Accounts%20Payable

1
Accounts Payable

• Procurement-To-Pay
• Tutorial

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What we do

• Expenditure Review
• Department/Vendor Relations
• Voucher Processing
• Payment Processing
• Audit
• -1099 Reporting
• -Duplicate Transactions
• -Stale-dated Payments
• Document Imaging
• Forms Distribution
• Limited Purchase Orders
• Limited Purchase Checks
• Campus Orders
• Campus Order Processing

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Agenda

• Course Objectives
• Limited Purchase Order
• Limited Purchase Check
• Check Request
• Additional Resources

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Course Objectives

• After this course, participants will be prepared
  to
• Properly use Limited Purchase Orders, Limited
  Purchase Checks, and Check Requests to make a
  payment
• Prepare these procurement documents so that
  Expenditure Review is expedited

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University Policies and Procedures
University Policy and Procedure provides
guidelines for small dollar purchases. You are
responsible for following these policies when you
purchase supplies. The Purchasing Department
maintains contracts with many suppliers for the
kinds of merchandise you need. In addition to
University contracts, the state has contracts
that are available for your use. Using these
contracts could mean substantial savings. Please
view http//www.generalservices.utah.gov/statewid
econtracts/Contracts.aspx for additional
information or call the Purchasing Department to
speak with the appropriate buyer for help with
identifying these sources. A part of your
purchasing responsibility includes compliance
with the Universitys policy governing Small,
Minority and Woman-owned Businesses (See
University Policy Procedures 4-1IV.D.4). A
complete listing of Utah Minority and Woman-owned
companies is available at http//www.usdcutah.com/
am.html or from the Purchasing Departments
Small Business Liaison (581-8477) . Contact the
appropriate buyer in Purchasing for
commodity-specific information.
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ReferencesProcurement Options Chart

• A chart named Preferred Methods of Procurement
  can be accessed via the Accounts Payable website
  under AP Resources.
• It is an excellent reference in determining
  which financial instrument can be used to make a
  purchase.
• For example, if you are purchasing books, it
  would be appropriate to use a Limited Purchase
  Check, Limited Purchase Order or your Purchasing
  Card.

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Detailed Training Options
Use the space bar (or right arrow) on your
keyboard to advance through the complete tutorial
one page at a time and the left arrow to go
backwards. Click on the blue words below to
proceed directly to the topic of your choice. The
total time needed to complete the entire tutorial
is at least 30 minutes. Throughout the tutorial
hyperlinks are shown in blue text click once on
them to view that web page. Click on the gray
house at the bottom of any page to return to this
page. The escape key on your keyboard will take
you out of the tutorial at any time.
Topic 1 Limited Purchase Order Topic 2
Limited Purchase Check Topic 3 Check Request

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Topic 1Limited Purchase Order (LPO)
The Limited Purchase Order is designed to make
convenient small dollar (not to exceed 5000)
procurements. It is intended for one-time
transactions between the University and an
outside vendor. Use a Requisition if the
agreement includes incremental services or
deliverables and the vendor expects installment
or coincidental payments.
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When to Use an LPO (consult Preferred Methods of
Procurement Chart for limitations)

• Alcoholic Beverages (See Policy and Procedures)
• Advertisement Programs and billboards
• Award Plaques
• Blood Donors
• Books
• Coffee Services
• Computer Hardware (less than capital or insurable
  equipment spending limit)
• Computer Programs and Licensing (less than
  capital spending limit)
• Employment Agency Temporary Services
• Equipment (One-time Rental/Payment )
• Flowers

• Food for Business Meals, Office Functions and
  Recruitment
• Freight
• Insurable Capital Equipment (1000-4999)
• Lab Supplies
• Maintenance Agreements
• One-time Maintenance repairs
• Medical Services
• Office Supplies
• Photographic Slide Reproduction
• Printing and Copying
• Restaurants (Banquets and Catering)
• Services such as Repairs (custodial and plant
  maintenance)
• Vehicle Rentals

