Accounts Payable

To pay for a non-capital expense that is less than $5,000, including freight and delivery, the following payment methods are available (listed in order of preference):

1. PCard - is the preferred method of payment for all purchases not on a purchase order. A W9 from the vendor is not required when paying with a PCard.

   • Exclusions: a PCard cannot be used for the following general categories:

   • Hospital inventory items
   • Medical devices and small equipment
   • Lab, research animals and human subject interests where protocol numbers are required
   • Services, construction and renovation products whereby onsite work effort requires insurance liability and workers compensation certificate validation, terms and conditions review and detailed specifications to be followed
   • Consulting contracts
   • Service and Maintenance agreements for software/equipment
   • Technology Purchases: Prior to any purchase of computers, printers, faxes, imaging devices, etc…please seek approval from the IT department to ensure the purchase is compatible with IT purchasing discounts, IT service and networking requirements.
2. Direct Pay Request - for payment to a supplier that does not accept credit card or a non-employee. All new vendors will need to go through our PaymentWorks registration processes to submit necessary documents. This includes their W9 and their ACH information, which is the preferred method of payment at the University. Departments that submit frequent direct pay forms are encouraged to utilize the upload template. All employee reimbursements must be submitted in Concur.
3. Purchase Order (PO) - for all other purchases. The PO should be sent to the supplier at the time of order and invoices with a valid PO number should be sent directly to apinvoices@utoledo.edu for payment. Visit the Purchasing website for more information.

To pay for any expense that is $5,000 or more, the following payment methods are available (listed in order of preference):

1. Purchase Order (PO) - sent to the supplier at the time of order and invoices with a valid PO number should be sent directly to apinvoices@utoledo.edu for payment. When purchases of goods are greater than $50,000 or services greater than $75,000 from a single supplier annually, a competitive bid event must be administered by Purchasing. Visit the Purchasing website for more information.
2. Direct Pay Request - for payment to a supplier that does not accept credit card or a non-employee. A W9 is required for any vendors that do not have a Rocket ID and ACH payments are encouraged for all direct pay vendors. Departments that submit frequent direct pay forms are encouraged to utilize the upload template. All employee reimbursements must be submitted in Concur. 

Account Codes and Definitions - list of all UT expense accounts and usage guidelines for use with direct pay requests, Concur transactions, and budgeting.

Payment Status - instructions for Banner Self Service internal use.

Payment Types:

Direct Bank Deposits (ACH): Recipients will receive email confirmation of payment via ACH Remittance Advice. Multiple payments will be deposited as one payment. Payments are processed every Tuesday and Friday, with adjustments made for university holidays.

Paper Checks: Payments are processed and mailed every Thursday, with adjustments made for university holidays. Requests for a stop payment or reissue will be considered one month after the check date.

Wire Transfers: Used for international vendors and other time-sensitive payments. After verification, wire payments are processed daily. These payments do incur additional fees, which may be charged back to the requesting department.