The new AP deadline to have payments and new vendors in the weekly check run is end of day Monday. Completed vouchers are increasing weekly and it is totally unrealistic for AP to receive vouchers on Wednesday and approve them the same day. AP will also focus on new vendor set‑ups that are necessary for the upcoming check run. This deadline assumes that the voucher is filled out correctly.
There are two steps to creating a new vendor. The first is getting information to AP to do the initial vendor set-up so you can complete the PO or voucher and start the W-9 process. This step is accomplished by filling out the new vendor request form which can be found in your employee portfolio and the WFS Blog. The second is getting the vendor to complete the W-9 form and send it to AP. The IRS requires a W-9 on file before making payment.
There have been way too many requests for early payment of vendors. As indicated in training, Wesleyan’s vendor terms are generally 30 days from invoice date. Many schools are 45 to 60 days for payments and Wesleyan has some contracts that use these payment dates.
ACH (direct deposit) payments are based on the vendor set-up with the banking information coming from Payroll for Wesleyan faculty and staff or the W-9 for vendors. Advices for ACH payments are emailed and override any handling code. If you are unsure if the vendor will be paid by ACH, please use the most appropriate handling code for the payment.
Common Errors
ERRORS 1-3 BELOW WILL RESULT IN AP DENYING THE INVOICE AND YOU STARTING THE VOUCHER PROCESS OVER AGAIN:
1. Invoice dates – we are eliminating the default invoice date and you will be required to enter the appropriate date. Many vouchers have the default invoice date instead of the date on the invoice. You are then also requesting an early payment because of the net thirty day requirement.
2. Invoice Numbering – inventing your own invoice numbers create the potential for duplicate payments. Following procedures will allow the system to catch duplicate invoices. Duplicate payments waste valuable Wesleyan resources and reduce funds available to your department. The Invoice Numbering Conventions handed out at training and on the WFS Blog will tell you what to do. When entering a voucher that does not have an invoice number and is split between departments, please use the first department listed in the smartkey with the invoice date for your invoice numbering convention.
3. Handling Codes – “US” is the default handling code and stands for US mail. AP & PO Tip Sheet #2 on the WFS Blog includes information on handling codes.
4. Deny or Push Back – an approver must leave a comment if they deny or push back a voucher or PO. The comments are located in the workflow section when you click on “Denied or Push Back” across from Approval Status on the top right hand side of the voucher or PO. Do not re-submit a PO or voucher without answering the comment.
5. Multiple Invoice Lines – the total invoice amount does not match the invoice line because there are multiple invoice lines associated with the invoice. Please click the “View All” link to display all the invoice lines.
6. Changing or Adding an Address for an Existing Vendor – should be listed under “Instruction to AP” not on a New Vendor Request Form.
7. Travel Advances – request a travel advance by submitting an approved Travel Advance Request Form to Tami Sabo. After return from travel, forward a completed Travel Expense Report with supporting documentation to Tami Sabo to clear the advance. Both forms can be found on the WFS Blog. Contact Tami Sabo at tsabo@wesleyan.edu with any questions.
Please contact Accounts Payable at ap@wesleyan.edu with comments or questions related to voucher payments. If you have questions on the Wesleyan Financial System, please e-mail wfshelp@weselyan.edu. We will answer questions through future blog postings or through direct response to the sender.