Frequently Asked Questions - Accounts Payable

Yes, as of July 2019, UAccess Financials system enhancements implemented additional security features on the Disbursement Voucher to provide the same security as the Images tab. The advantage of attaching supporting documentation and/or forms (ICON, Substantial presence test, Subject Pay, etc.) is that it provides and inclusive audit trail of the expenditure of the Disbursement Voucher.

The original documentation for a Disbursement Voucher should be maintained in the department business office for 90 days or until the DV is in final status. Refer to the Notes and Attachment Guidelines for additional details on record retention requirements. Documentation attached to the DV should not be sent to Accounts Payable/Travel via mail or Accounts Payable Document Upload since this is a duplication of effort.

No, a DV Cover Sheet is no longer required, and due to the moratorium of UAccess Financials system changes we are unable to remove the link on the Disbursement Voucher.

There are two major causes of delayed reimbursements:

1. Obtaining online approval from the University employee validating the expense is accurate and a true University expenditure.
2. Missing documentation or clarification of business purpose for the expense and how it benefits the University. Please refer to the Business Purpose guide.

Employees seeking reimbursement for out-of-pocket expenses should monitor their UAccess Financials action list or email when the reimbursement is awaiting their approval.  VPN access is needed to utilize UAccess Financials and can navigate directly to the eDoc via their Action List or by a Document Search and entering the eDoc number in the Document ID field. Employees can then review the expense and supporting documentation and click approve.

Out-of-pocket expenses are discouraged whenever possible due to the personal liability and risk of not being reimbursed if the expense is unallowable or appears personal in nature. Proper purchasing methods (PCard, Arizona Buyways, Disbursement Voucher, or Purchase Order) should be utilized whenever possible, but emergencies may occur when no other option is available. Travel is an example of out-of-pocket expenses that are an acceptable reimbursement request.

Yes, as long as no other action has been taken. If the initiator of the eDoc can use the RECALL function to return the eDoc to their action list to make this change. If action has already been taken and the RECALL function is not available, the account number cannot be changed. Place a note on the DV and email accts_pay@email.arizona.edu requesting disapproval of the DV. Include the DV number and payee's name in your email.

Please review the AP Payment Reason Guidelines for detailed information on each Payment Reason Code.

If the Disbursement Voucher (DV) supporting documentation does not contain an invoice number, please refer to the Invoice Number Guidelines for specific instructions on creating an invoice number. AP reviews all invoice numbers and may modify based on appropriateness.

Electronic invoicing (e-Invoicing) is the delivery of invoices in an electronic file (cXML) format. These electronic files are submitted daily to the University of Arizona and uploaded into UAccess Financials where they generate PREQs that are routed to Fiscal Officers for approval. To view what e-Invoicing Venders are at the University, see e-Invoice Vendors.

Paper invoices for e-Invoice purchases are not created nor mailed to the University since the necessary information (i.e. items ordered, quantity and pricing) is available within the UAccess Financial system via the requisition (REQ) and purchase Order (PO). These are University vendors with contracted pricing and availability. If a paper invoice is required, please contact the vendor directly.

There are two types of Payment Requests (PREQ) generated in UAccess Financials as follows:

• A manually created PREQ is an eDoc generated by an Accounts Payable Financial Services Specialist when a paper invoice is received from a vendor for a Purchase Order.  The PREQ electronically routes to the fiscal officer for review and approval, and the invoice can be viewed via the images tab of the PREQ.
• An electronically created PREQ is generated when a vendor is approved by Accounts Payable to send invoices electronically via a daily file, and the quantity ordered, price, and tax allowance is an exact match with the Purchase Order. The PREQ does not have a paper invoice associated in the images tab of the PREQ.

An Electronic Invoice Reject Transaction (EIRT) is an Accounts Payable eDoc created from an electronic file received from the vendor that does not match what was ordered in the Purchase Order.  These eDocs require Accounts Payable intervention to work with the vendor and department to reconcile the discrepancy.  An example of an e-Invoice that would generate an EIRT would be if a Purchase Order indicates the purchase is taxable and the vendor is not invoicing the appropriate Arizona Sales Tax. Accounts Payable Specialists review these documents and settle discrepancies and manually generate a PREQ.

