Duke

Call 919-684-3112 for Accounts Payable Customer Service, and have the following information prior to calling:

• Vendor Name
• Purchase Order number (If applicable)
• Invoice number
• Invoice amount
• Invoice date

Processing time is generally one to two weeks, vendor terms will determine when the request will process for payment. All payments are made with net 30 day terms unless the payment qualifies for different terms per GAP 200.136, Accounts Payable Check Request and this is noted on line 7. Net 30 means the check will be printed and mailed 30 days from the invoice date. Checks are printed on Mondays and Wednesdays. When a holiday falls on a Monday, a check run will be generated the Friday prior and Tuesday and Thursday the week of. When the type of payment qualifies for special pick up, you will be contacted when the check is available.

No. All payments to students and employees are handled by Employee Travel & Reimbursement, or Payroll. Please visit their websites for more information.

The quickest way to get your check request processed is to hand deliver it to Accounts Payable (located in bay 8 of American Tobacco Campus) and ask to see a Check Request Auditor. You would then be able to explain the circumstances for needing a quick turn around. The Check Request Auditor can expedite processing for you.

An Accounts Payable Check Request for an emergency must be hand delivered to Accounts Payable by 10:30 a.m. on Monday's and Wednesdays for that day's payment run. Request to speak to a member of the management team.

Invoices should be mailed to Accounts Payable. We require original invoices and will only accept faxed/emailed copies of invoices when they are past due and need immediate attention. These must be legible copies. However, APCR's are required to have original signatures and therefore cannot be accepted via fax/email.

For personal services, an ICC form is required for every check request submission. The only exception would be for honorariums and guest speakers. For additional information, refer to GAPs 200.128 and 200.129.

No, Social Security numbers are not required, with the exception of Per Diem requests. However, please note that Accounts Payable Check Requests cannot be used for employees or students. These must be requested on a Miscellaneous Reimbursement Form and sent to Employee Travel and Reimbursement.

Documentation attached should be the original backup or invoice no additional copies are required.

No, to reduce the risk of checks being misdirected and for proper internal controls, the address on the check must be the vendor address.

For a Standing Order or a Purchase Order, an Accounts Payable Check Request is not needed. The invoice is submitted directly to Accounts Payable with the Purchase Order number referenced on the invoice.

No. With the Implementation of imaging, AP will no longer send copies of any invoices. Please visit the SAP website for instructions on viewing images. Departments should maintain a copy of the APCR before submitting the original to Account Payable.

Initially you should verify that the check has issued and has not been cashed. Step by Step instructions are located at on the SAP website. You will also see notes in SAP stating that the check may have been returned.
If the check is still open and no return notification is present, a cancellation and reissue of the check can be requested.
Please contact Accounts Payable Customer Service at 919-684-3112 for this request. Please also note that if the check was mailed to the correct address, we generally require a 30 day waiting period from the issue date before the check will be reissued.

Please send the check to American Tobacco Campus (ATC), Box 104131, with an explanation for cancellation.

No, we may be in receipt of the invoice, however, it could be held up for processing issues, missing information, etc. To prevent duplication, please contact Accounts Payable customer service at 919-684-3112 first to verify invoice status.

A goods receipt is a SAP transaction that is sometimes required on a Purchase Order to allow the department to properly track when items are received and when the expense posts. This must be completed by the "goods recipient" or other end user to release the invoice payment. Please visit the SAP website for step-by-step instructions.

Please review the step-by-step instructions on Reconciliation and Documents. There you will see a section about how to see if a check has been issued.