Frequently Asked Questions
Q: Who should you contact with questions about the issuance of payments?
A: The Controller’s Office .
Q: When do we have to obtain W-9 forms and Vendor Surveys from vendors?
A: All new vendors are required to complete a W-9 form and vendor survey. This does not include employee or active student reimbursements or refunds to individuals. For more details please review the New Vendor Requirements Policy.
Q: Why is my vendor not approved?
A: For PO-related purchases, the W-9 and vendor survey need to be submitted to the Controller’s Office before approval. For Non-PO purchases, the vendor will be approved once the appropriate request for payment paperwork is sent to our office with the payment request.
Q: How long should it take to receive a payment once the request is submitted?
A: In most cases, you should allow a minimum of 7-10 business days. We do not issue same day payments. The University’s standard payment terms for trade suppliers is Net 30. You can find payment status by logging into the PeopleSoft Financials system and selecting: Accounts Payable>Review Accounts Payable Information>Vouchers>Voucher>and then entering the vendor number or voucher number. If you are inquiring about an employee or active student reimbursement please review the Instructions for Voucher Inquiry for Employee Reimbursements for search instructions. The payment schedule is: Checks - Monday and Wednesday, ACH - Tuesday and Thursday, Active Pay Credit Card payments - Wednesday.
Q: Do you make payments from statements?
A: Ordinarily, we only make payment from invoices. This is so that we have a detailed listing of all goods or services that were ordered. The exception to this rule is for companies that only send statements (i.e. utility companies, telephone companies, etc).
Q: How can I tell what my payment is for?
A: Please reference the invoice number on the remittance advice provided with your payment. Some common invoice prefixes are: “rfd” for refund, “serv” for service provided to the University, etc. Reimbursements for travel will have an invoice number that begins with the 2-letter state abbreviation (i.e. “FLXXXX” for Florida).
Q: I have a stale-dated check. What can I do to get it reissued?
A: Please contact Accounts Payable.
Q: When do I need a Certificate of Missing Document form?
A: You need to use a Certificate of Missing Document form anytime you do not have an original invoice. We cannot pay from a copy or fax less than 60 days old without it.
Q: How do credit invoices work?
A: The original invoice had to have been paid (or has to be set up for payment) before the credit can be taken. If the invoice was paid against a purchase order, the credit will go back to the speedtype, not the purchase order.
Q: What if I search for a supplier and it is inactive?
A: Go to Suppliers>Supplier Information>Add/Update>Review Vendors. Enter your information and search. Scroll to the right to see the status. Click on the “Additional Supplier Info” tab and the new ID will be listed under “AR Number”.
Q: What is the current mileage rate?
A: View current mileage rates.
Q: How do I obtain the University's Tax ID number?
A: Information concerning the University's tax exempt status is available on the Controller's website.
Q: What is GLACIER Tax Compliance System?
A: GLACIER is a secure on-line tax compliance system that collects tax related information from foreign individuals receiving funds from the University of Louisville. Login instructions will be e-mailed to the foreign payee so that he/she can enter their information directly into the GLACIER system. GLACIER will then determine residency status and tax treaty eligibility based on the information entered. The individual can then print all applicable tax forms from GLACIER, sign, date, and forward to Controller's Office staff for review.