Accounts Payable FAQs
General/Departmental FAQs:
Q: Who should I contact with questions about the issuance of payments?
A: Please click here to contact Accounts Payable.
Q: Can a department make a payment from a statement?
A: No. Accounts Payable will only process payment from invoices, a record is required for all goods or services ordered.
- The ONLY exception to this rule is for companies that only send statements (i.e. utility companies, telephone companies, etc).
Q: How can I check on the status of a payment after it's been submitted?
A: COMING SOON!
Q: What do I do after I receive a Purchase Order (PO) via email?
A: COMING SOON!
Q: How long does it take to receive a payment?
A: Please allow a minimum of 7-10 business days for a check and up to 5 business days for ACH/EFT. We do not issue same day payments. The University’s standard payment terms for trade suppliers is Net 30 from invoice date.
- Example: If invoice is dated 8/1/22 and is submitted by the department on 8/10, it will go through the approvals process, which could potentially take a few days for the different areas required to review. If the same invoice is not entered until 8/20 and approved by various areas until 8/29, the payment may still require 7-10 business days and will be past the Net 30 from invoice date.
Q: How can I tell what an Accounts Payable departmental charge is for on my program?
A: COMING SOON!
Q: I received a check from the Office of the Controller and do not know what it is regarding, who can I contact?
A: Please contact Accounts Payable via email or call (502) 852-6164. Please let us know the voucher number on the remittance advice provided on your payment and check date.
- If invoice number begins with rfddent; it pertains to a reimbursement from the UofL School of Dentistry. Someone in your household had service done at some point and this is a reimbursement for the service. For more information, you can contact the School of Dentistry directly.
Q: I have a stale-dated check. What can I do to get it reissued?
A: Please click here, fill out and submit form.
Q: How do credit invoices work?
A: COMING SOON!
Q: What is the current mileage rate?
A: View current mileage rates.
Q: How do I sign up for Swift Prepaid Card training?
A: Please click here to request access for the Blackboard training course. Please click here for additional information on Swift Prepaid Cards.
Q: How do I obtain the University's Employee Identification number?
A: Please click here to view the University's W-9 (requires ULink login).
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 they 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 email to Accounts Payable or mail directly to:
2215 S. Brook Street
Attn: Accounts Payable
Louisville, KY 40292
- If an employee, they can email Payroll Services their documents or mail to address above, but to Attn: Payroll Services.
SUPPLIER FAQs
Q: Do I have to obtain W-9 forms for suppliers (vendors)?
A: No. All suppliers must go through the self-service Supplier Registration process; department must submit form to initiate the registration process. Suppliers will submit appropriate documents electronically.
Q: Why has a supplier not been approved yet?
A: A supplier must go through the online self-service Supplier Registration process which is required (submitted by a UofL department: form). After a supplier has completed registration, they will receive a system-generated email with any additional steps. Please allow at least 5 business days for Accounts Payable to review. If something is incomplete for online registration, a representative will reach out to supplier, which may take more time to finalize registration.
Q: What if I search for a supplier (vendor) and they have a Status of “Inactive”, can we re-activate them?
A: No. A supplier cannot be re-activated and must go through the onboarding process again. The department will need to submit a new request for New Supplier Onboarding, which requires the supplier name and e-mail address and supplier must then re-register. We advise that the department requesting services, confirms the supplier is set up and active in the system prior to requesting services.
Q: What if an "active" supplier has profile changes, will a new supplier number be created and how do they make changes?
A. COMING SOON!
Q: My registration was denied. Why?
A: According to our records, a supplier with the same identifying information already exists in our system or you have received a paycheck from the University within the same calendar year you are trying to register. To discuss further, please email Accounts Payable.
Q: What is the supplier number?
A: The supplier number is a unique number from our supplier master file that allows us to identify all your activity with the University. This ID number will be provided at the time your request is approved via email, and it will also be included in email remittance advices.
Q: My registration was sent back for more information. Why?
A: There could be a few reasons why it was sent back, please see below for some possibilities:
- W-9 was not complete, signed, or attached.
- W-9 didn’t upload, not legible, or couldn’t open.
- Tax Identification Number did not match IRS records.
- Different Tax Identification Number was provided on registration request and W9 Form.
Q: When can I expect full payment?
A: Please contact the department who requested your services with the University. The department will know if they submitted the invoice for processing and can view if it received all the approvals for processing by Accounts Payable.
Q: What is the payment schedule for suppliers (vendors)?
A: Please review the Accounts Payable Payment & Processing Schedule.
- ActivePay Credit Card Payments: Wednesday
- ACH & CCD Payments: Thursday
- Check Payments: Friday
Q: I do not remember my User Name and/or password. What do I do?
A: Email Accounts Payable so that we can reset your information.