Canceling and Reissuing Checks
The Accounts Payable office is responsible for canceling and reissuing
checks which originate from any Procurement / Supplier business process in
Workday. To have a check canceled or reissued, please contact the Accounts
Payable via firstname.lastname@example.org.
The Accounts Payable office makes
every effort to insure that supplier invoices are paid within the guidelines of
the supplier's payment terms. Although there are payments that are due
immediately upon receipt of invoice (Example: individuals), most supplier's
payment terms are Net 30. As invoices are entered into Workday for payment, the
payment due date will default to 30 days from the supplier invoice date. The
Accounts Payable office does have the ability of overriding the default date
and moving a payment up as required. Check payments are settled to the supplier
10 days prior to the payment due date; ACH payments are settled 5 days prior to
the payment due date.
Accounts Payable currently
settles invoices twice a week, on Tuesday and Friday.
Credit Memos received from a
supplier MUST reference the original invoice number OR a Purchase Order in order to be entered and applied
into Workday. Once the
credit has been approved, the cost center(s) FDM from which the original
invoice was expensed will be credited. This credit will be stored in Workday
until sufficient debits are available to use the credit. If a credit is not
taken within 6 months, the Accounts Payable office will make
every effort to have the supplier send a refund check for the amount of the
credit. When a refund check is received prior to there being sufficient debits,
the credit memo that was entered in Workday will be canceled. Checks are
deposited into the cost center(s) from which the expense was originally paid.
If it is found that it is not possible
to collect a refund check OR buy additional inventory from the vendor, the
credit memo amount will be handled through the University abatement process.
Supplier Invoice Requests
Supplier Invoice Request (SINVR) is a stand-alone
business process in Workday and not tied to purchase orders, contracts, or
budget planning. The use of the SINVR feature in Workday replaces what was
previously known in BASIS as Invoice Attached, Direct Payment, and UPAY.
These requests are created in
Workday by the departmental user using the Create Supplier invoice Request
function. Payments made using this function are not subject to Receiving.
SINVRs require supporting documentation to be attached prior to submission. For more information, see Procurement's Supplier Invoice Request Rule.
All invoices MUST be billed to the University, not to an individual, and to also
include the following additional information, if applicable:
- The name and
address of the supplier
- Invoice Date
- Invoice Number
- Purchase Order
Number or Supplier Contract number (if applicable)
listing of purchases (if applicable). This should include a description of
the merchandise and/or services, unit price, and extended line total.
- If supplier
remits sales tax to the State of Arkansas, and if the item (s) purchased
are taxable, then sales tax should be included on the invoice.
Every effort should be made to
contact the Non-Resident Taxation Specialist in Human Resources well in advance
of any desired payment or reimbursement to a non-resident individual. This step
will ensure that the appropriate tax documentation has been secured in order to
make a timely and accurate payment and that the University is in compliance
with the Internal Revenue Service regulations.
The Non-Resident Taxation
Specialist will provide instructions to the requesting department on the
appropriate tax deductions for any payment type to an NRA, if applicable.
Please contact Human Resources NRA
Representative at 575-2099 or visit the Non-Resident Alien Information page.
Workday enables departments to
provide electronic acknowledgment of orders received via the Create Receipt
function. Before a payment will be issued to a supplier, Receiving MUST be performed (if applicable).
There are two types of Receiving
that can be performed depending on how the user setup the Purchase Order line:
Receiving (Goods Line)
Receiving (Service Line)
The Receiving function allows the
user to post any quantity without regard to quantity ordered. Workday utilizes
a three-way matching process to ensure that a payment is complete and accurate;
and helps to highlight any discrepancies between the purchase order, receipt,
Workday checks that the quantities and prices on the
purchase order matches with the goods or services received via the receipt and
charged on the invoice. If these three elements pass the matching rules, then
the invoice will approve and can be settled for payment according to its
terms. If any issues (match exceptions)
are found, such as inaccurate quantities, wrong prices, etc., the payment will
not be released until the match exception is resolved. See the Match Process Guide for more information, including tips on resolve match exceptions.
Receiving is required on all Purchase Order
types. Receiving may or may not be
required on Supplier Contracts (depending on contract type). Receiving is NOT required on Supplier Invoice
Sales and Use Tax
The University of Arkansas is NOT
exempt from paying sales or use tax except on those items and/or purchase
transactions that are specifically exempted by law.
Sales Tax will be charged by
those suppliers located in-state and by out of state suppliers if that out of
state supplier remits sales tax to the State of Arkansas.
Use Tax will be calculated by Workday on
those purchases where tax is applicable; the supplier is located out of state,
and the supplier DOES NOT remit sales tax to the State of Arkansas. Use tax is
then remitted to the State of Arkansas by the Financial
Affairs Office at
For more information regarding Sales & Use Tax, please visit the AP Sales and Use Tax page
Arkansas State law requires that
a claim be filed with the Arkansas State Claims Commission for invoices or
services rendered that are more than two (2) fiscal years old. The vendor
supplies a copy of the unpaid invoice to: Arkansas State Claims Commission, 101
E Capitol Ave., Ste 410, Little Rock, AR 72201-3823. The commission can be
reached at: (501) 682-1619. The claim is reviewed by the commission and is
forwarded to UAF for research. The department provides a cost center from which
to pay the invoice. The Claims Commission issues payment directly to the
vendor. This process can take up to four (4) months to complete.
Training and Customer Support
Accounts Payable staff
are available to provide training.