Accounts Payable Services - FAQ's
General Information
How do I do a stop payment on a check?
Contact Accounting and Financial Reporting Services at controldesk@uky.edu with the check number and date. For more information about stop payments and voided checks, see the Accounting and Financial Reporting Services FAQ.
How do I obtain a copy of a check?
Contact Accounting and Financial Reporting Services at controldesk@uky.edu with the check number and date.
How can I tell if a Disbursement Request Form, Travel Document, PRD, PO has been paid?
You will need to have access to SAP to search the following screens for payment information? See Quick Reference Cards for Payment Information Lookup information: QRC PRD Payment Information Lookup and QRC PO Payment Information Lookup.
Search for payment by vendor name:
FBL1N (Vendor Line Item Display) – Search for vendor number information by name and review payments made to the vendor for any selected time frame.
FK10N (Vendor Balance Display) – Search for vendor number by name and review payment made to the vendor by fiscal year.
Search for payments by invoice number or PRD number:
FB03 (Display Document) – Search for vendor payments using the invoice number or assigned document number.
Search for payment by cost object:
KSB1 (Display Actual Cost Line Items for Cost Centers) – Search for vendor payments made against a cost center for any selected time frame.
S_PLN_16000269 (Grants Management: Line Item Display) – Search for vendor payments made against a WBS element for any selected time frame.
FMRP_RFFMEP1AX (Document Journal) – Search for vendor payments made against any cost object for any selected time frame.
Who files the 1099-MISC and 1099-K tax information to the IRS at the end of the tax year?
The Accounts Payable department reports all 1099-MISC and 1099-K information to the IRS by the end of January for the previous calendar year. For more information on 1099-MISC and 1099-K reporting contact Accounts Payable at 859-257-4779 or 859-323-4404.
How do I pay/process an invoice received from a vendor for a Sub Contact or Framework Purchase Order?
Departments/Units that receive an invoice or credit memo for a Sub Contract or Framework Purchase Order should forward it to the Accounts Payable Department or Hospital Accounting via the Vendor Invoice and Credit Memo Transmittal form.
How do I pay/process an invoice for a purchase made under delegated purchasing authority?
Generally, purchases made under delegated purchasing authority should be made by the Procurement Card. However, invoices for delegated purchases that are excluded from purchasing by the Procurement Card, should be paid by the Payment Request Document (PRD) process.
How do I pay/process an invoice for a purchase of goods/services that was made without having prepared a requisition, but a Purchase Order is now required by the Purchasing Division?
You must prepare a requisition in SRM/SAP and await for Purchasing to establish a Confirmation Purchase Order. Once established you should forward the invoice to the Accounts Payable Department or Hospital Accounting via the Vendor Invoice and Credit Memo Transmittal form.
How do I process a Credit Memo received from a vendor?
Departments/Units that receive a credit memo should forward it to the Accounts Payable Department via the Vendor Invoice and Credit Memo Transmittal form.
Payment Request Documents (PRD)
How do I get access to the PRD process?
Access roles for PRD Creators and PRD Approvers are authorized by your College/Unit and coordinated with your Area Security Officer. Once your PRD role is established, you must complete the required PRD Training for that role. The PRD Training is available online through Employee Self Service. https://myuk.uky.edu/irj/portal . Upon successful completion of the training your role will be established by EAG and the access tab will be added to your portal page. Access for PRD Review (view only) is also made available to everyone assigned the PRD Approver role. Others may be authorized for PRD Review access by requesting authorization and approval through their College/Unit Area Security Officer.
What payments may be made by PRD?
The PRD must be used in accordance with the Purchasing / AP Quick Reference Guide located online at https://purchasing.uky.edu/sites/default/files/2021-11/quickrefguide.pdf (May need to logon to protected site to view). However, requests for payments by Bank Transfer and payments from Agency Cost Centers are not processed by PRD. They should be requested by completing a Cash Disbursement Request form.
If the appropriate product category for a payment is not in the PRD Catalog, what procedure should be followed to make the payment?
If a product category is not in the PRD Catalog, the payment may not be made by PRD. Access the Purchasing / AP Quick Reference Guide located online at https://purchasing.uky.edu/sites/default/files/2021-11/quickrefguide.pdf (May need to logon to protected site to view) and make the payment accordingly.