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Obtaining Limited Purchase Orders
To obtain blank Limited Purchase Order forms, you
must complete a written agreement called the
Request for Limited Purchase Orders which is
available on the Accounts Payable
website. Limited Purchase Order forms can be
picked up in the Accounts Payable Department
blank forms cannot be sent through the mail. The
person who picks up the blank forms must have a
University ID. Each subsequent request for LPOs
must be an original form and include the
appropriate original signatures.
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How do you complete the Request for Limited
Purchase Orders form?
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LPO AgreementStep 1

• The date will be automatically set when you open
  this form. Type in the department name, phone
  number and campus address

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LPO AgreementStep 2
Please enter the campus delivery code in the
space provided on the agreement. This is
important because the Receiving Department uses
this code for delivering items that they receive
with your Limited Purchase Order number on the
packaging slip. Your delivery code can be found
on the Employee page in the Campus Information
System or you can call the Purchasing Department.
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LPO AgreementStep 3

• A default chartfield must be provided on the
  agreement. A project or grant cannot be the
  default chartfield.
• The Default Chartfield is the chartfield
  string that will be charged if an LPO is coded
  with an activity or project that is frozen or
  that is otherwise inaccessible. The default
  chartfield is also charged if we do not have a
  copy of the LPO that the vendor references on the
  invoice.

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LPO AgreementStep 4

• The person who will maintain the blank LPO stock
  (LPO Custodian) and a department representative
  who is also an authorized signatory on the
  default chartfield must sign on behalf of the
  department in the spaces provided. Additionally,
  they must supply their Employee ID number, email
  address and phone number.

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LPO AgreementStep 5
Enter number of LPOs requested. The rest of this
space is reserved for AP use.
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How Do You Complete a Limited Purchase Order?
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Limited Purchase OrderStep 1

• Enter the vendor tax identification number here.
  
• If the vendor is not on the Vendor Master, then
  an IRS Form W-9 is required from the vendor
  before payment.

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Limited Purchase OrderStep 2

• Business meals, refreshments, recruiting, or
  entertainment expenses must include in this
  section the names of the attendees (if less than
  10) or name of the group and number in
  attendance, a detailed description of the
  business purpose of the meeting, and the date(s)
  of the function.
• All expenditures for business meals,
  refreshments, recruiting, or entertainment
  require the approval of the next higher
  authority. A Dean or higher authority must
  approve the expenditure if alcohol is served, or
  the purpose of the meeting is recruiting or
  entertainment. The meeting is considered
  entertainment if the purpose of the meeting is
  relaxation or amusement, even though food is
  served, or if other parties are present, such as
  spouses or related children.

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Limited Purchase OrderSteps 3 4

• Please check one of these boxes and
• provide details as necessary. Foreign
• vendors cannot be paid with an
• LPO use a Check Request.

Enter complete chartfield information and amount
or percentage to apply to each line. Note that
the total cannot exceed 5000. If the account
starts with 61 or if the LPO is greater than
1000, approval from Property Accounting is
required before payment to the vendor. Required
chartfields left blank, amounts incorrectly
allocated, any lines with accounts 10400 or 10500
or accounts starting with a3 or 5 will be
charged to the default chartfield string. The
default will also be charged if AP does not have
a copy of the LPO to match with the invoice.
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Limited Purchase OrderSteps 5 6

• Enter department or project name, location, your
  name and telephone number, as well as, date order
  was placed. Note that invoice must be dated
  within six (6) months.

Enter Payee name and address. Foreign vendors
cannot be paid with an LPO use a Check Request.
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Limited Purchase OrderSteps 7 8

• If delivery will be made via the Receiving
  Department, put the ship-to code in this space
  and forward a copy to the Receiving Department.
  Your ship-to-code can be found on the Employee
  page of the Campus Information System, or you can
  call the Purchasing Department.

One order may be placed for each LPO. The total
order, including any back ordered items, cannot
exceed 5000.
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Limited Purchase OrderStep 9

• Enter details about items ordered.
• See The Preferred Methods of Procurement Chart
  for limitations on items that may be purchased
  with this form.

