contact the appropriate buyer in the Purchasing Department for assistance  

• FAIVNDH:  This Banner screen can be used to research vendor payment history.
• FOIDOCH:  This Banner screen can be used to determine if a payment is pending due to receiving of goods.
• Contact Customer Service by email or call 348-7377 for further assistance.  

Email the request to Accounts Payable.

If the PO is still open, the credit memo will be applied to the PO and the original FOAP.  If the PO is closed but can be reopened, AP will do so and will apply the credit to the PO crediting the original FOAP.  If the PO is closed but cannot be reopened, AP will review and will do a manual credit entry to the PO and the original FOAP.  

Prior approval must be obtained for international travel.  Travel is considered international when it occurs anywhere outside the United States of America, the District of Columbia, Puerto Rico, or Canada.

Travel during sabbatical leave also requires prior approval from the Provost.

Deans and Department Heads may establish approval policies and procedures for accounts for which they are responsible; however, you must at least obtain approval of your immediate supervisor to obtain reimbursement of travel expenses.

The University of Alabama does not advance funds for travel expenses to its employees.

Contact Purchasing Card Services by email or call 348-5230 for additional information.

• Travel reimbursement from contract and grant funds requires a travel voucher signed by the principal investigator or project director officially responsible for the contract or grant account; this person may not defer this responsibility to anyone else. In addition, the travel voucher must be signed by the principal investigator’s or project director’s supervisor.
• If a University employee’s travel is funded by a contract or grant, that employee should obtain guidance from The University’s Contract and Grant Accounting office. Reimbursement will be made in accordance with The University’s travel policies.

• The University Purchasing Card should be used to pay for conference registration fees.
• If the conference does not accept credit cards, payment may be made by either UA check or by the employee.
• Conference registration fees paid by a participating University employee are reimbursable following the conference. To claim reimbursement, any conference brochures or other literature documenting the expense, a registration receipt, including dollar amount and method of payment, or other proof of payment must be submitted along with the travel voucher.  

• The University Purchasing Card should be used to pay for hotel deposits.
• Hotel deposits paid by a participating University employee are reimbursable following the trip. To claim reimbursement, documentation including dollar amount and method of payment, or other proof of payment must be submitted along with the travel voucher.

• The University Purchasing Card should be used to pay for airfare.
• In circumstances where the University Purchasing Card cannot be used, the airfare paid by a participating University employee is reimbursable following the trip. To claim reimbursement, documentation including a receipt must be submitted along with the travel voucher.  

• Business-related calls made during travel are reimbursable.
• Charges for safe charges, mini bars, movie rentals, bar/lounge charges, gift shop purchases, spa/fitness center fees, and many others are considered personal and are not reimbursable.
• Refer to the Out of Pocket Expenses and Prohibited Expenses in the UA Spending Policy for further information.

Receipts and other documentation of the total costs of the trip (including any prepaid expenses) must be submitted along with the travel voucher unless specifically noted in the UA Travel Policy as not required.

• For in-state travel, due to per diem regulations, each employee must file individual travel vouchers to obtain per diem. Any shared expenses are a private matter between the individuals traveling.
• For out of state travel, any shared expenses are a private matter between the individuals traveling.

Travel vouchers must be filed within 60 days of travel. Travel reimbursements submitted subsequent to 60 days after the completion of the trip will be treated as income subject to withholding according to federal tax regulations. (Federal tax regulations require that substantiation of the reimbursed expenses be made within a reasonable period. Under the IRS safe-harbor rule that period is 60 days.)

Contact Customer Service by email or call 348-7377 for further assistance.