Accounts Payable FAQs & Training

Amazon Business

FAQs:

Q. Can I use my P-Card on the Amazon Business account?

A. No. Please use “Pay By Invoice” rather than add a P-Card or personal card to the account.

Q. Can students be added to the Amazon Business account?

A. Only full time faculty and staff members can be added to the Amazon Business account. If you are a student who needs to place an Amazon order, please follow these steps:

Student Purchases Guide

Q. May I still use Complete Office to order office supplies?

A. While it is still permissible to place orders from Complete Office, Finance strongly encourages SPU faculty and staff to order from Amazon Business for the following reasons:

Amazon Business utilizes competitive pricing, meaning the cost of individual items is driven down when we purchase more of the same item
Amazon Business avoids the long-term maintenance of P-Card reclassing for both Finance and you

Q. How do I sign up for the Amazon Business account?

A. Here is a guide for gaining access to the Amazon Business account:

Amazon Business Account Registration Guide

Amazon Business Training:

Amazon Business Training Video

P-Cards

Frequently Asked Questions

Q. What do I do if I find an incorrect charge on my account?

A. Contact the supplier. If it’s not resolved, contact US Bank at 1-800-344-5696. If it’s still not resolved, contact the Seattle Pacific University P-Card Administrator at pcard@spu.edu

Q. What do I do if I encounter fraud on my account?

A. If you encounter fraud on your account, please complete the following steps:

Inform US Bank at 1-800-344-5696 as soon as possible
Contact the Finance office at pcard@spu.edu
Please note: US Bank also sends fraud alert notifications to the SPU Accounts Payable (AP) office. If AP receives a fraud alert, they will directly contact the cardholder

Q. What do I do if I lose a receipt that needs to be submitted to Finance?

A. Contact the P-Card Administrator at pcard@spu.edu and complete a Missing Affidavit form with your supervisor’s approval.

Q. What do I do if I make a personal payment using my card by mistake?

A. If you accidently make a personal payment using your card, then please complete the following:

Inform your Budget Manager / Supervisor as soon as possible
In US Bank Access Online, reclass the transaction to your default Fund/Organization/Account 71201 General Supplies. The transaction will be reversed from impacting your department’s budget once the personal payment is received
When submitting reimbursement by cash, check (payable to Seattle Pacific University) or card to the University due to accidental misuse of a P-Card:
- Complete a Transmittal of Funds form and bring with payment to the Finance Office
- Provide the name and SPU ID of the P-Card holder in the “Payment from/for” line
- Check box “This is a Refund/Reimbursement”
- Match the FOAA to the P-Card expenditure on your P-Card reclass. Code the transaction to your default Fund/Organization/Account 71201 General Supplies.
- Count cash, check and card payments separately and provide the totals on their respective lines
- Provide any information about purchases on the “Description” line
- Note - contact Finance if you prefer to repay an accidental misuse of a P-Card via card. Finance can take payment via Square; associated fees will be passed on to the user.

Q. What do I do with my P-Card if I leave the organization?

A. Complete the P-Card Application Change Form

You can either destroy your card or hand it over to Finance who will destroy it on your behalf

Others

Q. Why do I need a W9?

W9s are required for any entity receiving payment from the University. W9s provide the necessary information for year-end tax reporting to the IRS.
Accounts Payable needs an updated W9 any time the information provided changes and/or every other year to keep our records updated.
SPU System requires using a 2018 version of the W-9 form. The form must be signed with an original handwritten signature, or a digital signature (DocuSign or Adobe Sign) and the form must be dated within 2 years of receipt.

Q. How do I check if an invoice has been paid?

A. If your invoice is not showing as having been processed in banner, you may also reach out to our A/P; payables@spu.edu

Q. What should I do with an invoice I received from a vendor?

Review invoice to make sure it is accurate, and that the product or service received is as expected as terms agreed upon during purchase.
Once invoice is accurate and approved, forward the invoice on to Accounts Payable through the appropriate route as soon as possible since Accounts Payable doesn’t receive a second copy from the vendor (include an approval “ok to pay” note for faster processing).
Save a copy of the invoice for your records if desired.

Table of Contents

See Seattle U webpage

Q. How do I pick up a check in person?

A. Submit your Request for Payment (RFP) through the Finance Jira ticketing system. On the RFP, check box “PICK UP WHEN READY” under the Disposition of Check section and enter the email address of requestor.

(insert RFP screen shot here with example?)

Check requests for pick-up are exceptions processed in-house by the Finance Office and are only printed on Fridays. Please note this schedule when creating your Jira ticket and selecting the due date for check pick-up. The check will be available for pickup on the following day of the processing of the weekly payment run and an e-mail notification sent to the requestor notifying that it is ready. Please note that only Seattle Pacific University faculty, staff, and students are permitted to pick up checks at the Finance Office.

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