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ACCOUNTS PAYABLE FREQUENTLY ASKED QUESTIONS Other Frequently Asked Questions What is a Duplicate Vendor? A vendor who appears in the University of Michigan M-Pathways Vendor Database more than once with the same address, name, tax identification number, federal identification number or Social Security number. How do I look up a vendor in M-Pathways? Refer to the MAIS LINC document “Locate a Vendor v8.8 – Step-by-Step Procedure.” Contact the MAIS Help Desk at 734-936-7000 for assistance in accessing MAIS LINC. How do I request a new vendor number or get a vendor added to the vendor database? Contact Vendor Maintenance at 734-764-8212 if requesting one or two vendors be added to the database. Or, email vendor.maintenance@umich.edu to request one or more vendors be added. How do I find an employee in the vendor database? Refer to the MAIS LINC document “Locate a Vendor v8.8 – Step-by-Step Procedure” for navigation instructions. Note: If you know the employee’s 8-digit UM ID number, enter that value in the Short Vendor Name field on the Vendor Information—Find Page. How can I update employee information? Personal information should be updated on Wolverine Access by the employee. If the employee is not available, contact the H/R and Payroll Service Center at 734-615-2000. How can I update vendor information? Contact Vendor Maintenance at 734-764-8212 or email vendor.maintenance@umich.edu. If you need to add an address to an existing vendor, verification of the vendor’s tax identification number or social security number is required. What if I can not find a vendor I am looking for? Contact Vendor Maintenance at 734/764-8212 or email vendor.maintenance@umich.edu. What information do I need to request a vendor number? You need to provide Vendor Maintenance with the following information about the vendor:
Why does a vendor number show as invalid when I try to create an ePro requisition in M-Pathways? I’ve used the vendor id before. The "Open for Ordering" button is turned off for this vendor. This can happen for a variety of reasons. Contact Vendor Maintenance at 734-764-8212 or vendor.maintenance@umich.edu for further information. Why is the vendor’s status “inactive”? A vendor’s status may be inactive for a variety of reasons:
What does vendor certification mean? Each new vendor is sent a "Vendor Certification" form to complete, sign and return to Vendor Maintenance. This form is a method of collecting tax information for the IRS and other information that the University is required to report. It can cost the University tax penalties or cause contract violations if we are unable to report this information in a timely fashion. You may assist with vendor certification by requesting the vendor complete our W-9 form. If this is not possible, please inform the vendor that a certification form requesting information will soon be mailed to them. Payments to the vendor will be held until this information has been returned. What does “Hold Payment” status mean for a vendor? New vendors are on "Hold Payment" status until they return the completed certification (W-9) form delaying payments until the certification (W-9) is returned. See the MAIS LINC document “Locate a Vendor v8.8 – Step-by-Step Procedure” to learn how to find a vendor’s Payment Hold status. Contact the MAIS Help Desk at 734-936-7000 for assistance in accessing MAIS LINC. Must I provide a vendor’s Federal ID or social security number before I can get an M-Pathways vendor ID number? A tax identification number (TIN) for all vendors is required. This will either be a social security number for an individual or an EIN (Employer Identification Number) for a company. This number is required for reporting purposes. A new vendor must also complete the certification process (W-9) for the University to remain in compliance with the IRS. Vendor Maintenance also uses the TIN to verify if there are duplicate vendors or TINs in the vendor database. P-Card How do I apply for a P-Card? To apply for a P-Card, complete an application form and send it to Accounts Payable. When the application is approved and the card is received from the bank, you will be contacted by the P-Card team to make arrangements to take the on-line training class. When I apply for a P-Card, will there be a personal credit check? No. Although the card is issued in the staff member’s name, the bank will not perform a personal credit check. All transactions on the P-Card are the University's liability. How long does it take to get a P-Card? After the application is approved, the normal processing time for the bank is 3 - 4 weeks. This timeframe may vary depending on the demand. What goods and services can be purchased using a P-Card? Products with a value of less then $5,000 may be purchased using the P-Card (restrictions apply). Dues, memberships, conference registrations, subscriptions, travel and hosting events are transactions that may be approved on your P-Card. What goods and services can not be purchased using the P-Card? The P-Card should not be used to purchase items that are available through Internal Service Units or University and Strategic Supplier Contracts. Restricted items include but are not limited to:
