[ Accounts Payable ]
Accounts Payable Year-End Cut-Off Dates
In order to ensure your invoices are processed prior to the end of the calendar 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 calendar year however due to the increased volume of requests we receive during this time, Accounts Payable cannot guarantee they will. The Dates are as follows:
| Cut Off Date/Time | Request Type |
| December 18, 2009 5:00 p.m. | C-forms to be processed before December 31, 2009. |
| December 18, 2009 5:00 p.m. | Purchase Order invoices to be processed before December 31, 2009. |
| December 18, 2009 5:00 p.m. | Final day to request Final Closing of PO’s to be processed before December 31, 2009 |
| December 18, 2009 5:00 p.m. | Requests to correct and reverse receipts to be processed by December 31, 2009. |
Special Note: On Dec 16th the AP office will be closing at 11AM, all Will Call checks will be available for pickup anytime between 8AM-11AM.
Accounts Payable will be closed Dec 25-28 and Jan 1.
The Accounts Payable office will be open Dec 29, 30 and 31 from 8AM-12PM. If you need any assistance during this time you may contact AP during those office hours. If you have any special requests or concerns, please contact Jason Freedman at jdfreed@upenn.edu.
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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@exchange.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@exchange.upenn.edu. We'll be happy to help any way we can!
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