Accounts Payable & Travel
News and Updates--Accounts Payable
The University is Conducting a Vendor Direct Deposit Recruitment Campaign
The University is making a concerted effort to move vendors to an electronic payment method in order to streamline processes and reduce costs. Direct deposit (ACH) is one of two electronic payment options that vendors can choose. The other is Single-Use Account (SUA), which makes use of a "single use" credit card number. To support this effort, there are a few changes to how and when UA pays vendors. For SUA payments, UA will use "Net 15" terms. For direct deposit, payment terms remain at the current thirty days ("Net 30"). When a vendor elects to receive a paper check, we will use "Net 45."
On August 22nd, Statewide Financial Systems started the first phase of our direct deposit recruitment communication. Mailers with program details and the direct deposit application were sent to all vendors that were paid with paper check in FY19. There has been an overwhelming positive response to the new electronic payment options. Hundreds of direct deposit applications were received last week and vendors have also been calling with questions.
You may receive phone calls from some of the vendors that you work with on a regular basis. We ask that you support the University’s efforts to move vendors to an electronic payment option in two ways: 1. When in direct contact with your vendors, encourage them to sign up for SUA or direct deposit; and 2. Be aware of the payment terms your vendors selected when obtaining authorization to pay invoices. Your assistance will help this transition go both faster and smoother, and we appreciate it!
If you have questions, please contact Helen Conner (907-450-8062) or Alison Hayden (907-450-8060). Direct deposit applications can be FAXed to 907-450-8051 or mailed to PO Box 756580, Fairbanks, AK, 99775-6580. Please communicate to vendors that they should not email the direct deposit application because it contains sensitive information.
News and Updates--Travel
9/26/19: Concur Transition
Over the last year, the University has been transitioning to the new Concur travel system. We appreciate the helpful feedback that many have provided during this time to help implement and improve the new system.
The goal is to fully transition to Concur by February 1, 2020. There are some important dates between now and then we wanted to let you know about:
- Travel & Expense Management (TEM) is being discontinued effective November 15, 2019.
The failing TEM system is no longer supported by the vendor and costs the University
additional money and resources to maintain.
- TEM Travel Authorizations – Do not use TEM for travel that begins on or after November 1, 2019. The preferable option is to use Concur.
- TEM Expense Reports – The final processing date is November 15, 2019. TEM expense reports processed after October 1 will need to manually add the applicable per diem.
- New University travel regulations are scheduled to take effect November 1, 2019 for all travel occurring on or after November 1, 2019. If you’ve transitioned to using the Concur system for your travel, you have already converted to the new travel regulations. For those who have been processing travel on paper or in TEM, you will need to convert to the new regulations as of November 1, 2019 even if you are still using a paper processing method. Once you start using Concur, the system will help you apply the new regulations.
- Employee paid individual travel cards (the old travel cards) are being discontinued as of November 1, 2019. If you still have one of these cards, please complete the new UA travel card application and training to receive a UA paid travel card and begin using the Concur travel process. In addition, if your department travel card (used for airfare) is no longer needed, please work with your card administrator to close the account.
- As of February 1, 2020, all UA employees should be using the new UA travel process, including the new travel regulations, the new UA travel card, and the Concur system.
Concur Traveler Training Schedule
All UAA departments have been invited to begin to use Concur. Employee travelers are required to attend a training session before they can use Concur and obtain the new UA Travel Card. Due to short staffing in the Travel Department, Concur Traveler Training sessions will be put on hold until the Travel Auditor position is filled and trained. Travelers may register for the "Interim Session" to be sent a recorded session to view until live sessions are offered. Please fill out the registration form to be sent the recorded session.
8/19/19: Travel freeze for unrestricted funds lifted effective 8/19/19
Travel returns to the process prior to the freeze with the understanding that all will continue to use professional judgement in approving travel.
7/3/19: Travel freeze for unrestricted funds effective 7/1/19
The Provost, Vice Chancellor of Administrative Services and Community Campus Directors have the final authority to approve essential travel on unrestricted funds within their units. Unrestricted fund FY2020 travel that was previously approved will need re-approval via email from the Provost/Vice Chancellor/Community Campus Directors. The re-approval will need to be attached to the expense report. Instructions on how to add an additional approver in TEM and Concur for travel that has not been previously approved are below:
Travel that is not approved by the Provost/Vice Chancellor/Community Campus Director will not be reimbursed.
If you have a trip that was booked in Concur that you need to cancel, please follow the instructions on How to Cancel a Trip Booked in Concur.
News and Updates--Misc
Single-Use Account Payments: The University of Alaska Single Use Accounts (SUA) payment solution is a strategic initiative aimed at replacing check payments with card payments. By enabling vendors to receive payment from the University of Alaska on outstanding invoices via credit card, vendors will see faster payments, improved cash flow and reduced paperwork. To learn more about how SUA works, the many benefits of accepting payments by credit card, and answers to frequently asked questions about Single-Use Accounts, please visit this informational page.
Useful Links and Resources
- Coming Soon: Foreign Entity Payments
- Coming Soon: Prizes/Awards, Gifts, Participant Payment, Research Payments
- UA Accounting and Administrative Manual
- Steps for processing Vendor Payments
- UA Travel Website
- Statewide TEM Training
- Statewide Travel Regulations
- Current Per Diem Rates Rates Before October 1 2018
- Travel Guidelines- General Funds
- Travel Guidelines- Restricted Funds
- Travel and Transportation Safety - EHSRMS
- Statewide Risk Services Office
- GSA Fly America Act
- International Travel Information - Export Control
Accounts Payable Email: firstname.lastname@example.org
Travel Email: email@example.com
Phone: (907) 786-1445