Accounts Payable has compiled answers to questions regularly received by our department. We hope that your questions are included in this FAQ section; however, should you have a question that is not listed please give us a call at 684-3112 or send us an e-mail at AccountsPayable@mc.duke.edu.
1. Can an Accounts Payable check be picked up from the Bursar's Office?
No, Accounts Payable checks are either mailed by Duke's bank in Winston-Salem, or available for pick up from 705 Broad Street, if the type of payment qualifies for pick up. The types of payments that qualify for pick up are:
- Check is to be mailed with documentation
- Per contract, must pay at time of service
- COD Payment
2. Can an Accounts Payable check be printed with a Duke Address?
No, to reduce the risk of checks being misdirected and to improve controls, the address on the check must be the vendor address.
3. How many copies of documentation should be attached to the Accounts Payable Check Request?
Documentation attached should be the original backup or invoice no additional copies are required.
4. Can departments continue to use Purchase Requisitions?
Yes, see GAP 200.135 Acquisition of Goods and Services Overview for guidance of what method to use in order to acquire a good or service.
An Accounts Payable Check Request is completed for Non-Duke Reimbursement; however, all of the detail regarding the travel is required.
For a Standing Order or a Purchase Order, do not complete an Accounts Payable Check Request. The invoice is submitted directly to Accounts Payable with the Purchase Order number referenced on the invoice.
7. How do I get a vendor's Taxpayer Identification Number?
You must ask the vendor. This is a common question for vendors and they should be able to provide the number with no difficulty.
8. How do I request payment terms other than net 30? What does net 30 mean anyway?
Block 7 of the Accounts Payable Check Request Form allows you to request payment terms of less than net 30. GAP 200.136, Accounts Payable Check Request, section V details what types of payments can be made with terms of less than net 30.
Net 30 means that the check will be printed and mailed in 30 days from the invoice date
If the Accounts Payable Check Request is received in Accounts Payable more than 30 days after the invoice date, the payment will be made in the next check run. Duke's standard payment terms are net 30.
9. I receive copies of invoices from Accounts Payable. Will I receive copies of the Accounts Payable Check Requests?
No, you receive copies of the invoices because they are submitted directly to Accounts Payable from the vendors. Items that you submit for payment will not be copied and mailed to you. This includes not only the Accounts Payable Check Request but also a Purchase Requisition that is submitted with an invoice attached. If you need a copy of these items, you should make a copy before it is submitted.
10. Should payment to a student be made using the Miscellaneous Reimbursement Form?
Yes, non-payroll related payments and/or reimbursements for students and employees are made through Employee Travel & Reimbursement using either the Miscellaneous Reimbursement Form or the Travel Expense Form.
11. How much time should be allowed if a guest speaker is to be paid?
The turn around time for an Accounts Payable check is one to two weeks. Checks are printed on Mondays and Wednesdays. Checks printed on Mondays are received from the bank on Wednesday and checks printed on Wednesday are received from the bank on Friday. You will be contacted when the check is available.
12. When will payment be made on an Accounts Payable Check Request?
All payments are made with net 30 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 in 30 days from the invoice date.
13. How do I pay conference registration fees in advance of the conference?
If the organization does not accept payment via the Duke University corporate card, a travel advance may be requested. The Travel Advance is made payable to the employee; the employee is then responsible for ensuring that the registration fee is paid to the organization. Employee Travel & Reimbursement processes Travel Advance Forms.
14. Has a particular vendor invoice or Accounts Payable Check Request been paid?
Call 684 3112, have the following information prior to calling:
- Vendor Name
- Purchase Order number
- Invoice number
- Invoice amount
- Invoice date
The turn around time for an Accounts Payable check is one to two weeks. Checks are printed on Mondays and Wednesdays. Checks printed on Mondays are received from the bank on Wednesday and checks printed on Wednesday are received from the bank on Friday. Accounts Payable will contact you when the check is available.
16. What if I have an emergency and need a check immediately?
An Accounts Payable Check Request for an emergency must be hand delivered to Accounts Payable by 10:30 a.m.
17. What is the turn around time for an Accounts Payable Check Request?
Processing time is generally one to two weeks, vendor terms will determine the check date.