Can I sign a contract or agreement for goods or services on behalf of the University of Michigan? No. The authority to sign agreements and contracts belongs to Procurement Services. In most cases, payment for purchases where there is a signed agreement may not be placed on a P-Card. Under what conditions is it acceptable to use a P-Card when reimbursement is expected from another source? An exception to SPG, Section 501.04-1 is possible when reimbursement is expected from another source only if the following two conditions are met:
My card was lost or stolen. Whom should I contact? You should contact the P-Card vendor directly if your card is ever lost or stolen. To report a card lost or stolen, call GE Corporate Card Services – Corporate Payment Services at 1-800-377-3871 or call collect to 1-801-464-3232 (Outside US) immediately . Then notify a Purchasing Card Coordinator within the Accounts Payable Office at 734-764-8212 or via email at purchcard@umich.edu . How do I dispute a charge on my P-Card? If the cardholder is unable to reach agreement with the merchant, please contact GE Corporate Card Services – Corporate Payment Services at 1-800-377-3871 or call collect to 1-801-464-3232 (Outside US) . The P-card vendor will fax or mail a dispute form to the cardholder. The cardholder should sign the form and follow the instructions noted on the form to send the form back to the P-card vendor. Finally, mark the transaction as “disputed” in the M-pathways system. GE Corporate Card Services – Corporate Payment Services must be notified of any disputed item within 60 days of the transaction date of the disputed item.What should I do if I suspect fraudulent activity? If the cardholder or reconciler detects unauthorized charges on the P-Card account, contact GE Corporate Card Services – Corporate Payment Services at 1-800-377-3871 or call collect to 1-801-464-3232 (Outside US) immediately. The P-Card vendor will close your current account and send a replacement card to your campus address. GE Corporate Card Services will also send an affidavit of fraud document to the cardholder for signature. Contact the P-Card Group at 734-764-8212 or purchcard@umich.edu to advise them as well. My package arrived and the merchandise is damaged. What should I do? The cardholder is responsible for ensuring receipt of the materials purchased, and must follow up with the supplier to resolve any delivery problems, discrepancies or damaged goods. For telephone or catalog orders, the cardholder should ensure that complete shipping instructions are given to the supplier. If the merchandise arrives damaged, save the carton and all the packing material for inspection by the shipper of the goods and call the supplier immediately. Where can I find information about University travel policies, such as meal limits and receipts required when using the P-Card for travel? NOTE: The SPG contains information about The University of Michigan's policies and procedures. Many departments have established more strict requirements. It is advisable that you check with your department administrator prior to traveling so that departmental guidelines are also followed. A vendor has questioned me about the University's tax exempt status. The University of Michigan, as an instrumentality of the State of Michigan, is exempt from the payment of sales and use taxes on purchases of tangible property and applicable rentals (SPG 502.3) Send all inquiries to Financial Operations, Attention: Tax Manager. How do I make changes to my P-Card profile? Changes to the monthly limit, billing address, ChartField combination, signature authorities, ATM capability, etc. must be submitted on a P-Card Maintenance Form. All changes must be approved by the P-Card Manager per the Roles and Responsibilities Document. I’m transferring departments and will need a P-Card in my new position. What should I do to make the transition as seamless as possible? You will need to:
Your new department should submit a completed P-Card Application Form to order a new card. If the card capabilities remain the same and it has been less than one year since you completed P-Card training, you will not be required to take additional training. If more than one year has elapsed since you took P-Card training, you WILL be required to complete additional training before your new P-Card is released to you. Can I withdraw cash from an ATM using my P-Card to reimburse someone else's travel expenses? No. This is an inappropriate use of the P-Card ATM function. A non-cardholder should submit a Travel and Business Hosting Expense Form with original supporting documentation for reimbursement. How soon will I receive reimbursement for out-of-pocket travel expenses that I submitted with my P-Card statement? What is the average turnaround time? Access the Current Auditing Status page at http://www.procurement.umich.edu/list_ap_status.php to view the processing status for P-Card, Non-PO and PO vouchers. The average turnaround time for reimbursement is 2 weeks. What should I do if an airfare ticket charged on my P-Card is not used?
