How often does accounts payable issue checks?
Checks are issued every Wednesday and Friday.

Was this helpful? Yes No

Should I be charged sales tax on my purchases?
The University is a non-profit institution and should not be charged sales tax.

Was this helpful? Yes No

How are employee reimbursements paid?
Employee reimbursements are normally paid out on the next pay period through payroll. If you frequently receive expense reimbursements, there is a process that can help you receive your payment faster. The Payroll and Disbursements Office now offers ACH/direct deposit reimbursements to WMU employees through accounts payable. Reimbursement payments are more frequent and paid through accounts payable instead of through the payroll cycle. Email the Payroll and Disbursement Office at acctspay-dept@wmich.edu to receive an accounts payable ACH form to sign up.

Was this helpful? Yes No

I returned an item for credit, where are the dollars?
When accounts payable processes the credit, the dollars will go back into the departments fund and cost center.

Was this helpful? Yes No

How long does it take for a payment to be processed?
The processing time required for all payments is dependent on the time the request is received in accounts payable. Accounts payable usually requires at least five business days to ensure payments are audited and processed accurately and completely. There is an additional review process for payments over $50,000, which may take an additional one to two days. Accounts payable pays based on the terms stated on the vendor’s invoice. If no terms are specified, we pay 30 days from invoice date so a payment may not be issued right away.

Was this helpful? Yes No

Can I approve my own reimbursement?
No. Someone other than the individual getting reimbursed must approve reimbursements

Was this helpful? Yes No

Who needs to approve a vendor payment?
Purchases must be approved by an authorized individual who can commit funds from the appropriate fund and cost center. Approval should be obtained from a staff member who is administratively senior to the requester or purchaser.

Was this helpful? Yes No

What is required for an invoice to be paid?
All non-purchase order invoices must have a completed generic voucher with authorized signatures.

Was this helpful? Yes No

What is the purchase order payment process?
  1. Send purchase requisitions to purchasing
  2. Invoices should be mailed directly to accounts payable&emdash;if by chance it is sent to the department they need to forward it on to accounts payable.
  3. Notify receiving at (269)387-8819 that you have received the merchandise or service. This is crucial; the invoice will not be paid until the department has completed this step.

Was this helpful? Yes No

What are the Vendor Payment Options offered by accounts payable:
Check with the vendor to see if they accept payment methods other than a check. WMU offers ACH and procurement card payments to those vendors that do accept them. These alternative options do save the University money. Any questions contact accounts payable at (269) 387-4253 or acctspay-dept@wmich.edu

Was this helpful? Yes No

Can I submit a photocopy or faxed invoice/other document for payment?
In order to avoid a duplicate payment, accounts payable requires an original receipt. If the original receipt is lost or not obtainable, a photocopy or faxed copy can be submitted with a signed statement by the preparer or approver that payment was not already requested.

Was this helpful? Yes No

Can the procurement card be used to purchase gift cards?
Gift card purchases can be made with the procurement card. Pre-approval for gift card purchases is required. Include pre-approvals with purchasing documentation. Gift cards must be treated as cash and kept in a secure location. Please refer to the gift card policy.

Was this helpful? Yes No

 
Auxiliary Enterprises, Western Michigan University
Phone: (269) 387-2154