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Limited Purchase OrderStep 10

• Check whether the order was placed by telephone
  and supply details as necessary.

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Limited Purchase OrderSteps 11 12

• The Authorized Signature must be on
• a signature card in Accounts Payable
• and must be either the Principal
• Investigator, Account executive,
• Department Chair/Head, dean/director or
• authorized alternate. This may not be
• the same signature as described earlier
• for business meals.

The University, as a state agency, is exempt from
Utah sales and use taxes. Do not pay these
taxes. Our tax exemption number is printed on
the LPOs. A copy of our Utah State Tax
Commission Exemption Certificate can be found via
the Purchasing Departments website. The
Universitys Utah sales tax exemption certificate
does not apply to purchases outside of Utah.
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ACH Direct Deposit
Payments can now be made by Direct Deposit rather
than by check Available for vendors, employees,
and students who are on the Accounts Payable
Vendor Master table. This payment method does
not affect payroll and is not associated or
coordinated with Payroll Departments direct
deposit options, or Income Accounting student
loans. There are no checks or advices for this
distribution. The payment will be sent directly
to the payees bank and an email containing the
invoice number(s) and amount paid will be sent to
the payee. Once the vendor or student is set up
under this payment method, they must notify
Accounts Payable in writing if they wish to
change the account information or want to opt
out. A Stop Payment cannot be made on a Direct
Deposit Payment. Click here to link to the
Direct Deposit Authorization Form.
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Topic 2Limited Purchase Check (LPC)

• The Limited Purchase Check may be used by a
  department for small purchases up to the limit
  printed on the face of the check (currently
  1000).
• This order is intended for one-time transactions
  between the University and an outside vendor.
• Only one invoice may be paid with each check.
  Use a Requisition for agreements that include
  installment payments or multiple deliveries that
  will generate multiple invoices.
• These checks are prepared by the ordering
  department and are delivered (or mailed) to the
  vendor without preparing a requisition or
  obtaining approval of the Purchasing Department.

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LPCs can be used for the following

• Anything that can be charged on a Limited
  Purchase Order up to the dollar limit on the face
  of the check. This also means one invoice or
  receipt per check. Use a Requisition for
  agreements that include installment payments or
  multiple deliveries that will generate multiple
  invoices.
• Business Meals (including snacks, food and
  beverages for staff meetings)
• Office supplies
• Non-employee travel expenses
• Hotel deposits or pre-registration expenses
  (related to travel on behalf of the University if
  the Accounts Payable copy of the LPC is
  accompanied by a copy of an approved Travel
  Request/Reimbursement form See University
  Policy Procedures 3-10).
• Blood donors and study participants (First
  payment must include a complete IRS Form W-9 .)
• Utilities (electric, gas, telephone (including
  cell phones and pagers), and water). This does
  not include space rental.
• Freight

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LPCs can also be used for

• Refunds and reimbursements- Reimbursements
  require the written approval of the next higher
  level of supervision. If the goods or services
  were charged on a personal charge account, the
  buyer must provide a detailed receipt showing the
  items purchased and the total amount of the
  payment. The person requesting the reimbursement
  must also sign the receipt. (See University
  Policy Procedures 3-7, section IV.A.)
• New memberships or renewal membership fees in
  organizations or associations.
• New organizational or association memberships
  paid from University-controlled funds may be
  procured only if necessary to meet program needs
  or to secure other benefits for the University,
  and must be approved by the cognizant Dean,
  Director or designee or, for university Hospital
  personnel, by the Hospital Administrator. (See
  University Policy Procedures 4-4 .)
• Memberships already approved as described above
  can be renewed with an LPC if approval is
  supplied in writing by the members supervisor.

