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.

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
  • 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.