Accounts Payable

Business Operations is promoting the benefits of direct deposit for students, faculty, and staff. Sign up is easy. Click here for step-by-step instructions!

Announcements

Procurement Card Program Enhancements
The Office of Business Operations is pleased to announce enhancements to the University Procurement Card program:

• Cardholder on-line access is available through U.S. Bank AccessOnline allowing the cardholder to view card limits, statements, and new transactions
• A new on-line training course is available through UNI eLearning (log-in instructions can be found here)
• Cardholders can now initiate temporary card limit increases and make selected other changes using a new on-line Pro-Card Change Form

Short's Travel will no longer call or email for approval before authorizing travel bookings
The verification process in regards to booking travel will be changing. Short's Travel will no longer require approval before issuing a ticket, but rather notify approvers of tickets being purchased. Approvers have 24 hours to cancel any tickets.
Please click here for more details.

AP and Purchasing creates an Announcement Email List (12/8/10)

Payment Method for Copier Maintenance/Lease (12/14/10)

Changes or Errors in your Direct Deposit Information

Pro-Card Online Training

Pro-Card User's Manual - revised

Pepsi Contract FAQ

General Information

• Conflict of Interest Vendors
• Request for Payment Form
• Payment Processing Schedule
• Cutoff Dates for AP Close
• Supplier Setup Form & Instructions
• Supplier Form Additional Information
• Supplier Information Form FAQ's
• Honoraria Payments Procedures
• A Model Professional Services Agreement
• Research Participant Compensation Policy

Travel & Reimbursement

• Travel Guidelines
• Travel Reimbursement Form
• Travel Checklist
• Travel Authorization Form sample
• Travel Reimbursement Form sample
• 9.43 Reimbursable Expenses
• 9.45 Travel, Individuals Who Accompany
• 13.07 Entertainment of University Guests

Request for Payment

The Request for Payment form is used for processing vendor invoices, reimbursements to employees not related to travel, payments for honoraria or services performed by invited guests, and replenishing departmental reimbursement funds. It should not be used when an online requisition has been completed for the purchase.

Complete the form, after the goods or services have been received, using the original invoice from the supplier. A supplier number is required and can be obtained from Supplier Inquiry in Oracle. If the supplier is not in the Oracle database, have the vendor complete a Supplier Information Form and submit it to Accounts Payable with the Request for Payment.

• Request for Payment Form
• Completing a Request for Payment - Quick Reference Guide
• Completing a Request for Payment - detailed instructions
• Find Supplier Information - Quick Reference Guide
• View Invoice Status - Quick Reference Guide
• Honoraria Payments Procedures
• Replenishing Department Reimbursement Funds

Procurement Card

The Procurement Card is a VISA credit card, issued by US Bank/ Élan Financial Services showing the name University of Northern Iowa and the individual cardholder’s name. The Procurement Card is designed to provide a more efficient and cost-effective method for departments to purchase small dollar, commonly used items, specifically transactions less than $5,000.

The monthly credit limit will be determined by the department, Business Operations and the Procurement Card Company, based on departmental need. The maximum credit limit allowed per card will be $5,000, unless special approval has been obtained from the Purchasing and Payables Manager.

The card is a privilege granted to the individual by the University, so it is the duty of each cardholder to ensure the responsible use of University funds. The University will seek reimbursement for any inappropriate charges made to the card. Fraudulent or intentional misuse of the card will result in revocation of the card.

Procurement card transactions are audited by the Accounts Payable and Purchasing Services areas of Business Operations, and monitored by Internal Audit.

To apply for a University of Northern Iowa Procurement Card complete the Procurement Card Application & Agreement.  NOTE:  See back side of agreement for a list of items disallowed for purchase with the Procurement Card.

Questions regarding the program should be directed to Molly Rickert, Business Operations, ext 3-6448.

• Procurement Card Application & Agreement
• How to Complete Procurement Card Application for New Card or Changes
• U.S. Bank AccessOnline
• Pro-Card User's Manual
• Pro-Card Online Training
• Pro-Card Change Form
• Pro-Card Processing Form
• Pro-Card Processing Quick Reference Guide
• Major Areas to Review in Pro-Card Processing