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Distribution of LPC Copies

• The original check and middle check stub go to
  the vendor. Do not send the top stub because it
  contains sensitive data related to our accounting
  system. This structure and information is
  proprietary to the University information systems
  and is not generally known. If you need to send
  confirmation material to the vendor it should be
  in another form.
• The Accounts Payable copy should be attached to
  the original receipt or paid invoice (no more
  than one per check) and all related documentation
  should be forwarded to Accounts Payable, 145
  Park, on the same day that the check is issued.
  If the receipt measures less then 8.5 inches by
  2.75 inches, kindly tape the receipt to a plain
  white sheet of paper. (This makes our scanning
  process much faster than when receipts are
  stapled to the LPC copy.)
• The department copy should be retained by the
  department.
• If the check is used for a pre-approved travel
  related expense, then a copy of the appropriate
  travel form must be submitted with the Accounts
  Payable copy.

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Positive Pay System
The person which each department designates as
its Check Custodian must use the online
Positive Pay System to report checks to the bank
as they are issued by the department. (An issue
is a check that is prepared by the Custodian and
is released to the Payee. A check that has been
prepared, yet remains in the custody of the
Custodian is not an issue.) Positive Pay is
covered in the monthly LPC class held by Sandy
Jones of the Accounts Payable Department in the
Park Building and information is also available
online via the LPC Users Guide on the Accounts
Payable Home Page.
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Obtaining Limited Purchase Checks

• To obtain blank Limited Purchase Checks, you must
  complete a Request for Limited Purchase Checks
  form available on the Accounts Payable website.
• Limited Purchase Checks can be picked up in the
  Accounts Payable Department. Blank check stock
  cannot be sent through the mail.
• The person who picks up the blank checks must
  have a University photo ID.
• Each subsequent request for LPCs must be an
  original form and include the appropriate
  original signatures, as well as a register for
  the last batch of checks written which includes
  check number, date written, payee, amount and
  purpose. A check register is also required if a
  custodian needs to return all or part of his
  check stock.
• New custodians are required to attend an LPC
  class which is held monthly in the Park Building.
  Current users are also welcome to attend.
  Because space is limited, please register at the
  Business and Financial Services website.

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How Do You Complete the Request for Limited
Purchase Checks form ?
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LPC Agreement Step 1

• The date will be automatically set when you open
  this form. Type in the department name, phone
  number,and campus address.

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LPC Agreement Step 2
Enter your campus delivery code in the space
provided on the agreement. This is important
because the Receiving Department uses this code
for delivering items that they receive with your
LPC number on the packing slip. Your delivery
code may be found on the Employee page in the
Campus Information System or you can call the
Purchasing Department .
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LPC AgreementStep 3

• A default chartfield (not a project or a grant)
  must be provided.
• The Default Chartfield is the PeopleSoft
  chartfield string that will be charged for checks
  that clear the bank without any corresponding
  backup, checks that we receive without a
  chartfield allocation, or checks that are coded
  with an activity or project that is frozen or
  that is otherwise inaccessible.

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LPC AgreementStep 4

• The person who will maintain the blank LPC stock
  (LPC Custodian) and a department representative
  who is also an authorized signatory on the
  default chartfield must sign on behalf of the
  department in the spaces provided. Employee ID
  numbers, email addresses and the custodians
  phone number are also required.

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LPC Agreement Step 5
Indicate number of checks that you expect to use
in six months.

• Reserved for Accounts Payable use.

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How Do You Complete a Limited Purchase Check?
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Limited Purchase Check Steps 1 2

• Enter the Check Custodians department, campus
  address, name and phone number.

Enter complete chartfield(s). Allocations to
accounts 61000 through 61405 are not allowed.
Note that total cannot exceed 1000.
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Limited Purchase Check Step 3

• Payments on behalf of a non-resident alien
  should not be made on an LPC without pre-approval
  by the Tax Services department.

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Limited Purchase Check Step 4

• If the vendor is already on the Vendor Master,
  then write the vendor number here.
• If a taxpayer ID is required then attach IRS
  Form W-9. IRS reportable transactions include
  payments to study participants, rent and
  non-employee compensation. Please consult Tax
  Services to determine whether a particular
  transaction is reportable to the IRS.
• Link to IRS Form W-9

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Limited Purchase Check Step 5

• This total must agree with the total on the
  invoice, the amount written in plain English and
  the numeric amount on the check.

