Accounts Payable

West Vandenberg Hall, Room 121
502 Meadow Brook Road
Rochester, MI 48309-4452
(location map)
payables@oakland.edu

What's New

What's New?

Accounts Payable provides the latest information about processes, forms and other valuable tips on this page. Check back often to learn more.

Payment Processing Beginning March 23, 2020

Since Michigan’s Governor has issued an order to stay home there will be no way to receive paper payment documents for processing. Since some payments may still be needed and many are still working off-campus, obtaining original signatures on reimbursement documents cannot occur unless those working from home have a scanner available. If not, until further notice Accounts Payable (A/P) will accept emailed TES and PV documents with the appropriate emailed approvals for processing.

For TES forms, the department should email the receipts/invoices and all related supporting documentation to the traveler to obtain their email approval to submit for reimbursement, then to the supervisor and/or fund signer for review and approval to be submitted for payment. PV’s with all of the required support should follow their usual approval process as well via email. Those emails will serve as your signature authorizations respectively. Those transactions requiring Grant Office approvals should be sent to them via email to gcsradmin@oakland.edu with their approval email being included in the final package being sent to Accounts Payable for processing.

The email approvals all need to be conveyed to Accounts Payable along with the PV or TES and we will accept payment documents sent to the Accounts Payable email box. Documents and any questions can be sent to payables@oakland.edu. If sending a TES for a cancelled trip, please remember to denote in the Purpose of Travel section, "cancelled" or "postponed trip", including the intended business purpose of the trip, dates, location, etc. Please also provide all of the information as if the trip occurred and appropriate comments in the Notes section.

We will be processing remotely beginning this week and reviewing emails for transactions and questions. If we have questions we will be reaching out to the document preparers and/or approvers as needed so please be sure to provide that contact information on the documents and emails.

Until further notice payment runs will be reduced to only once a week with checks on Friday’s.

Computer Purchases

The following is being provided to clarify the requirements for the purchase of desktop and laptop computers.

  • The Purchasing website provides a list of OU Preferred Vendors. Departments should use these providers along with their OU Pcard to make purchases of computer equipment. You will need to advise the vendor at the time of order that you intend to make payment with your Pcard. If your area does not have a Pcard available and the order is urgent, you can defer to having the purchase invoiced to OU. If using an OU Preferred Vendor a purchase order is not required. To request a Pcard complete the application available on the A/P website.
  • If the type of device you are seeking is not available within the timeframe needed from one of the noted preferred providers and the purchase is under $5,000 you can still use your OU Pcard to make the purchase but in accordance with Policy 1000 purchases greater than $2,500 require pricing from at least two sources to ensure that it is making sound, economical purchases. If the amount is over $5,000 and not from a preferred provider you must submit a Requisition for a Purchase Order to be issued. Please contact the Purchasing Office directly for additional questions.
  • Departments should not make direct purchases of computers/laptops from retailers with personal credit cards. Policy 870 requires that payment be made directly from a University payment source in order for OU to own the license entitlement. Without the ownership of the license the software embedded on these devices like the operating system, etc. cannot be upgraded to the MS Campus License or use any other OU client installed software.  
Travel Expense Summary ("TES")
We have improved the Travel Expense Summary form for travel in the Continental US. Improvements include:
  • Just one document for all users - no longer one form for PC users and one for MAC users
  • Allows for more clear input of mileage reimbursement
  • Per diem input is on the form itself, instead of having a separate page to complete and print  
As a reminder, mileage will be reimbursed for business miles traveled above and beyond your normal commute.  In order to assist travelers with mileage reimbursement calculations, we have created a Mileage Reimbursement Guidelines document.  Please be sure to review this document before traveling in your personal vehicle on University business.
Also new is the "OU Monthly Mileage Log" to be used for mileage and parking-related expense reinbursements requests vs. using a full TES form. You can find this form here in the A/P website under Forms - “Miscellaneous Forms”.

You may locate the new TES and the Mileage Reimbursement Guidelines document in the Forms (Payment Vouchers and Related Documents) or in the Travel (Travel Forms) sections of this website.

Banner Accounts Payable Upload
Some preferred provider activity (Detroit Pencil, Fisher Scientific and Fifth Third purchasing card) posts to departmental fund ledgers electronically. Review your ledgers monthly to check that your charges for these accounts match your monthly statements.

Beginning November 2008, Detroit Pencil is our new office supply vendor and uploads of Detroit Pencil charges to the ledgers will show a 2% discount  each month.  Match your delivery slip order number to the order number in the ledgers; the amount charged to the ledgers should be 2% less than the order total. Contact Accounts Payable or Purchasing with questions about Detroit Pencil monthly charges.
SmartData OnLine ("SDG2")

You now have the ability to allocate your P-Card transactions allocations online, as opposed to through a Journal Voucher.  Refer to the FAQ section of this site for frequently asked questions regarding SDG2 or the “Purchase Card Forms” page for a link to the SDG2 Online User Guide.

Non-Payroll Direct Deposit

If you are an employee expecting a business expense reimbursement, you must be set up for direct deposit.  Please refer to the FAQ section of this site for instructions.

Pepsi Brand Beverages

Pepsi is the exclusive beverage supplier for Oakland University.

According to OU's agreement with Pepsi, products manufactured by Pepsi are to be the only beverage products of their respective types sold, distributed, advertised, displayed, sampled, or otherwise made available on OU's campus. This means that even when it comes to reimbursements, you must purchase Pepsi products either directly from Pepsi or from a vendor who sells Pepsi products.

Aquafina is Pepsi's bottled water brand. For a comprehensive look at all of Pepsi's beverage brands, please visit their website here.

Please be sure to notify new employees, as well as remind long-term employees who are responsible for beverage purchases.