There are two major causes of delayed reimbursements:
- Obtaining online approval from the University employee validating the expense is accurate and a true University expenditure.
- Missing documentation or clarification of business purpose for the expense and how it benefits the University. Please refer to the Business Purpose guide.
Employees seeking reimbursement for out-of-pocket expenses should monitor their UAccess Financials action list or email when the reimbursement is awaiting their approval. VPN access is needed to utilize UAccess Financials and can navigate directly to the eDoc via their Action List or by a Document Search and entering the eDoc number in the Document ID field. Employees can then review the expense and supporting documentation and click approve.
Please review the AP Payment Reason Guidelines for detailed information on each Payment Reason Code.
If the Disbursement Voucher (DV) supporting documentation does not contain an invoice number, please refer to the Invoice Number Guidelines for specific instructions on creating an invoice number. AP reviews all invoice numbers and may modify based on appropriateness.
Purchase Order Invoices
No. Invoices associated with a Purchase Order must be sent directly to Accounts Payable for entry into the processing queue for timely initiation of the Payment Request (PREQ) in UAccess Financials. Departments may review the invoice and approve/cancel based on departmental activities. This requirement is to ensure University compliance, adherence to the terms and conditions of the Purchase Order and ensure institutional efficiencies.
When an invoice is received in Accounts Payable that requires departmental support on applying expenditures to the correct accounting line, the Payment Request (PREQ) will be initiated, placed in SAVED status, and ADHOC routed to the fiscal officer for accounting line guidance.
Delays are often identified when individuals with financial responsibility are not checking their UAccess Financials Action List for pending electronic documents awaiting their approval, when there are questions on the expense, or when Accounts Payable requests clarification on the business purpose for the expense.
There are multiple ways to verify a payment has been initiated by viewing the Purchase Order (PO) or the Payment Request (PREQ). On either document, navigate to the View Payment History tab where users can view all payments made specific to the PO. The PAID? field in the View Payment History tab will indicate Yes or No. If Yes, click on the Disbursement Info in the PDP Extract Date column for check, ACH number. If paid by Accounts Payable SUA Program no information will display and you will need to contact Accounts Payable. If the PAID? field indicates No, the payment is being held for Net terms or an existing pending credit memo. Please contact Accounts Payable for additional information.
System functionality allows for auto approvals if no action taken based on the Purchase Order terms and conditions. Departments maintain the ability to set the Payment Request Positive Approval Required indicator when creating a Purchase Order that will override any auto approvals of PREQs based on department requirements. This option may be established at the account level or Purchase Order level if disbursements should not be made without the fiscal officer approval.
It is always a good practice to attach the packing slip or any supporting documentation to validate receipt of goods/services for institutional record retention purposes as the official audit record of the expense.