• Taxable items indicated as Tax Exempt
• Tax Exempt items indicated when they should be taxable
• Quantity and pricing discrepancies
• Duplicate shipments on the same Purchase Order
• Replacement Orders on the same Purchase Order

• The initiator of the PREQ is indicated as “kfs-sys-user”
• The Payment Request Cost Source indicator is listed as a “B2B Vendor”
• No invoice image of an actual paper invoice is available in the images tab

Arizona Buyways (Shop Catalog) vendors are primarily selected for e-Invoicing since they generally meet the mapping specification requirements for the UAccess Financial System.

An e-Invoice must pass a series of matching and validation criteria with the Purchase Order (PO) for the system to generate a PREQ.  This criteria ensures the vendor is only invoicing what was submitted by the department, via the Purchase Order agreed pricing and quantity.  Any discrepancies found during the matching and validation process will reject the e-Invoice and generate an EIRT.

No. Invoices associated with a Purchase Order must be sent directly to Accounts Payable for entry into the processing queue for timely initiation of the Payment Request (PREQ) in UAccess Financials. Departments may review the invoice and approve/cancel based on departmental activities. This requirement is to ensure University compliance, adherence to the terms and conditions of the Purchase Order and ensure institutional efficiencies.

When an invoice is received in Accounts Payable that requires departmental support on applying expenditures to the correct accounting line, the Payment Request (PREQ) will be initiated, placed in SAVED status, and ADHOC routed to the fiscal officer for accounting line guidance.

Delays are often identified when individuals with financial responsibility are not checking their UAccess Financials Action List for pending electronic documents awaiting their approval, when there are questions on the expense, or when Accounts Payable requests clarification on the business purpose for the expense.

There are multiple ways to verify a payment has been initiated by viewing the Purchase Order (PO) or the Payment Request (PREQ). On either document, navigate to the View Payment History tab where users can view all payments made specific to the PO. The PAID? field in the View Payment History tab will indicate Yes or No. If Yes, click on the Disbursement Info in the PDP Extract Date column for check, ACH number. If paid by Accounts Payable SUA Program no information will display and you will need to contact Accounts Payable. If the PAID? field indicates "No", the payment is being held for Net terms or an existing pending credit memo. Please contact Accounts Payable for additional information.

System functionality allows for auto approvals if no action taken based on the Purchase Order terms and conditions. Departments maintain the ability to set the “Payment Request Positive Approval Required’ indicator when creating a Purchase Order that will override any auto approvals of PREQ’s based on department requirements. This option may be established at the account level or Purchase Order level if disbursements should not be made without the fiscal officer approval.

It is always a good practice to attach the packing slip or any supporting documentation to validate receipt of goods/services for institutional record retention purposes as the official audit record of the expense.

Yes. For any purchase made online, please ensure the email is an actual receipt (not an order form or confirmation) and contains the same information as a traditional paper receipt.  At minimum, valid receipts contain the vendor’s logo or name, the payment method, a description of the product(s) or service(s) purchased, and the amount paid. See FSM Policy 9.10 Requisitions/Reimbursements

Yes. Best business practice is to ship items to a valid University address for business purposes.  An exception memo should be provided with the reimbursement describing why the items were shipped to a non-University address. Please note that tangible items are considered University property and additional clarification may be requested in some circumstances when items are shipped to a home address. See FSM Policy 9.10 Requisitions/Reimbursements

Alcohol may not be reimbursed with any University funds. See FSM Policy 9.10 Requisitions/Reimbursements

Yes, however, the alcoholic beverages and the associated tax and tip must be removed from the reimbursable amount. For assistance recalculating a receipt, use the Receipt Recalculator. See FSM Policy 14.13 Meal Reimbursement

Yes. Business related expenses may be reimbursed, age notwithstanding. However, reimbursements are either qualified or non-qualified under the Internal Revenue Service's Accountable Plan. (Treas. Reg. §1.62-2). After 90 days, a reimbursement becomes non-qualified and taxable. The taxation for non-qualified reimbursements is reflected on the employee’s wages. See FSM Policy 9.10 Requisitions/Reimbursements

