Accounts Payable FAQ
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Why are payments issued through Accounts Payable processed as an ACH deposit instead of a check?
ACH deposit is a safe and convenient method for issuing payments to individuals that significantly reduces the time delay between approval and processing of the payment. In addition, use of ACH deposit reduces the University's risk of theft by eliminating the need for manual check handling and errors in the employee mailing addresses.
When I receive a payment through Accounts Payable, will I receive a notification?
Yes, you will receive an e-mail notification from Accounts Payable when the payment has been processed. The email will be sent to your OSU internet email account (name.#@osu.edu). The email will provide you with the dollar amount of the payment and the date it was submitted to your bank. There will be an Excel spreadsheet attached to the email that itemizes the payment information.
What does the email notification look like?
From: APNotify@osu.edu
Sent: Tuesday, November 28, 2017 9:55 AM
To:
Subject: Electronic Remittance from the Ohio State University
A disbursement has been processed from OSU and will be deposited directly into your bank account.
Total amount submitted:
Date Processed
The attached file is provided for your information UNIV_00000XXXXXXXXXXXXXXXX.csv. Open this file to bring up an Excel worksheet which provides supporting detail of the specific transactions included on this payment.
If you have further questions, please contact:
Accounts Payable
The Ohio State University
Stores Bldg. Room 120
2650 Kenny Rd.
Columbus, Ohio 43210
Phone: 614 292-6831
Fax: 614 292-2294
Email: apcustomerservice@osu.edu
How long will it take for my payment to be deposited into my bank account?
You should allow at least 3-5 business days for your bank to deposit the payment into your account from the time you receive the email confirmation.
Who should I contact with a question concerning where my payment was deposited?
Contact the Accounts Payable office at 614-292-6831 or send an email to apcustomerservice@osu.edu.
If I am expecting more than one payment, will these be rolled together into one deposit into my bank account?
Yes, if all of the payment information is submitted, approved and processed at the time same. The Excel spreadsheet attached to the notification email will itemize the payment information.
Is there a report that will list these payments?
Yes, using the Workday report "Find Payments."
Supplier Payment view access is controlled by Workday security roles. If you are unable to locate a payment, please reach out to AP Customer Service.
What if my bank account is closed when my payment reaches my bank?
Internal Supplier: Your bank will return the payment amount to the university. You will need to submit a change of bank account through Workday. Contact Payroll at 614-292-2311 for specific instructions on how to expedite this process. Accounts Payable will be able to reissue the payment after the change has been processed and confirmed.
External Supplier: Your bank will return the payment amount to the university. You will need to contact Supplier Maintenance for instructions on how to update the bank account information.
Will this payment be included in my Form W-2?
The Form W-2 includes salary and wages issued through payroll. As this payment is through Accounts Payable and not Payroll, it is not reported on the Form W-2; however, depending on the reason for this payment, you may receive a Form 1099-MISC.
How do I pay for an honorarium or for services which are performed by a non resident alien while in the US?
Refer to the Administrative Resource Center (ARC) for the related job aids.
Contact Supplier Maintenance for appropriate documentation and taxes. Contact AP Customer Service if you have additional questions.
What if a non resident alien chooses not to complete the Glacier System questionnaire?
AP will be required to withhold 30% for tax from payments for honoraria or services.
Once a non resident alien has completed the Glacier System, what is the next step?
A non resident alien needs to print out the forms as specified in Glacier, sign them and mail them to the address indicated.
When can a non resident alien expect payment?
Payment will be made in five to seven days after all paperwork is received in Accounts Payable.
How do I pay an invoice in foreign currency?
If the department has an invoice that requires payment in foreign currency and is to be paid via wire, send an AP Wire Request form and the invoice (if present) to apbanking@osu.edu.
Contact AP Customer Service with questions.
I have a Flexible Spending Account (health care and/or day care) and receive a reimbursement for that? Will that reimbursement be deposited directly into my bank account?
No, this reimbursement is not issued through Accounts Payable.
Does the direct deposit of payment affect all companies (University and Health Systems)?
