FFF – February 5, 2021

As a reminder, PCard use is only permitted by the individual whose name is on the card.  Cards are not for “departmental use” by the cardholder’s colleagues. Violations of this policy may result in action taken against the cardholder, up to and including termination of cardholder privileges.

Specifics on the PCard policy can be found here.

Payments to postdoctoral students now go through Payroll (not Accounts Payable). This has been done to benefit the postdocs, and to reduce the workload for the departments. The PDPA office, combined with Payroll and Payment Services, can be contacted to provide any further information needed by those who employ postdoctoral students.

In the upcoming months, Travel Services will be conducting Concur Travel & Expanse trainings.  A schedule and signup details can be found here. 

If a vendor invoice has a unique invoice number on it, that should always be used.  However, there may be instances in which no such number is available (e.g. honoraria).  In such circumstances, please consult this chart to determine the appropriate method for naming the invoice.

Not using this format for numbering invoices increases the likelihood that invoices will be given numbers that are identical to the numbers on other, unrelated invoices.  This can complicate processing by Accounts Payable, and cause delays in vendor payments.  Similarly, having duplicate invoice numbers can make reporting, payment details lookup, etc, significantly more challenging.

Please also be advised that invoices numbers featuring spaces or special characters (i.e. not letters or numbers) will be amended by Accounts Payable when they are processed and entered into SAP, in order to prevent issues with SAP that may disrupt payment of the invoice.  If you are ever inquiring into the status of an invoice processing/payment and need to reference the invoice number, it can be helpful to know of this potential discrepancy in advance.  

Effective March 1st, Student Payroll functions will be managed by Payroll & Payment Services.  Specific details, contact information, etc, will be posted to our websites as they become available.