Frequently Asked Questions
Listed below are some of the most common Accounts Payable related questions.
ICD's route to The Office of Purchasing for review and then to Accounts Payable for review and processing. When research funds are used the ICD's will also be reviewed by ORTT. Contact Accounts Payable at email@example.com for more information regarding the status of the ICD.
Accounts Payable will cancel or reissue a lost check upon request from the department. To request a check to be cancelled email firstname.lastname@example.org. Include the action to be taken (cancel or re-issue), the Banner invoice number and the reason for the request.
NSF stands for non-sufficient funds; this means you do not have enough budget to pay the invoice.
Possible Actions needed for Resolution
- A Budget Adjustment to increase OOE
- An email sent to email@example.com to use different funding
- Cash Transfer and a Budget Adjustment to add more OOE
In order to process payments the fund and org must have available budget to spend.
If you have access to Reporting Services first look at the report Vendor Payment Status by Period. If the payment is not listed contact Accounts Payable at firstname.lastname@example.org.
316-733-2753 Laurie O'Leary
Possibly, go to the Price Quote Comparison to see when an airline quote is required.
Possibly, if meat is provided at the breakfast you must remove the meal from your reimbursement.
All meals provided at no cost to the traveler must be excluded from the per diem calculation.
A TA is required when:
- using Sunflower Travel
- traveling out of state beyond 200 miles of the Kansas border
- traveling internationally
- traveling out of state and requesting reimbusrement by WSU Foundation Funds
The current rate for fiscal year 2019 is $0.545.
No, submit the log on time and send an updated log sheet when signatures are obtained; email the updated log to email@example.com.
Possibly, in general Kansas Sales Tax should not be charged to the BPC. You must supply each vendor with the tax exempt form.
When Kansas Sales tax is inadvertently paid, and the amount of tax is LESS THAN $5.00 the individual is not required to obtain a credit for the tax paid.
Please contact the BPC Administrator for further clarification on gift cards.
If you choose to book your own rental vehicle, you must reference the following numbers to receive contracted rate and benefits. All rentals booked through Sunflower Travel will automatically link to the WSU account.
- XZ51WSU – Use when renting a Compact, Intermediate, Full Size, Compact SUV, Midsize SUV, Large SUV, Minivan, Hybrid Midsize vehicle.
- XZ51WSC – Use when renting a Pickup Truck, Cargo Van, or 12/15 Passenger Van.
If using a WSU BPC card or Sunflower Travel do not accept the insurance. If using personal funds do accept the insurance.
If renting under the State of Kansas Contract, the CDW/LDW insurance is included in the daily rate. If you do not rent under the State of Kansas Contract, you may need to purchase this insurance coverage separately. For additional clarification, contact the BPC Administrator.
Do accept the insurance; it is not built into the daily rate. If you are using personal funds to pay for the rental vehicle; accept the CDW/LDW insurance.
This is not a reimbursable expense based on State of Kansas Policy, however, if the traveler chooses to purchase this expense they may do so.
Search for the vendor using the Vendor Addresses (Linked) report in Reporting Services. If the vendor does not display contact Accounts Payable at firstname.lastname@example.org.
All non-employee individuals and entities (businesses, corporations, organizations). Employees DO NOT need to submit a W-9.
All non-employee individuals and entities (businesses, corporations, organizations) that would like to receive their payment via ACH.
Employees no long fill out the DA-130 to provide banking information. Employees now log onto myWSU and click the Direct Deposit Information link located in the Employee Self-Service section. Once on the Direct Deposit Allocation page, the employee will enter banking information in the section titled WSU Employee Travel/Reimbursement Direct Deposit Distribution.
Students no long fill out the DA-130 to provide banking information. Students now log onto myWSU and go to the myFinances page then click the Direct Deposit Information link located in the Employee Self-Service section. Once on the Direct Deposit Allocation page, the student will enter banking information in the section titled WSU Employee Travel/Reimbursement Direct Deposit Distribution.
Many businesses have a dba (doing business as) name and then a W-9 name. Be sure you are using the keyword feature when searching.
Example: The Lunchbox dba Roxie's in Riverside - a keyword search on roxie's or lunchbox will return this vendor when using Reporting Services report Vendor Addresses.
If you are still unable to locate them, please contact Accounts Payable at email@example.com.