All employee payments, including travel reimbursements will be distributed as direct deposit. All employee payments, including travel reimbursements will be distributed as direct deposit.
How can I change the bank account where my payment will be deposited?
Submitting changes to your bank account can be done through your Workday worker profile.
I have indicated "Hold for Pick-up" on the reimbursement request in the Travel system. How will this impact the employee who has direct deposit?
The "Hold for Pick-up" designation will not be effective for employees who have direct deposit. The same is true for the "Mail" designation.
What if I do not have direct deposit for my paycheck, how does this affect my payment?
The University encourages all employees to utilize direct deposit, when possible. If however, you have elected to receive a paper check for your pay, you will also receive any Accounts Payable payments via a paper check mailed to your home. You will not receive an email confirmation.
How frequently does the Accounts Payable system receive employee updates from the Human Resources system?
Updates occur immediately. Updates include new employees, name and address changes as well as bank account changes.
I have employees who regularly travel and receive a cash advance. Is this issued as a paper check or direct deposit?
If the employee has direct deposit of their pay, then the cash advance will also be issued as a direct deposit. Employees who receive a paper check for pay purposes will also receive a paper check for reimbursements, including any cash advance.
I'm trying to create a Req/PO and the supplier is inactive. The supplier is an ex-employee. What do I need to do?
Please refer to the Supply Chain section in the Administrative Resource Center (ARC) for the related job aids.
Can I designate a different bank account for my payment other than the one used for my pay?
This option is not available at this time.
How do I check on the status of an invoice?
Please see Invoice and Payment information on the Accounts Payable website.
I have not accessed my OSU email account before. Where do I start?
Instructions for activating your Ohio State email account are available on the OCIO help pages or by calling 8-HELP.
I have a payment for an employee who terminated or retired. Will their payment be distributed as a direct deposit?
Contact Payroll for questions.
Am I allowed to receive a check in lieu of direct deposit for my payment?
This option is not available at this time.
How do I get copies of invoices?
Invoices are scanned and imaged by central Accounts Payable, and are available online in Workday.
Refer to the Invoice and Payment information on the Accounts Payable website.
What employee payments are issued as a direct deposit?
All employee payments through Accounts Payable, including travel reimbursements, are distributed as direct deposit, provided the employee has elected direct deposit for payroll.
How do I reimburse a non resident alien for travel expenses?
Refer to the Administrative Resource Center (ARC) for the related job aids.
Contact Supplier Maintenance for appropriate documentation and taxes. Contact AP Customer Service if you have additional questions.
If I process a payment for a student who is employed in a different department, will the payment be submitted as a direct deposit?
Yes, as long as the student is active in the Human Resources system and receives their pay as a direct deposit, then his or her payment will also be distributed as a direct deposit.
What if I do not have an email account?
If you do not have an active Ohio State email account, you will not receive an email notification; however, the payment will still be directly deposited into your bank account.
How do I pay or reimburse a non resident alien for work performed outside the US?
Refer to the Administrative Resource Center (ARC) for the related job aids.
Contact Supplier Maintenance for appropriate documentation and taxes. Contact AP Customer Service if you have additional questions.
Do students who are employed have payments distributed as a direct deposit?
Yes, hourly and monthly paid students who are active in the Human Resources system are established as vendors in the Accounts Payable system. If the employed student receives his or her pay as a direct deposit then his or her payment will also be processed as a direct deposit and will receive the email notification. Students who receive a paper check for their pay will receive a check mailed to their home address.
If my pay is deposited into multiple accounts, will my payment be deposited the same way?
The Accounts Payable system provides for only one bank account so each employee payment will be deposited into a single bank account. If you have multiple direct deposit accounts for your pay, your payment will be deposited in the account you have designated as receiving your remaining balance, also referred to as your "balance account".
Can a non-employee have payments deposited directly into their bank account?
Yes, non-employees who will receive on-going payments can be set up to receive electronic payments. Contact the Accounts Payable office at 614-292-6831 to obtain the appropriate form. This is not available for one-time or infrequent payments.