ACCOUNTS PAYABLE FREQUENTLY ASKED QUESTIONS
Other Frequently Asked Questions
• Procurement FAQs
• P-Card FAQs
VENDOR MAINTENANCE
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 supplier or employee in the M-Pathways Vendor database?
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 supplier number or get a vendor added to the vendor database?
The Vendor Maintenance (VM) Team is charged with the maintenance of the University's supplier database. The M-Pathways Vendor Database is an electronic means of storing information about suppliers who supply goods and services to the University. A supplier’s record must exist in the database before you can complete a procurement transaction (e.g., ePro req, Non-PO Voucher) for that supplier. Go to http://www.procurement.umich.edu/vendormaintenance.html to request a new supplier number.
How can I update vendor information?
Contact Vendor Maintenance at 734-764-8212 or email vendor.maintenance@umich.edu.
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:
- This particular vendor number was a duplicate—i.e., the vendor is already in the database under a different vendor id.
- The vendor has changed their name.
- The vendor has been inactivated due to no recent activity (vendors are usually put into inactive status when they have not been used for 14 months or longer).
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?
As part of our certification process, new vendors are placed on "Hold Payment" status until they return the completed W-9 form.
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.
TRAVEL
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:
- Missing original paid receipts. As a substitution, you can submit an original canceled check or original credit card statement. If you need these items returned, include a self-addressed envelope and a note stating you would like the documents back.
- Itemized lodging receipts are missing. Call the hotel and have them fax a duplicate or provide a memo of exception signed by the higher administrative authority.
- Need the last page of an airline ticket, email confirmation from the airline or a canceled check or original credit card statement.
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, What form should I use?. P-Cardholders account for out of pocket expenditures on the 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:
- Bus & Rail
- Miscellaneous ground transportation if the cost is over $75
- Itemized lodging bill
- Last page of the airline ticket or e-ticket
- Hosted meals over $75
- Car rental agreement
- Parking if the cost is over $75
- Business calls if the cost is over $75
- Registration/conference fees
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?
- Unlimited mileage (some exceptions including minivans)
- National's lowest rate is always guaranteed
- A discount of up to 10% on promotional and holiday rates
- Fee-waived Emerald Club Service membership
- Loss damage waiver included in rate
- Liability insurance included in rate
- Minimum rental age is 21 (renters between ages 21-24 not on official business are assessed $5 per day)
- No drop charge on one-way rentals
- Applies to both business and personal travel
Should I refill the gas tank before returning the car?
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
the United States?
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. |
