Accounts Payable FAQ
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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.
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 (email@example.com). 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.
Sent: Tuesday, November 28, 2017 9:55 AM
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:
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:
The Ohio State University
Stores Bldg. Room 120
2650 Kenny Rd.
Columbus, Ohio 43210
Phone: 614 292-6831
Fax: 614 292-2294
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.
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.
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.
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.
AP will be required to withhold 30% for tax from payments for honoraria or services.
A non resident alien needs to print out the forms as specified in Glacier, sign them and mail them to the address indicated.
Payment will be made in five to seven days after all paperwork is received in Accounts Payable.
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.
All employee payments, including travel reimbursements will be distributed as direct deposit. All employee payments, including travel reimbursements will be distributed as direct deposit.
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.
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.
This option is not available at this time.
This option is not available at this time.
All employee payments through Accounts Payable, including travel reimbursements, are distributed as direct deposit, provided the employee has elected direct deposit for payroll.
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.
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.
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.
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".
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.