Accounts Payable

Accounts Payable touches every department across campus. For example, reconciling ledgers, processing invoices, miscellaneous reimbursements, contract invoices, transfer vouchers, petty cash, request for special payment forms, G/L accounts, and more. It is important that each department has a working knowledge of our Accounts Payable fiscal policy and all related policies.
 

Forms

• T-4 Petty Cash Reimbursement
• T-44 Petty Cash Reimbursement
• T-5 Moving Expense Form
• T-16 Transfer Voucher
• T-27 Request for Special Payment
• W-9 Form Blank
• T-29 Special Remittance and Order Form
• Refund Form

Petty Cash

Petty Cash is a less commonly used and needed function. Please see fiscal policy for more information concerning petty cash.  A petty cash request may be made by departments who need to have cash readily available for appropriate university functions.

• FI0525 – Petty Cash - UT System Policies (tennessee.edu)
• T-4 Form

Vendor

Outside Vendor

Vendor Set Up/Forms

• PaymentWorks
• How to send an invitation in PaymentWorks

Payment Types

• Check—net 40 from date of invoice
• ACH—net 30 from date of invoice
• Electronic—payments in 48 hours via email

Training

Invoice Training

Please submit all standard and purchase order invoices to Accounting Services at [email protected] unless you have prior approval from Accounting Services to enter these types of invoices. Please call Accounting Services at 423-425-4536 to see if you are approved to enter invoices.

• E-Invoicing

Accounts Payable

UT Sales and Use Tax Certificate of Exemption →

UT W-9 →

Gift Card Policy and Gift Card Tips

All purchases for gift cards must be pre-approved by the Chief Business Officer or their designee due to the fact gift cards are the equivalent to cash and can have income tax implications.

Gift Card Reimbursement Tips

The following items must be submitted when requesting reimbursement for the purchase of gift cards:

• A paid receipt for the purchase of the gift cards
• An approval from CBO or designee
• Recipient’s name or if anonymous the participant’s ID number
• Purpose of gift card
• Signature or initials of study participant or recipient, if available

When submitting the reimbursement for the purchase of the gift cards GL 446788 should be used.

Gift Card Policy Highlights—FI0313 →

General Ledger List

This is a University defined account used to classify in more detail than the University primary general ledger account the nature of costs incurred.

View General Ledger List →

Accounts Payable Policy

Access Policy →

Invoices

Email invoices to Accounting Services at [email protected].