How can the Payment Request Display tab be used to obtain information on a PRD that is no longer on the Approver tab?
Please see the Payment Request-Display tab Quick Reference Card.
How do I know if the vendor I must pay is an established and approved by the University of Kentucky?
The PRD vendor database contains valid vendors that have been approved and established by Purchasing. So you may search for the vendor you wish to pay in the PRD vendor database by using the drop down box of the "Payment To" field on the PRD Overview Tab. It is good practice to always verify the vendor address as well as the vendor name when selecting the vendor.
What must I do if I search for a vendor I want to pay but cannot find it in the PRD vendor database?
You must request that the vendor be established and added to the PRD vendor database by Purchasing. The vendor application form is located online at https://www.uky.edu/hr/sites/www.uky.edu.hr/files/webform/vendapp_july2017_interactive.pdf .
Is there a PRD process for making a payment to a vendor without requesting the vendor be established?
Generally NO. All payments require an established vendor.
Note: The PRD does have a special feature that may be used for the selected one-time payments. Vendors for these types of one-time payments are listed below. Use of these vendors is strictly limited to the defined purpose and attempts to use them for any other purpose will be rejected.
One-time payments of $100.00 or less made to compensate “Research Subjects” may be made by PRD using the vendor entitled: RESEARCH.
One-time payments for payroll advances may be made by PRD using the vendor entitled: PAYROLL.
One-time payments for refunds to patients may be made by PRD using the vendor entitled: PATREFUND.
One-time payments for patient refunds to insurance companies may be made by PRD using the vendor entitled: INSREFUND.
One-time payments for refunds of other fees or payments made to the University may be made by PRD using the vendor entitled: OTHREFUND. Note: Reimbursement of expenses is not considered a refund. Reimbursements of expenses made to an individual, including employees, independent contractors and official guests may only be made to regular vendors established in the PRD vendor file
What factors are applied to determine the routing of a PRD for approval?
PRD routing for approval is based on several factors as follows:
First and second level approvers are determined by each University department/area/unit and the assignment of the roles is coordinated through the Area Security Officer. https://www.uky.edu/hr/sites/www.uky.edu.hr/files/webform/deptform-iris%20072407.pdf .
Selected PRD Product Categories are routed to Purchasing for approval.
All PRD are ultimately routed to Accounts Payable for final audit and review prior to being posted to SAP.
May a PRD be routed or directed to someone other than the assigned approver for review and approval?
YES, but that person must have the “approver” role in PRD. This is done by utilizing the “add an approver” feature that is found by clicking the Approver Tab after the PRD has been created.
Suggestion: If the PRD must be reviewed by someone that does not have the “approver” role – Park the PRD and print a copy for review and approval (signature if desired) and attach the copy as part of the PRD documentation.
May an alternate approver be designated to approve PRD when a regular approver is not available due to vacation or other leave?
The system does not address adding a temporary approver for a limited period of time, however, a department may designated/assign multiple approves for PRD transactions. Of course, each approver must have taken the PRD Approver training and been assigned the approver role.
Do all designated/assigned approvers within a department receive an email notification when a PRD is awaiting approval?
YES. However, only one is required to approve the PRD.
Will Approvers receive a reminder email if the PRD is not approved within a defined timeframe?
NO. Only one email is sent to each approver.
How may I check the status of a PRD that I have created and submitted for approval?
The creator of a PRD may check the status by logging on to the PRD system and locating the PRD in their Personalized Object Work List, (POWL), and looking under the "Status" column of the POWL display. There are no current plans to purge PRD from the system. So until a process for purging transactions is implemented, the PRD will remain in the creator's POWL for an indefinite period of time. Additional details and further information on the PRD may be found by clicking the Approver Tab and the Tracking Tab.
What is the meaning of the terms/phrases found in the Status column of the POWL?
Awaiting Approval – The PRD has been submitted by the creator but is yet to be approved by the designated/assigned approvers.
Approved – The PRD has been approved by Accounts Payable but is yet to be posted in SAP.
Deleted – The PRD has been deleted, but may still be viewed in the POWL.
Error in Process – The PRD failed to meet the edit criteria for posting into SAP. For further processing, corrections must be made and the PRD must be recreated and submitted.
Posted in the Backend – The PRD has been posted into SAP.
