Accounts Payable FAQs
Financial Aid Checks: Contact Financial Aid at 786-1253, or visit them at http://www.uaa.alaska.edu/financialaid/index.cfm
Questions about your Student Account: Contact Accounts Receivable at 786-1459 or visit http://www.finsys.uaa.alaska.edu/acctservices
Tuition Refund Information: Tuition refunds are handled by Accounts Receivable. Contact Accounts Receivable at 786-1459 or visit http://www.finsys.uaa.alaska.edu/acctservices/refunds.htm
Petty Cash Reimbursements: Petty Cash Vouchers are pre-numbered, and are available only from the Cashiers at Accounting Services in University Center. The forms are not available on-line. Cashiering can be contacted at 786-1458.
Petty Cash Funds: Departments wishing to establish a petty cash fund should contact Martha Nelson, Accounts Payable Manager, at 786-1446.
Creating a Requisition for a Purchase Order: If you are experiencing problems while creating a requisition on Banner, contact Brian deZeeuw at 786-4686.
If you have already created a requisition but have a question about changes to the Purchase Order connected to it, contact Procurement at 786-6500 or visit http://www.procurement.uaa.alaska.edu.
Electronic Forms: Direct Pay forms, Employee Reimbursement Request forms, and Authorized Signature Card forms can be found at http://www.finsys.uaa.alaska.edu/businessservices/processi.htm
W-9 Forms: A W-9 form is required for processing payments to all vendors, including persons receiving honorariums, and payments for performances, prizes and awards. No payment can be processed until Procurement receives a completed W-9 form. W-9 forms may be obtained from: http://www.irs.gov/pub/irs-pdf/fw9.pdf
Lost Check / Stop Payment for Vendor Checks: Stop Payment Fee: $15, chargeable to the department asking for the payment to be stopped. To request a stop payment on a check, contact Accounts Payable at 786-1445.
No stop payments will be processed for amounts less than $50; the check will simply be re-issued.
Please note that the stop payment process is not instantaneous. Your request must first go to Statewide before it is processed by the bank.
Lost Check – Payroll: Contact Payroll in Human Resource Services at 786-4608.
Has my vendor’s check been printed yet? You can look in Banner to see if the check has been printed. Go to FOIDOCH, enter the PO number, control-page down, and if the check has been printed, information will appear in the box entitled “Check”.
If there is no information in the “Check” box, but there is information in the box entitled “Invoice” then the check has been created, but not printed yet. To see when the check is scheduled for payment, click on the invoice number in the Invoice box. Next, select Invoice Information in the left hand column, control-page down, and look about ¾ of the way down the middle of page and you will find “Payment Due”, which is the date the check is scheduled to print.
Original Invoices vs Copies of Invoices: Accounts Payable prefers to issue payment from the vendor’s original invoice. We can also accept a copy of the invoice faxed or e-mailed directly to accounts payable from the vendor.
The only time we accept a copy of an invoice faxed to us from the department is when we are obtaining payment approvals.