Accounts Payable Services

Location: 331 Peterson Service Building 0005

Phone: (859) 257-5439

Fax: (859) 323-1954

The University of Kentucky Accounts Payable Services is a department of the University Financial Services, serving the entire University and its affiliated corporations by maintaining and operating payment processes designed and tailored to meet their specific needs for invoice settlement and cash disbursements.   The policies and procedures employed are written and implemented to assure sound internal controls yet be intuitive and user friendly while utilizing state of the art methods. The payment methods employed include three way matching for purchase order invoices, an online application addressing cash disbursements and invoice payments for items acquired under delegated purchasing authority and a procurement card purchasing and payment solution. Accounts Payable Services collaborates with vendors and the University community alike, providing classroom and online training while maintaining up-to-date contact information and links to various Q&A documents for vendor payments and cash disbursements.

Staff

Payment Settlements

Loadable Card Program

University Fleet Card

Documentation Storage and Access

Student/Employee Awards

Quick Reference Cards

FAQs

Staff

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Payment Settlements

The University has several methods available to campus for disbursing payments.  This includes: Procurement Card, Purchase Orders (POs), Payment Request Documents (PRD), and Disbursement Request Documents (DR).  Accounts Payable Services and Procurement Services have developed a Purchasing/AP Quick Reference Guide to help guide campus on the proper form of disbursement as it relates to the various activities we generally participate in.

Procurement Card - The Procurement Card is the preferred and primary method for purchasing and paying for goods and services costing less than $5,000. Information for acquiring a Procurement Card and additional information for use and limitations of the card may be viewed at Procurement Card.

Payment Request Document - The Payment Request Document is an alternative method for payment for goods and services and reimbursing employees for expenses other than travel. A Payment Request Document should only be used when a Procurement Card or Shopping Cart/Requisition cannot be used. See Purchasing/AP Quick Reference Guide. For authority to use a Payment Request Document, departmental end users should contact their departmental administrator and coordinate efforts for access with their Area Security Officer (ASO).

Purchase Order – A Purchase Order is created in SAP and issued by the Purchasing Division or a designated unit in fulfillment of departmental Shopping Carts/Requisitions. In doing so, the Purchase Order generally instructs vendors/suppliers to submit invoices directly to Accounts Payable Services. However in some instances, depending on the type of Purchase Order, the vendor/supplier is instructed to submit invoicing to a University department. In these situations it is necessary for the department to complete a Vendor Invoice and Credit Memo Transmittal form to forward the invoice to Accounts Payable Services for processing. Additional information may be viewed on the Central Purchasing page Supplementary Materials.

Disbursement Request Document – A Disbursement Request Document provides departments a means of disbursing funds in rare and unusual circumstances when a check/ePayables payment type will not suffice or is not appropriate. Options and details for use may be viewed at BPM E-7-15. Disbursement Request Documents and all supporting documentation are to be emailed to UKDisbusementReq@uky.edu for review/approval.

Documentation Storage and Access

Documentation for all payment and cash disbursement transactions processed by Accounts Payable Services are stored in the Enterprise Content Management (ECM) module of SAP and are readily accessible for view by departmental personnel. Access to view the transaction documents and the supporting documentation may be granted by EAG upon receiving a properly approved request from the department’s Area Security Officer.  See QRCs for instructions on how to look up documentation through ECM.

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