Accounts Payable utilizes multiple methods to ensure payments are as efficient and timely as possible. The payment methods below are listed in order from most to least cost-effective for the University. However, our team will always choose the best method for payment based on details provided by the campus business unit. Decisions are made prior to finalizing the eDoc in UAccess Financials.
University PCard Program
This payment mechanism is the most cost-effective for the institution and is highly recommended to avoid out-of-pocket expenses for employees and timely receipt of tangible goods. Daily PCard transactions are recorded in UAccess Financials via a PCDO (PCard document) and require a University business purpose, as well as review by the PCard holder, reconciler, and approver. Appropriate supporting documentation should also be included within the PCDO to support the expenditure. Click the button below for more information.
Single Use Account (SUA) Program
The Single Use Account (SUA) program is designed to pay vendors daily via a credit card and may be utilized to prepay for lodging, foreign software, and other expenses not typically allowed on the PCard Program. This payment method requires a Disbursement Voucher OR Payment Request in UAccess Financials to generate the credit card, which will then be provided to the department to make the payment via an online portal or direct contact with the vendor. Click the button below for more information.
Automated Clearing House (ACH)
ACH is an efficient method of payment to employees and vendors since it is an automated electronic process where a file is delivered to the University's banking partner for timely processing. ACH payments are only issued on Tuesdays and Thursdays except for University holidays, University Closure, and Fiscal Year-End; however, Accounts Payable may issue ACH payments on a select business day based on specific business needs of the institution.
- Financial aid ACH payments are processed daily for students.
- Employee ACH records are delivered from UAccess Employee to UAccess Financials via a nightly batch process, based on information provided by the active employee. If the employee is inactive in UAccess Employee, they must be established as a vendor in UAccess Financials to receive payment.
- Vendor ACH information is obtained by Accounts Payable after the vendor is established by the business unit in UAccess Financials via an ACH Authorization Form, which authorizes the University to deposit funds into the vendor's account.
NOTE: To avoid fraudulent activity, Accounts Payable does not publish the University ACH Authorization Form.
Physical checks are only issued on Tuesdays and Thursdays except for University holidays, University Closure and Fiscal Year-End. On occasion, Accounts Payable may make the determination to issue checks on a select business day based on specific business needs of the institution. Physical checks are the last resort payment method since there are significant costs for the printing and distribution of physical checks.
- Enclosures: Payment remit stubs for select utility and freight payments such as Southwest Gas and Qwest are always included with the check to the vendor. Other enclosures are emailed to the vendor to ensure the vendor applies the check properly. Sending enclosures with a check is highly discouraged. We encourage you to utilize the "check stub text" on the eDoc to provide the vendor with additional details on the payment to avoid sending an enclosure with a physical check whenever possible.
- Picking up checks: Rather than picking up a physical check, Accounts Payable can FedEx a check on behalf of a department utilizing that department's FedEx account. In addition, Accounts Payable can include documents with the check when prompted by the notes on the eDoc. Physically picking up checks is restricted only to significant business purposes, which must be approved by Accounts Payable prior to finalizing the eDoc and requires a scheduled appointment. To pick up a check, departments must send a request along with the business purpose to email@example.com to obtain approval. Checks not picked up within 48 hours will be cancelled.
Domestic Wire Transfer
Domestic wire transfers are processed within one business day of the final approval of the eDoc in UAccess Financials. The department's UAccess Financials account will incur a $15 wire transfer fee that is assessed upon approval. Wire transfer times may vary depending on designated banking industry cut-off times, federal regulations, as well as weekends and bank holidays.
To initiate a wire transfer via a Disbursement Voucher, select W-Wire Transfer for Payment Method in the Payment Information tab, and complete the Wire Transfer tab with the payee details. Payment Requests are initiated by Accounts Payable, who will determine if a wire transfer is required based on information provided on the invoice or vendor file.
International Wire Transfer
International wire transfers initiated by the University may require between 1-5 business days to be delivered to the payee based on the banking institution receiving the wire and their internal processes. International wire transfers are processed within one business day and incur a $15 wire transfer fee upon approval of the eDoc in UAccess Financials. The following information is required in order to complete a successful international wire transfer:
- The recipient's full name (as it appears on their account) and contact information
- The recipient's bank account information
- IBAN if required by receiving country's bank
- CLABE if going to Mexico
- IFSC if going to India
- The recipient's bank SWIFT/BIC code (all international and foreign currency wires)
- The recipient's ABA number (domestic wires only)
- The Institutional/Transit number if required by receiving country's bank.
- Intermediary bank information for all US dollar wires sent out of the country.
Additional information may be needed depending on the country the wire is being delivered to and/or the receiving bank requirements. Please contact firstname.lastname@example.org with the vendor number and a valid email contact and Accounts Payable will send the vendor a Wire Transfer form to collect the information required for the wire transfer.
NOTE: To avoid fraudulent activity, Accounts Payable does not publish the University Wire Transfer Form.
What is a SWIFT/BIC code?
A SWIFT code or bank identification code (BIC) identifies the bank that will be receiving the wire transfer. You will need a SWIFT/BIC to send international wire transfers.
What is an IBAN?
An IBAN, or International Bank Account Number, identifies specific bank accounts at international banks. Depending on the country, we may ask you to provide an IBAN when you send an international wire transfer.
What fees are involved to send a wire?
- The department sending the wire transfer is charged a $15 fee to cover the cost of the banking fees incurred by the University banking partner. This fee is assessed when the eDoc is in final status and appears on the account associated with the eDoc.
- The payee may experience a fee charged by the bank upon receipt of the wire.
- If the transfer is sent via the SWIFT system, as most international wire transfers are, there may be up to three different intermediary banks, and each one of these banking institutions, may deduct their fee from the wire transfer.
- Foreign exchange rates can often range from 4-6% of the additional costs to the institution.
- If the wire transfer is returned the department/payee may be responsible for any additional fees associated with the returned wire.
International Draft Payments
An international draft is a paper check created in the foreign currency required to a foreign entity. These may be sent via FedEx if a valid street address is provided. If a physical street address is not provided and only a PO BOX is available, the paper draft will be sent via USPS. International drafts are sent directly from the University's banking institutions based on information provided by Accounts Payable. Paper foreign currency drafts are processed within one business day and will incur a $5 fee that is assessed upon approval of the eDoc within UAccess Financials. Even though foreign drafts are a valid option, they are not as secure as a wire transfer when banking information is available from the payee.