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Limited Purchase Check Step 6
Business meals, refreshments, recruiting, or
entertainment expenses must include in this
section the names of the attendees (if less than
10) or name of the group and number in
attendance, a detailed description of the
business purpose of the meeting, and the date(s)
of the function. All expenditures for business
meals, refreshments, recruiting, or entertainment
require the approval of the next higher
authority. A Dean or higher authority must
approve the expenditure if alcohol is served, or
the purpose of the meeting is recruiting or
entertainment. The meeting is considered
entertainment if the purpose of the meeting is
relaxation or amusement, even though food is
served, or if other parties are present, such as
spouses or related children.
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Limited Purchase Check Steps 7 8

• Fill in this space if the taxpayer ID is not on
  the invoice, or when there is not an address on
  the documentation..

Complete this space if goods will be delivered.
Include your city street address and building
room number.
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Limited Purchase Check Steps 9 10

• Include in this space a brief description of the
  purchase. For instance, office supplies,
  blood donor, study participant, etc.

Enter the date the check is created. The check
is good for six months from the date entered here.
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Limited Purchase Check Steps 11 12

• Write the amount of the check in plain English
  (Ten and no/100).

Write the name and address of the vendor in this
space.
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Limited Purchase Check Steps 13 14

• The amount cannot exceed 1000. This must match
  the amount on the documentation, the amount
  written in plain English and the amount allocated
  above.

The signatory must be an authorized signer for
the activity or project charged above.
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Other Considerations
I. Security and Accountability Limited Purchase
Checks are highly negotiable and should receive
the same precautionary measures as cash. These
checks must be retained in a secure place, out of
sight in the ordinary course of business, and the
checks must not be signed until issued. If a
check is lost or stolen, the department must
notify Accounts Payable immediately. II.
Expenditure Review If an LPC fails expenditure
review and Accounts Payable has to perform
additional tasks to get the documentation into a
recordable state, a 12.00 processing fee will be
charged. Persistent improper use of the LPC will
result in withdrawal of privileges to use these
checks, and may result in disciplinary action for
fraudulent use.
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III. LPC Cancellation

• There are three scenarios when it may be
  necessary to cancel an LPC which has been
  written
• Written but unusable and not yet released to
  vendor
• Written and released to vendor, but unusable
• Written, released to vendor and lost

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Scenario 1 Written but unusable and not yet
released to vendor

• What do I do?
• Mark Void across all check copies
• Send yellow copy and original check to AP.
  Custodian should keep Department copy.
• Mark check as SPOILED in the Positive Pay System

• Status
• You have the unusable check in hand
• The check is unusable due to
• Clerical error
• Mutilation
• Spilled Coffee
• Etc.

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Scenario 2 Written and released to vendor, but
unusable

• What do I do?
• Mark VOID across check.
• Send check to AP. If yellow copy has not been
  sent to AP, then do so now.
• Mark check as Void in Positive Pay.

• Status
• You have the unusable check in hand
• Vendor has returned the check, there is no
  further need for payment.
• Duplicate payment
• Wrong vendor
• Etc.

