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 (firstname.lastname@example.org). 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.
Yes, on the Paid Voucher Report (APU111OS). This report can be generated through the eReports Portal.
Internal Vendor: Your bank will return the payment amount to the university. You will need to submit a change of bank account through Employee Self Service. 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 Vendor: Your bank will return the payment amount to the university. You will need to contact Vendor 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.
If the department has an invoice that requires payment in foreign currency, send a Foreign Draft Request Form and the invoice to Accounts Payable indicating the currency type, amount to be paid, Purchase Order number, and chartfield information, i.e., Org, fund, account, and other optional chartfield segments, if used.
If the department does not have an invoice, send a Foreign Draft Request Form to Accounts Payable with the same information.
Do not process via the Payment Request Entry Page "PREP".
Contact Vendor Maintenance at BF-PRSM-WEBFORM@osu.edu 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 business units (University, OSURF and Medical Center)?
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 on a nightly basis. 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 vendor is inactive. The vendor is an ex-employee. What do I need to do?
This individual is now a non-employee vendor and a new vendor record should be created for them. The employee vendor should not be used. Follow the vendor maintenance procedures detailed on Purchasing to add the new vendor.
This option is not available at this time.
Ohio State customers can view the status of an invoice by running the "Paid Voucher Report" and "Unpaid Voucher Report" via eReports or through the Procurement Inquiry pages in the PeopleSoft Financials 8.4 system. If the information cannot be found there, contact Accounts Payable at (614) 292-6831.
Employees (including students) are automatically established as vendors in the Accounts Payable system. This means that you will no longer need to initiate a vendor file creation request for employees. In addition, you will no longer have to submit employee home address information on payment requests as this data is being provided from the Human Resources system on a nightly basis.
Please note that it will be necessary to continue submitting the Add/Change Supplier form to Purchasing as well as the appropriate Accounts Payable Compliance Form for non-employee vendors.
I have a payment for an employee who terminated or retired. Will their payment be distributed as a direct deposit?
Terminated and retired employees will remain active in the vendor file in the Financial system for up to 95 days from the effective date of their termination/retirement. If the employee had been on direct deposit for their pay, then yes, their payment will be distributed as a direct deposit.
This option is not available at this time.
Invoices are scanned and imaged by central Accounts Payable, and are available online in PeopleSoft Financials or through the Office of the Controller website "View Invoice". You must log in with your OSU name.# and password.
All employee payments through Accounts Payable, including travel reimbursements, are distributed as direct deposit, provided the employee has elected direct deposit for payroll.
A vendor must to be created by completing a Purchasing vendor maintenance request and by submitting an OSU Vendor Setup Form. In the comments field please indicate that this is for a reimbursement only. The department must submit the necessary travel reimbursement form.
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.
No, employee payments issued through the Accounts Payable system are not related to payroll expenses. The Check/Direct Deposit report lists only payroll expenses.
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.
Is there any difference in the direct deposit process if the expenses for a travel reimbursement are being shared across business units?
No, there is no relationship between direct deposit and the chartfield used to expense the reimbursement.
A vendor must to be created by completing a Purchasing vendor maintenance request and by submitting an OSU Vendor Setup Form. Comments should include that the work will be performed outside the US. The department must complete a Payment Request Form and send it to Accounts Payable.
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.