Release Rejected – The PRD failed to meet approval requirements and has been returned to the PRD creator.
Saved – The PRD has been “parked” and is awaiting completion by the creator.
To Be Corrected Manually - The PRD failed to meet the edit criteria for further processing and must be corrected by the creator before it can be submitted.
May the creator of a PRD reopen it and make edits after it has been submitted?
NO. Once the PRD is submitted it may only be edited by the upcoming approver.
May the approver of a PRD reopen it and make edits after it has been approved?
NO. Once the PRD is approved it may only be edited by the next approver. However, the Approver may make edits and changes prior to approving the PRD.
May a PRD that has been rejected by an Approver and returned to the Creator be corrected and resubmitted?
NO. A rejected PRD may only be resubmitted by recreating the PRD from the start. This is necessary to ensure that all changes, edits and corrections are also reviewed by all the Approvers.
May the number of PRD displayed in the POWL be limited and may they be sorted into categories?
YES. The number of PRD displayed may be limited and they may be sorted by utilizing the Quick Criteria Maintenance. Upon logging on to the PRD system, select the "Show Quick Criteria Maintenance" button and choose "timeframe" from the selection options to limit the number of PRD displayed. Choose "status" to sort the PRD into any of the status categories.
May multiple invoices be processed/paid on a single PRD?
NO. Only one invoice per PRD.
May a Credit Memo/Invoice Credit be process on a PRD?
No, Credit memos must be submitted to AP using the Vendor Invoice and Credit Memo Transmittal
Does the PRD number carry forward into SAP when the document is approved and posted by Accounts Payable?
YES. The PRD numbering series is 3xxxxxxxxx and this will appear in the Reference Key field on the Document Display Screen FB03 as well as in the Reference Document Number field on KSB1.
May an end user drill down on the PRD number in SAP to see the details of the PRD?
NO. The PRD details are only accessible in the PRD system.
Is the SAP document number recorded on the PRD after it is posted by Accounts Payable?
YES. The SAP document number series 19xxxxxxxx is recorded in the PRD. The number may be accessed by clicking on the Tracking Tab where it appears immediately following the fiscal 2013 fiscal year date. i.e. 201319xxxxxxxx.
May an end user drill down of the SAP document number in the PRD system to see the accounting details and check information?
NO. The accounting details and check information is only accessible in SAP and is accessible for display by using the SAP document number on the Document Display Screen FB03.
May payments to students be made on the PRD?
Yes, to or on behalf of students may be made on PRD. Please see BPM E-7-14 Payments to or on the behalf of Students
Where and how should original receipts be maintained since only scanned copies are being attached to the PRD?
Original invoices and supporting documentation should be scanned as a single file, labeled as documentation and attached to the PRD document. Department personnel must ensure scanned images are completely readable. Documents shall be unfolded and all staples, clips, and other fasteners removed prior to scanning. For standard text documents, 200 dpi shall be the minimum resolution. Additional information on document preparation and scanning resolution may be found in: Policy Memorandum on the Storage of Public Records as Scanned Images.
Departments must maintain the original invoice and supporting documentation until PRD has been posted in SAP as verified through the unit’s monthly Reconciliation and Review of Financial Transactions.
The scanned attachment stored in the Enterprise Content Management system (ECM) will serve as the record copy as defined in the State University Records Retention Schedule, record series U0239 or U1800 for charges posted to grants. Since departments can access the record copy through ECM, departments shall destroy originals within 60 days of the verification of the invoice posting in accordance with BPM E-17-6.
Records Retention
The Commonwealth of Kentucky mandates by statute that all public records be retained or disposed of according to state guidelines. In 1994 the State Archives developed the first installment of a model schedule for public records generated by state universities. The State University Records Retention Schedule calls for the timely destruction, or permanent preservation, of all University public documents. Please contact the University’s Records Officer for further information or for questions regarding records management.
Payment to Nonresident Alien Individuals
Where is the information found that lists teh visa types for foreign scholars and the rights and limitations of each?
The information may be found on the Immigration Services website, and the visa types are also listed in the University of Kentucky Business Procedure E-7-7 attachment A (PDF).
