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Comptroller's Office
University of Pennsylvania
Suite 312 Franklin Building
3451 Walnut Street
Philadelphia, PA 19104
215.898.7593 (Phone)
215.898.0817 (Fax)

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Office of the Comptroller

[ Disbursements - Accounts Payable ]

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.

Accounts Payable 2014 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 10, 2014 5:00 p.m. to be processed before December 31, 2014

  • PDA forms
  • Request Final Closing of PO's
  • Requests to correct and reverse receipts

Tuesday, December 16, 2014 5:00 p.m. to be processed before December 31, 2014

  • Purchase Order invoices

Wednesday, December 17, 2014 5:00 p.m. to be processed before December 31, 2014

  • Will Calls

Wednesday, January 7, 2015 at 5:00 p.m. - deadline to submit 1099 manual spreadsheet and W9's to AP for payments made outside of BEN Financials for 2014:

  • Print spreadsheet and attach W9's,(only for participants who require a 1099) and send to Accounts Payable
  • Email spreadsheet to joycers@upenn.edu

AP Coverage for Winter Break

The AP office will be staffed over the Winter Break to take phone calls and respond to emails only as follows:

Thursday12/25/14Closed
Friday12/26/14Closed
Monday12/29/14Closed
Tuesday12/30/148:00 a.m. - 12:00 p.m.
Wednesday12/31/148:00 a.m. - 12:00 p.m.
Thursday1/1/15Closed
Friday1/2/15Closed

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 New in AP ??

Introduction of the GTR Worksheet/Guest Travel Reimbursement (July 2014) - Click for details

Employee/Student Deactivation

With the transition of employee/student reimbursements to Concur (3-4k/month) and our efforts to keep the BEN Suppliers clean and current (employees/students make up more than 40% of BEN active suppliers), plans are underway to systematically deactivate employee/student suppliers in BEN Financials. This implementation will be completed on or before April 15th.

Starting April 16th to reactivate an employee or student supplier for a payment (see below) we will be requiring a W-9 with the PDA-ES Form. Additionally, the payment method will be a manual check. This affects payments from BEN only and does not have any impact on the electronic payment setup in Payroll and Concur.

Future BEN payments (estimated 100/month) to employees or students should be limited mostly to tax reportable transactions (using the PDA-ES Form):

  • Royalties
  • Rents
  • Student awards
  • Vendor type services (e.g. photography, musician)
  • Human Subject (direct payments)
  • Legal Settlements

Other payments would include (W-9 not required):

  • Advances for human subject payments
Introduction of PDA Forms

As of August 12th the Individual Disbursements Services Department (IDS) has merged with Accounts Payable on the 4th floor of the Franklin Building, Rm 440.

As of October 16th we have introduced the new Procurement/Disbursement Authorization Forms (PDA). The old C-368 Forms and travel C5,C7,C7A Forms will be phased out and no longer accepted after December 31, 2013.

Please use the new PDA Forms going forward.

  1. PDA-NA Form (Non-Affiliates) This form should be used for Corporate Suppliers/Individuals or Non Corporate Entities
  2. PDA-ES Form (Employee/Student) This form should be used for Employees/Students and Foreign National Employee/Students for taxable payments. Reimbursements should be going through Concur.
  3. PDA-F Form (Foreign Non-Affiliates- Corporations/Individuals) This form should be used for all Foreign Corporation/Foreign Individuals or Non Corporate Entities and Foreign Drafts.
  4. PDA-W Form (Wire Transfer) This form should be used only for payments over $100,000 or International Payments specifically stating wire transfer is required can be paid via Wire/ACH transfer, unless authorized by the treasurer’s office.
1099 Manual Process

1099 Manual Process for Payments Made Outside of BEN Financials for 2013

Below is the procedure for gathering 1099 information for individuals who are paid more than $600 via Petty Cash, Gift Cards, etc.

  • Collect W9’s for participants who will meet the minimum of $600 requiring a 1099
  • Store W9’s in a secure location until the end of the calendar year
  • Keep a running spreadsheet throughout the year keeping track of which participants/individuals will meet the $600 threshold for payments
  • Spreadsheet can be found on AP website/Documents/Forms http://www.finance.upenn.edu/comptroller/forms/#Accounts_Payable
  • Print spreadsheet and attach W9’s (only for participants who require a 1099) and send to Accounts Payable by January 8, 2014
  • Email spreadsheet to joycers@upenn.edu by January 8, 2014
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Comptroller Spotlights

FY2014 Closing Instructions
New Category Codes
GL Object Codes FY2015
Concur Expense Type/Object Code Matrix (2015)
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