Payment FAQs
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Characteristics of an Invoice
- Billed to 17cÍøÒ³°æ
- Invoice number (preferred but not required)
- Invoice date
- Itemization of items/services purchased (i.e. what exactly is being paid and what is the per item cost)
- Invoice total (must match total on payment request; KSU does not shortpay or overpay invoices)
- Remittance information (must have vendor's name and remittance address)
- A remittance address is the physical location vendors indicate payment should be mailed to. This is required information even if a vendor has signed up for electronic payments
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Payment Cycle
Accounts Payable reviews the AP Invoice Review queue daily. When an invoice is approved by AP, it exports from the e-Payables system and posts to Banner with a due date that reflects the following calendar day.
Check runs occur every Wednesday evening and pick up all unpaid invoices that reflect due dates on or prior to the date of the check run. As a result, invoices exported from the e-Payables system from Wednesday through Tuesday are included in the following Wednesday's check run. During holiday weeks and at fiscal year end, check run dates may deviate from this schedule.
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Banner Finance Guides
To check the status of your exported payment, take the following steps (in order):
- Check Banner screen FAIVNDH to see what the due date and check date is listed as.
- NOTE: If you cannot access these screens, ask your local Banner security administrator to submit a request for you to have "BAN_FIN_DEPT_USERS/C" access.
- If you are unable to find the payment details in Banner, and the e-Payables invoice status is "Exported", email apcustomerservice@kent.edu with the vendor's Banner ID, name, invoice number, and dollar amount for assistance.
- Check Banner screen FAIVNDH to see what the due date and check date is listed as.
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Payment Method Matrix
This matrix lists general purchase types and the method required to facilitate payment.
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Independent Contractors
General Overview
Human Resources oversees the Independent Contractor review process. Please refer to the Human Resources Independent Contractor page for questions regarding independent contractors. For further questions, contact a member of the Compensation team at compensation@kent.edu or 330-672-2100.
- All vendors, including independent contractors, must onboard via the university's secure portal, PaymentWorks. More information about PaymentWorks, including instructions guides can be found on the PaymentWorks Vendor Management page.
- To comply with State of Ohio Senate Bill 343 Sec. 145.038, the OPERS Independent Contractor Acknowledgement (PEDACKN) (pdf) must be completed and signed within 30 days of the independent contractor's start of service.
Payment Requests for Independent Contractors
- Once the services have been rendered and it is time to pay the independent contractor, consult Appendix A - Payment Request Documentation Guidelines to determine what must be attached to the request via the e-Payables system.