Yes. Contact the vendor or establishment for a replacement receipt or invoice, write "Treat as Original" on the receipt, and it will be reimbursed in accordance with the Accountable Plan. If a copy cannot be obtained from the vendor, a credit card statement may be submitted for reimbursement (this will be considered a non-qualified and taxable reimbursement). See FSM Policy 9.10 Requisitions/Reimbursements

Yes. As supporting documentation, please submit a statement signed by a department business office representative (i.e.: business manager, fiscal officer, or accountant) that details the item(s) purchased. Non-itemized receipts are considered non-qualified and taxable under the Accountable Plan. See FSM Policy 9.10 Requisitions/Reimbursements

Accounts Payable uses the date on the receipt or the end date of travel (if on travel status) to determine whether an expense is qualified or non-qualified. Documentation that is received by Financial Services more than 90 days after the receipt date or end of travel date is non-qualified.

Examples:

• An airline ticket is purchased on March 1. The trip begins on May 1 and ends on July 1. This airline ticket receipt is received by Financial Services on July 11 for reimbursement. This is a qualified reimbursement in accordance with the Accountable Plan.
• A receipt dated August 1 received by Financial Services on December 1 is considered non-qualified in accordance with the Accountable Plan

See FSM Policy 9.10 Requisitions/Reimbursements

Yes. Submit a written statement explaining the extenuating circumstances of the policy violation that includes a corrective action plan and is approved by a department head or college dean/unit vice president (or designee). Please note that multiple exception requests from the same individual or department may be subject to additional review and approvals. See FSM Policy 9.10 Requisitions/Reimbursements

Provide the general business purpose or topic, location, a list of attendees, and each attendee’s relationship to the University of Arizona. Itemized receipts that delineate meals and drinks are also required. Please review the Business Purpose Guide for more event specific guidance. See FSM Policy 9.10 Requisitions/Reimbursements

Verify with your departmental business office that the appropriate financial process has been completed and supporting documentation has been submitted to Financial Services. Generally, Disbursement Voucher (DV) payments are processed for payment in order of receipt. For additional requests or assistance, please email accts_pay@fso.arizona.edu or call Accounts Payable at 520-621-9097.

Yes. Please indicate in the Notes and Attachments section of the eDoc that the check must be mailed via FedEx. Please reference the UAccess Financials account number that should incur the shipping charge.  Accounts Payable will attach the FedEx shipping tracking label to the eDoc once the check has been disbursed.

No. An active University of Arizona employee cannot be paid for services as an Independent Contractor. If an employee performs services in addition to a regular position, compensation must be processed on an additional position in the payroll system. See FSM Policy 9.12 Independent Contractor Services

Yes, but the student cannot be paid from Federal Work Study funds due to federal regulations. See FSM Policy 9.12 Independent Contractor Services

The State of Arizona has passed conflict of interest statutes to ensure that employees do not use their position with the State to benefit themselves or their relatives or to the detriment of the State. These statutes require that an employee disclose any full or partial ownership or other substantial interest that the employee or a relative of the employee has in any type of entity that does any manner of business with the University. See Conflict of Interest policy.

The correct object code selection depends on both the account and type of expenditure involved. Refer to Financial Management Object Codes for object code listings and descriptions. For more guidance, please contact your designated Fund Accountant.

Financial Services offers self-paced tutorials on several subjects. Refer to Training & Tutorials for information.

An IRS W-9 form, or University of Arizona substitute W-9 form, is required on file in Accounts Payable for annual 1099 reporting. The form provides vital information on the vendor to ensure the accuracy of our vendor file and is required when reportable payments are made such as, but not limited to, payment for services, rent, royalties, and other income.

Due to the sensitive data (Ex: Social Security number) collected on the W-9, it is preferred the vendor/individual directly uploads the form per the form instructions. Departments may collect and provide to Accounts Payable, for more information, visit https://security.arizona.edu/