Travel How do I return money left over from a travel advance? The unused amount must be remitted to the University at the time the Travel and Business Hosting Expense Report (TBHER) is due. Attach a check or money order made payable to the University of Michigan to the TBHER. Do not deposit a check or cash at the Cashier's Office. What should I do if my airline ticket was purchased with travel advance funds and the trip was canceled? Get a voucher for future use from the airline or travel agent. The higher administrative authority that originally approved the advance must send an email to travel.office@umich.edu to explain the problem and to identify a future date when you expect the ticket will be used. The travel advance due date may be extended for up to one year. If the higher administrative authority is not available, the budget administrator may act on his/her behalf. I received a Payroll Deduction for not reporting my travel advance in time. How can I get another travel advance? Your budget administrator must email travel.office@umich.edu to obtain future travel advances. Contact travel.office@umich.edu if you are not sure who your budget administrator is. I need an extension before I am able to complete my Travel and Business Hosting Expense Report. The Travel and Business Hosting Expense Report is due within 30 days after the end of travel. You may be able to get an extension depending on your circumstance. The higher administrative authority who originally approved the advance must submit a request for an extension via email to travel.office@umich.edu. The request must include an explanation of the situation and a future date when you expect the report to be completed. Where can I find information about the University’s travel advance and travel policies? See the University’s Standard Practice Guide, section 501.04-1 (http://spg.umich.edu). What are the most common reasons why Travel and Business Hosting Expense Reports or Non-PO Voucher forms are returned to departments? The following reasons account for 70% of all returns:
Over 10% of all returns are due to missing higher administrative authority approving signatures. Hosting forms must include all names of participants and UM affiliations. I have a P-Card but need to be reimbursed for my out of pocket expenses. Do I use a Travel and Business Hosting Expense Report? No. P-Cardholders account for out of pocket expenditures on an ATM form (P-Card ATM Cash Withdrawal/Miscellaneous Expenses Reconciliation Form). What kinds of receipts are required when I am on travel status? The following receipts are required when on travel status:
Must I use the Event Identifier Number program to obtain an event ID number? Yes. This program must be used in order to acquire an Event Identifier Number (Event ID) for any University of Michigan Business Travel. Per IRS regulations, an Event ID is required for reimbursement for all business travel except mileage only. The Event ID is not required for “hosting only” reimbursement at this time. What is the address for the Event Identifier Program? http://www.procurement.umich.edu/eventidnumber.html Is login to the Event Identifier Program required? Yes. You must log in to the program using your uniqname and your Kerberos (UMICH) password. Can I get an Event ID number for myself and/or someone else? Yes. You may obtain a new Event ID for yourself or for someone else (whether affiliated with the University of Michigan or not). Make sure "Self" appears in the "Acting for" field. If you are obtaining an Event ID for someone for whom you have been appointed a proxy, choose their name from the drop down menu. Do I have to be appointed as a proxy in order to obtain an event number for someone else? No. The proxy procedure is no longer required. You may obtain Event/Trip numbers for someone else by choosing "Self" and listing their name(s) in the Notes area. The Event Identifier number is only tied to the individual(s) that file a Travel Expense Report for reimbursement. If you have already been appointed as a proxy, you may continue to use that procedure. If my department requires an event number for a hosting event, should I use this program? Yes. This program will not be modified at this time to accommodate specific Hosting Event terminology or fields. If you are obtaining an Event Identifier for a Hosting Event, simply enter information as required, modifying as necessary with further details in the "Notes" area. What steps do I follow in order to obtain an event ID number? Click here for instructions on obtaining an event ID number. Do I have to obtain the event ID number prior to the trip or event? No. An Event ID number may be requested prior to or after the trip or event has taken place. If I did not use the event ID number, or made a mistake, can I void or No. There is no mechanism to VOID or CANCEL an Event ID number once it has been issued. However, we suggest you make a notation in "Notes" should this occur. My department requires that we assign proxies. What is the procedure? Click here for instructions on obtaining an event ID number. What is the Emerald Club Service Program? The Emerald Club is National Car Rental’s premier service program. Membership is free to all University of Michigan travelers. At most major airports, the service takes you away from the lines at the counter to the Emerald Aisle. You choose the car you want to drive and you're on your way. What if I am already an Emerald Club member? Ensure your profile contains correct data, including our UM Recap No. 5000490. Inquire at the time of rental or return. If the Emerald profile does not contain UM Recap #5000490, you will not be eligible for Big 10 benefits. Rent one time per year using your Emerald Club card and your membership will be automatically renewed for the following year. Please give your Emerald Club number to your travel agent. If you have questions regarding your Emerald Club profile, call National at 1-800-962-7070. What are the Emerald Club Service Program benefits?
Should I refill the gas tank before returning the car? Yes. Gasoline charges are substantially higher when the car is refueled by the car rental company. Please refuel prior to return. Should I accept the optional loss damage waiver when renting in No. The optional loss damage waiver (LDW) is included in the rate program when a rental takes place in the United States and should be declined. Accepting the loss damage waiver option would simply duplicate the negotiated program benefits. The loss damage waiver is included on business and personal rentals. LDW eliminates the renter from responsibility when the car is involved in either a collision or comprehensive incident (theft, fire, vandalism, damage to vehicle as a result of hitting another car/object). When renting a car outside of the U.S., please check with your credit card company to determine whether LDW type coverage is included. |
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University of Michigan Procurement Services, 3003 South State Street, Ann Arbor, MI 48109 Phone 734-764-8212 Copyright © 2007 the Regents of the University of Michigan |
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