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Scenario 3 Written , released to vendor and lost
What do I do? Fill out and fax to AP (585-6443) a
Stop Payment" form available from AP website
http//fbs.admin.utah.edu/download/AP/StopPaymentF
.pdf Enter the comment Stopped in the Positive
Pay System After Stop Payment has been done, you
may issue a new check.(See next slide)
Status You do not have the check in hand Vendor
does not have check in hand.
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IV. Re-issuing an LPC
The department should wait at least 24 hours and
call AP to verify that the Stop Payment has been
placed with the bank before re-issuing a
replacement check. Without this
acknowledgement, the department runs the risk of
both checks clearing the bank. A comment that
this is a replacement check should appear in the
memo field of the check that is being replaced
and the replacement check in Positive Pay System.
A copy of the original supporting
documentation should accompany the new check to
AP.
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(No Transcript)
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V. Online Users Guide
Please refer to the Limited Purchase Check User
Guide located on The Accounts Payable
Website. Any further questions regarding
Limited Purchase Checks may be directed to Sandy
Jones (581-5759) or the Accounts Payable
Departments main telephone line (581-6976).
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Topic 3Check Requests
A Check Request may be made for any dollar
amount. It is intended for a one time
transaction between the University and an outside
vendor. Use a Requisition if the agreement
includes incremental services or deliverables and
the vendor expects installment or coincidental
payments.
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When to Use a Check Request
A Check Request is preferred to pay
reimbursements, membership dues, and advance
deposits on conferences. The Preferred Methods
of Procurement Chart also lists other items which
can be purchased with a Check Request.
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A Check Request is required to pay
-Consultants. A Professional Services Agreement
is required. - Guest lecturers. A Guest
Lecturer/Performer Agreement is required.
-Independent contractors. A Professional Services
Agreement is required. -Performers
(Individual and Group) . A Guest
Lecturer/Performer Agreement is
required. -Honorarium (An honorary payment made
on a special and non-routine basis to an
individual who is not an employee of the
university to recognize outstanding achievement,
demonstrate respect or esteem for the
individuals status or position, or to
acknowledge the contribution of gratuitous
services to the university. Does not include
prizes and awards to university personnel.)
Please read University Policy and Procedures
4-14 and 3.24.
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Obtaining a Check Request
The Check Request is available in on-line or
template versions for Windows computers or a
version that is not numbered for MAC
users. -Use the first CQ template to get an
auto-numbered fill-in form that includes check
boxes and drop down selections.
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How Do You Complete a Check Request?
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Check Request Steps 1 2
Enter the name of the preparer next to FROM
Fill in department name, location and phone
number for the preparer.
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Check Request Step 2
Check one box and supply country of residence,
if needed. If Yes is checked, the Check Request
will be sent by AP to Tax Services for approval.
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Check Request Step 3
Make one selection in Payment box. (The form
will not allow more than one.)
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Check Request Step 4
Make one selection in Payee box. (The form will
not allow more than one.)
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Check Request Step 5
Complete all boxes for Payee name and address.
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Check Request Step 6

• A unique invoice number is required if you are
  using the Check Request Template. This will make
  future research easier. Please follow these
  rules for creating the invoice number
• -Use the invoice number from the accompanying
  documentation (this value is required if it is
  available), or
• -Use the originating departments activity or
  project number plus a unique value (up to 11
  characters) that will distinguish this Check
  Request from all others. For example, the
  originators initials , plus the current date,
  and some other sequence value or
• -Create a unique value (up to 16 numbers or
  letters ) that will distinguish this Check
  request from all others.
• The originating department must keep track of
  the invoice numbers that contain unique values,
  because the system will reject vouchers that
  contain the same vendor, invoice number,invoice
  date and amount.

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Check Request Step 7

• Enter Handling Code of
• BS -Bookstore
• CM -Campus Mail
• FO -Foreign
• HO -Hospital
• HP -Hold for Pick-up
• PK -Park Building
• SH -Special Handling
• ST -Stuffer
• TR -Travel
• US -US Mail

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Check Request Step 8

• Reserved for Accounts Payable use only.

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Check Request Step 9
Enter complete chartfield(s). If there is a
charge to a project, the Check Request will be
sent to Research Accounting for approval.
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Check Request Step 10
If the amount in any one activity is greater
than 1,000, AP sends the Check Request to
General Accounting for approval.
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Check Request Step 11

• If a taxpayer ID is required for this
  transaction, an IRS form W-9 must be attached to
  the Check Request or one must already be on file
  (less than 2 years old). If not, the voucher
  will be put on hold until one is received. (See
  Tax Services to determine whether a transaction
  is reportable to the IRS.)

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Check Request Step 12

• Fill in the Date(s) of Service if the payment
  is for professional services.

