[ Accounts Payable ]
Accounts Payable is responsible for processing disbursements and issuing all checks
(except Payroll) for the University of Pennsylvania. Payments are made against
approved and reserved purchase orders or via one of several forms, including the
C-368 - Request for Payment and the Request for Petty Cash Reimbursement.
Please refer to our Document/Forms Library for
other forms associated with Accounts Payable transactions.
The BEN Financials
Commodity Matrix can also assist you with determining the appropriate method for procurement
and payment of products and services.
Following is some additional information that you may find helpful when inquiring about
Accounts Payable related processes and procedures:
A check is produced for an individual in two business days after entering into the BEN Financials system. A check is produced for vendors within thirty (30) days from the date of the invoice, provided the
invoice is not "on hold" in BEN Financials. A W-9 is required for all individuals in order to
be added to the vendor database. In addition, a W-9 is required for all
individuals at the beginning of each calendar year in order to remain active
in the vendor database. A C-12 is required for all individuals with the status of Independent Contractor. Petty Cash Voucher Slips are required to be attached to each receipt. A Stop or Void Payment Form is required to request a Stop or Void payment transaction. When responding to BEN Alerts, please do one of the following:
- Enter a receipt for a Quantity Received Hold.
- Please place a Hold Resolution Markup through MarkView with a detailed
explanation if you would like to cancel the invoice.
- Please place the PO Creator Approved Markup through MarkView to release
the following holds: maximum total, quantity ordered and items not ordered.
- Please email apsup@pobox.upenn.edu
for all finally closed purchase orders
and provide a detailed explanation if you would like the invoice cancelled, if it's OK to
pay, or if you would like the payment released to the supplier.
Procard transactions/batches are created for each cardholder on a daily basis, and are
available to cardholders in BEN Financials from Monday through Friday of the following week. Closing Schedules:
On the last business day of each month, Accounts Payable does not have access to BEN Financials
from approximately noon until mid-day the following day. Please be advised there may be some
delay in processing transactions as a result of the accounting close process.
NEED HELP? Please telephone Accounts Payable at 215.898.2626 or email us at
apsup@pobox.upenn.edu. We'll be happy to help any way we can!
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