Most foreign scholars and researchers enter the U.S. with a J-1 visa, which allows them to teach or conduct research while on campus. Most other visa types limit the nature and locations of work that can be performed by the visitor. As general rule, visa types F, H, J, M, or Q will be eligible for payment for services (visiting speaker fees or independent contractor services), an honorarium and expense reimbursement but visa type B only allows for payment of an honorarium and reimbursement of expenses. Other limitations also exist for visa type B, such as the person cannot have been paid by more than five (5) other institutions within the previous six (6) month period.
If an NRA's visa permits them to receive payment of fees and/or expenses, departments may extend an offer to do so. Departments are encouraged to consider preparing a written "letter of invitation" documenting the conditions and terms of the invitation.
If an NRA's visa or other circumstances do not permit payment, departments should not make a promise or a commitment to pay any fees or expenses.
Are payments to an NRA subject to federal and state tax withholdings?
Yes, all payments to NRA's are subject to federal withholdings of 30 percent and state withholdings of 6 percent. However, an NRA may be eligible for exemption or reduced withholdings under a tax treaty between the United States and their country of residence.
Where is the information that documents existing tax treaties between the United States and foreign countries?
Information on existing tax treaties between the United States and foreign countries may be found on the Internal Revenue Service (IRS) website.
How does NRA qualify for and/or claim benefits under a tax treaty?
The NRA must complete IRS Form 8233 (PDF) and it must be attached to the request for payment. Please see Instructions for completing the form. Note: This form requires that the NRA provide a valid SSN or Individual Tax Identification Number (ITIN).
What if the NRA does not have a valid Social Security Number (SSN) or an Individual Tax Identification Number (ITIN)?
An SSN or ITIN is not a requirement for making a payment to an NRA. However, if the NRA does not have an SSN or ITIN they are ineligible for any potential benefits of a tax treaty between the United States and their country of residence. Also, any payment made to them will be subject to withholdings for both federal and state taxes of 30 percent and 6 percent respectively. Additional information regarding tax withholdings for an NRA can be found on the (PDF).
How can an NRA obtain a Social Security Number?
The application for a Social Security Number can be found at the Social Security website.
What are the options if an NRA does not qualify for a Social Security Number?
If an NRA does not qualify for a Social Security Number, they may apply for an Individual Tax Identification Number. The application for an Individual Tax Identification Number can be found on the IRS website.
Why must the University delay payment to an NRA that seek entitlement to tax treaty benefits by completing an IRS Form 8233?
The IRS requires that the University submit the IRS Form 8233 to them for approval, and they impose a mandatory delay of ten (10) business days before the payment may be made.
What is the process for requesting a payment for an NRA?
Non-employee payments are made by Departmental Authorization Voucher (PRD) through the Accounts Payable Department. Detailed procedures for completing the PRD are in Business Procedure E-7-7 (PDF).
What are the documentation requirements for a payment for an NRA?
Documentation requirements vary with the type of payment that may be made to an NRA. Listed below by payment type is the documentation that must accompany the PRD for each payment when it is submitted to Accounts Payable.
Honorarium
Definition: A gratuitous payment made to someone for the sole purpose of expressing appreciation in the absence of a contract or any other written or oral promise to pay for services.
- A copy of the "letter of invitation" or a statement of the terms and conditions of the visit signed by the University official that extended the invitation.
- Copy of the NRA's visa or an I-94 in the absence of a visa.
- IRS form W-8BEN (PDF).
- IRS form 8233 (PDF) if the NRA is claiming exemption or reduced withholdings.
Visiting Speaker Fee
- A copy of the contractual agreement (Independent Contractor Form) (PDF) or other approved contract.
- Copy of the NRA's visa or an I-94 in the absence of a visa.
- IRS form W-8BEN (PDF).
- IRS form 8233 (PDF) if the NRA is claiming exemption or reduced withholdings.
Independent Contractor Services
- A copy of the Independent Contractor Form (PDF) or other contract.
- Copy of the NRA's visa or an I-94 in the absence of a visa.
- IRS form W-8BEN (PDF).
- IRS form 8233 (PDF) if the NRA is claiming exemption or reduced withholdings.
Prizes and Awards
Reimbursement of Expenses
- Copy of the NRA's visa or an I-94 in the absence of a visa.
- Original receipts for all expenses. (In the absence of original receipts, payments will be subject to 30 percent Federal withholdings and 6 percent State withholdings.)