[ Disbursements - Accounts Payable ]
4th Floor Franklin Building- Room 440
3451 Walnut St
Office hours- 10:00 a.m. until 2:00 p.m.
Phone: (215) 898-2626
Fax: (215) 573-4234
Email: APSUP@exchange.upenn.edu for inquiries only (Do not email invoices)
Accounts Payable is responsible for processing invoices and issuing payments for Companies, Individuals, and Foreign Drafts. This includes payments to Foreign Nationals, students, faculty, staff, human subject payments and independent contractors. Accounts Payable is also responsible for the Voiding and Reissuing of Payments made by the University. Payments are made against approved and reserved purchase orders or via one of several forms, including the Procurement/Disbursement Authorization Form (PDA) and the Request for Petty Cash Reimbursement. PDA Forms are used for payments when a PO cannot be issued. PDA for payments to companies as well as all foreign draft requests are sent to Accounts Payable via Intramural mail.
Please refer to our Document/Forms Library for Procurement/Payment transactions.
The BEN Financials Commodity Matrix can also assist you in determining the appropriate method for procurement and payment of products and services.
2015 Year-End Cut-Off Dates
The following are the year-end processing cut-off dates for the AP Office. In order to ensure that your requests are processed before the end of the year we are requesting you submit all requests by the dates listed below.
Requests submitted after these dates may still be processed before the end of the year, however, due to the increased volume of requests we receive during this time we cannot guarantee they will be processed. The dates are as follows:
Wednesday, December 9, 2015 5:00 p.m. to be processed before December 31, 2015
- PDA forms
- Request Final Closing of PO's
- Requests to correct and reverse receipts
Wednesday, December 16, 2015 5:00 p.m. to be processed before December 31, 2015
Thursday, December 17, 2015 5:00 p.m. to be processed before December 31, 2015
Wednesday, January 6, 2016 at 5:00 p.m. - deadline to submit 1099 manual spreadsheet and W9's to AP for payments made outside of BEN Financials for 2015:
AP Coverage for Winter Break
- Print spreadsheet and attach W9's,(only for participants who require a 1099) and send to Accounts Payable
- Email spreadsheet to firstname.lastname@example.org
The AP office will be staffed over the Winter Break to take phone calls and respond to emails only as follows:
||12/30/15||8:00 a.m. - 12:00 p.m.|
||12/31/15||8:00 a.m. - 12:00 p.m.|
Please note: There will be no AP window hours.*
* If you have an emergency you may call the Helpdesk (215-898-2626) or email (APSUP@exchange.upenn.edu) during office hours.
What’s Happening in AP
AP would like to thank everyone who showed up for the Payroll/Tax/ AP Road Show. There were many great topics and great discussions! We intend to plan these types of meetings more frequently and would love some suggestions for future topics. Feel free to send suggestions to the AP Helpdesk @ email@example.com.
AP is very excited about the new Greenphire ClinCard introduced in July. Greenphire ClinCard is a reloadable prepaid card now available to research coordinators as a ‘human subjects’ payment option. The card offers a faster and safer method to pay your study participants and will provide an excellent alternative to AP checks, gift cards and petty cash. For more information, please visit the Accounts Payable webpage: http://www.finance.upenn.edu/comptroller/accts_payable/Greenphire/
AP now has over 650 vendors signed up for emailing PO invoices. Please help us increase the amount of vendors participating in emailing invoices directly to AP. If a vendor you are working with is interested in emailing PO invoices or would like more information on becoming an approved email vendor, have them contact the AP Helpdesk @ firstname.lastname@example.org. Please note: This email box is for inquiries only and invoices should not be sent to this email box.