Paying an Invoice

How to submit your payment request

Accounts Payable is responsible for processing the following types of payments. Please see below for the proper channel to submit your payment request through depending on type of invoice needing payment.

Used For

Payment of invoices under $5,000.00

Policy

-N/A

Department’s responsibility/process
  • Verify that you are being billed correctly: all items being charged on the invoice have been received/services rendered as expected and agreed upon
  • Complete direct pay e-form
Things to Consider/Common Q’s
  • Can I put more than one invoice on a direct pay?
    • No. One direct pay per invoice is needed. (Each payment is identified by the invoice number.)
  • We are tax exempt.
    • If there is sales tax charged, contact the company and provide them our tax exempt number and ask for a new invoice, or ask if it is OK to just pay short.
  • Items that do not require a PO regardless of dollar amount can be paid via Direct Pay. These include:
    • Subscription Fees (except for software related fees: anything related to software needs to be on a PO.)
    • Membership Fees
    • Royalties
    • Stamps, postage, and U.S. postal services
Forms
  • Direct Pay E-form
    • Choose Start a New Form
    • Select ASK – Administrative Support + Knowledge Center
    • Choose Direct Pay
Contact

Sheri Kuberra
kuberrca@uwec.edu
(715) 836-5999

1. Wires

  • See wires section below

2. Check

Used For:
  • Payments for Study Abroad Programs
  • Foreign travel pre-payments
  • Invoices
Policy
  • N/A
Department’s responsibility/process
  •  Verify foreign company is willing to accept a check in US dollars
Things to Consider/Common Q’s
  • We can only issue a check in US dollars
Forms
Contact

Sheri Kuberra
kuberrca@uwec.edu
(715) 836-5999

 
Description/Used For
  • Monthly phone invoices (AT&T, Verizon), shredding services (Shred-it), TV/ Internet (Charter). 
Policy
  • N/A
Department’s responsibility/process
  • Departments need to work with Purchasing to set up a new Utilities account
    • Use “Accounts Payable; PO Box 5008” as the addressee when setting up a new account
    • Email Accounts Payable to expect a new account, provide as much account information as you’ve received from the vendor, provide the preferred funding string, and also the best contact in your department for any billing issues
  • Forward on any original invoices received immediately to Accounts Payable (if you review them and include an “ok to pay” note, they can be processed faster)
  • Accounts Payable will email departments a copy of every invoice we received and you have 3 days from receipt of the email to review the invoice before it is processed
  • Please let us know immediately of any issues as it’s easier to resolve them before payment
Things to Consider/Common Q’s
  • N/A
Forms
  • N/A
Contact

Kevin Brooks

brookskj@uwec.edu

Description/Used For
  • Purchases of computers, hardware, and/or software
Policy
  • N/A
Department’s responsibility/process
  1. Department contacts purchasing requesting new computer/software/hardware
  2. E-Form approval process occurs (On eform/BP logix site go to: start new form -> ASK -> Computer/Printer/Software PR). Accounts Payable notified upon final approval/Purchase Requisition creation
  3. Invoices sent directly to Accounts Payable
  4. Accounts Payable sends a copy of invoice to department for your records and to verify the product is received and acceptable to pay for
  5. Payment processed and will be seen on WISDM as PO# xxxx
Things to Consider/Common Q’s
  • N/A
Forms
  • N/A
Contact

Kevin Brooks
brookskj@uwec.edu

Used For

  • In an effort to reduce the labor and cost of writing and depositing checks between business units, the UW System encourages the use of an Inter-Unit Journal (IUJ) using the Journal Entry Tool (JET) to record expenses and/or revenues, as well as transfer cash, between the business units in a mutually agreeable manner.
  • Basically, it is used any time you want to receive or pay another UW institution for an invoice, shared expense, athletic team or event registration, etc.
  • An Inter-Unit Journal (IUJ) can be used to record expenses and/or revenues between business units for transactions such as:
    • Billing of services
    • Payment of registration for conferences
    • Charging back expenses
    • Allocating assessments
    • Distributing revenue such as interest or rebates
    • Transferring grant payments (specific coding required)
    • Payment of an Inter-Institutional Agreement (IIA)
Policy
Department’s responsibility/process 

1. Department will be in contact with the other UW-institution to decide and agree upon terms of arrangement.
2. Department will obtain supporting documentation and request approval to process an IUJ from the other UW institution.

