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.
The reference number on your financial report will determine the appropriate department to call.
If the reference number is:
-DC, Contact the Bursars Office at 684-3531
-IC, Contact Employee Travel & Reimbursement at 681-0208
-JV, If you are looking at JV dated prior to October 2002 and higher than 1400, contact Accounting Services at 684-3123. For all others, refer to the Assigned JV List.
If you are missing a copy of a vendor invoice, contact Accounts Payable at 684-3112.
No, Accounts Payable checks are either mailed by Duke's bank in Tennessee, or available for pick up from the Corporate Payroll office (705 Broad Street), or American Tobacco Campus, if the type of payment qualifies for pick up. The types of payments that qualify for pick up are:
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 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. Checks are printed on Mondays and Wednesdays. 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 GAP’s 200.128 and 200.129.
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.
No. With the Implementation of imaging, you will no longer receive 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 R/3 website. You will also see notes in SAP/R3 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 684-3112 for this request. Please also note that if the check was mailed to the correct address, we generally require a 30 day wait from the issue date before a reissue may occur.
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 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. This must be completed by the "goods recipient" or other end user to release the invoice payment. Please visit the SAP R/3 website for step-by-step instructions.