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Check Request Step 13
Purpose/explanation should be descriptive. ( For
example if this is a reimbursement for a luncheon
that was paid by the payee, indicate the number
of attendees, business purpose of the meeting and
the date.) The Check Request must have the
documentation required by the type of
transaction. (If this is a payment to an
independent contractor, then a copy of the
agreement must be attached, etc.) If alcohol was
served during the meal discussed above, then the
expenditure requires a Dean/Director, or higher
approval.
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Check Request Steps 14 15
The terms start on the date prepared or the date
on the invoice. We also need to know who to
contact if we have a question about the Check
Request.
All Check Requests must be signed with an
original signature and the signatory must be on
file in Accounts Payable. If the signatory is a
Department Chair or above, then this is not a
requirement.
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Check Request Step 16
All new memberships and reimbursements require
the signature of the Payees next higher
supervisory authority.
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What is a Next Day Check?

• If we receive a Check Request with an
  accompanying 12 Campus Order for special
  handling
• Before 100pm we will create a check the
  following morning providing that the Check
  Request will pass expenditure review.
• After 100 pm we will try to work the voucher
  into the same day production and pay it the next
  morning. If we cannot process the request on the
  day that we received it, it will be processed the
  next morning and paid the morning of the second
  day. These checks will be mailed with our regular
  check production.
• All requests for same day checks must be hand
  delivered to an Accounts Payable supervisor, and
  will be handled responsibly on a case-by-case
  basis depending upon the available resources.

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Check Requests Marked Hold for Pick-up

• When should a department request a check be held
  for pickup?
• When the department has documentation that they
  want to include with the check to the vendor.
  (Please also send a copy to AP with the CQ for
  audit purposes.)
• When the vendor wants to pick up the check to
  avoid the mail delays.
• If the vendor is a guest lecturer or performer
  who expects their payment immediately or upon
  completion of their lecture or performance.
• When the vendor is an individual who has a
  special immediate need.
• We expect the originating department or payee to
  pick up the check within 24 hours after it is
  printed. If the check is not picked up within
  five business days, Accounts Payable will mail
  the check to the payee on the check. Please
  remember that a picture ID is required from the
  person who picks up the check.

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Other Considerations

• I. ACH Direct Deposit
• Payments can now be made by Direct Deposit rather
  than by check
• Available for vendors, employees, and students
  who are on the Accounts Payable Vendor Master
  table.
• This payment method does not affect payroll and
  is not associated or coordinated with the Payroll
  Departments direct deposit options.
• There are no checks or advices for this
  distribution. The payment will be sent directly
  to the payees bank and an email containing the
  invoice number(s) and amount paid will be sent to
  the payee.
• Once the vendor or student is set up under this
  payment method, they must notify Accounts Payable
  in writing if they wish to change the account
  information or want to opt out.
• A Stop Payment cannot be made on a Direct Deposit
  Payment.
• Link to the Direct Deposit Authorization Form
  here.

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II. Stop Payment on a Check Printed by AP

• The Stop Payment Request Form can be found on AP
  website.
• Fax/Send completed form to AP (585-6443). Be
  sure to include a valid reason for voiding the
  check, mark whether the check should be reissued
  or simply voided and include the check , if
  possible.
• It is also acceptable to mark VOID ,the reason
  for the stop, your name and phone number directly
  on the check and deliver it to AP.

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III.Travel Related Payments on a Check Request

• Accounts Payable can pay only the following
  travel related expenses on a Check Request
• Immunizations
• Passports
• Visas
• Local mileage
• Local conference registrations
• For all other travel related expenses, the
  department must register the trip, obtain a
  travel number, and submit payment requisition to
  Travel Department.

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Conclusion

• You have now learned how to
• Properly use a Limited Purchase Order, Limited
  Purchase Check and Check Request to make a
  payment
• Complete a Limited Purchase Order, Limited
  Purchase Check and Check Request so that APs
  expenditure review will be expedited

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Additional Resources

• AP Website www.ap.admin.utah.edu
• AP Main Phone [phone]
• AP Fax Number 585-6443