  • Supporting documentation should include:
    • Description
    • Date
    • Amount
    • Invoice Number (if applicable)
    • Funding string to pay (fund-program code- department id- account code- project number)
    • Applicable backup documentation such as approval email, invoice, registration flyer, etc.

3. Department will email the request to process an IUJ to Assistant Controller or Controller. Department will attach:

    • supporting documentation
    • the approval from an authorized signer on the account paying the invoice
    • the funding string to be paid from.

4. Accounts Payable (Assistant Controller or Controller) will process IUJ and send confirmation along with a copy of backup to the requestor and IUJ contact for the associate campus letting them know it has been processed.
5. Accounts Payable will keep and store documentation in accordance with the Record Retention policy.

Things to Consider/Common Q’s
  • When wanting to have another professor or UW-System employee come to speak or provide services related to their daily role, an IIA needs to be processed to handle this.  Contact Barb Hanson in Human Resources to request the IIA.
  • The institution paying or incurring the expense should be the initiator of the IUJ.
Forms
  • Not applicable
Contact

Angie Underwood
underwat@uwec.edu

Jackie Kriesel
kriesjd@uwec.edu

Description/Used For
  • Registration fees (only if credit cards are not accepted) or application fees
Policy
  • N/A
Department’s responsibility/process
  • Process direct pay e-form attaching registration from or invoice, agenda, names of participants

Things to Consider/Common Q’s
  • If paying a registration fee, an agenda must be attached
Forms
Contact

Sheri Kuberra
kuberrca@uwec.edu
(715) 836-5999

Used For
  • Overpayments (non-tuition account related)
  • Event deposit refunds
Policy
  • N/A
Department’s responsibility/process
  • Attach back-up of payment received (deposit slip into account or copy of check)
  • Send memo style request
Things to Consider/Common Q’s
  • N/A
Forms
Contact

Sheri Kuberra
kuberrca@uwec.edu
(715) 836-5999

Used For
  • Study Abroad
  • Immersions
  • Invoices in other currencies
Policy
  • N/A
Department’s responsibility/process
  • Provide invoice or contract along with a memo requesting payment. Memo must contain the following information:
    • Beneficiary Name – ( NOTE:  Name and address of business/person we are paying)
    • Beneficiary Address –  MUST include city and country
    • Beneficiary Account Number –
    • Contact Name-
    • Contact Phone Number-
    • Bank Routing Number – (if available from bank)
    • Bank Name –
    • Bank Address –
    • Swift Code –
    • Sort Number – (if available from bank)
    • IBAN Number – (if available from bank)
    • Amount and currency (i.e. USD or CAN, etc.) of Wire
    • China – CNAPS code:  
  • Attach purchasing contract/approval if $5,000 or greater
Things to Consider/Common Q’s
  • Please give 1 week turn-around-time
Forms

"C:\Users\kuberrca\Desktop\MEMO example.docx"

"S:\AccountsPayable\Bank\Wire-Info Needed to wire to another country.doc'

Contact

Sheri Kuberra
kuberrca@uwec.edu
(715) 836-5999

Used For
  • Reimbursing Student Organizations for items purchased or travel expenses using the club’s bank account (these purchases can not be reimbursed through E-Reimbursement).
Policy
  • This is a UW Eau Claire policy. When the student Organizations were required to have their own bank account, we needed a way to reimburse purchases/ travel directly to a club, since E-Reimbursement is for individual expenses.
  • All purchasing and travel policy should be followed.
Department’s responsibility/process
  1. Collect receipt copies from student org.
  2. Submit request to reimburse to A/P.
Things to Consider/Common Q’s
  • Must have original receipts.
  • We cannot reimburse Wisconsin sales tax.
  • Must purchase within University policy.
Forms

"C:\Users\kuberrca\Desktop\MEMO example.docx"

Contact

Sheri Kuberra
kuberrca@uwec.edu
(715) 836-5999

Contact Firstsource at (715) 836-3131

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