Accounts Payable and Disbursements

Frequently Asked Questions

• When are vendor checks or direct deposits disbursed?
  • Vendor checks are mailed out on Tuesday and Friday.  Direct deposits are disbursed on the next business day after email confirmation is received, typically on Monday or Wednesday.
• How do I get set up for direct deposit?
  • We offer and encourage direct deposits for vendors, however, direct deposits are mandatory for employee reimbursements.
    • Vendors:  Please access and complete the Authorization Agreement For Automatic Deposit Of Vendor Payments, located on the Controller’s website. Return completed form along with a voided check to accounts payable.
    • Employees:  To make changes to your existing account, please complete the Direct Deposit Authorization For Travel Or Other Reimbursements Via Accounts Payable and submit to Accounts Payable. 
• Who receives an IRS 1099 – Miscellaneous form?
  • Anyone, excluding university employees, receiving payments for services, rents or other income during a calendar totaling $600.00 or more may be issued a 1099-Misc.
• How long does it typically take to process a reimbursement request?
  • Providing that forms are properly completed, approved and accompanied by all required documentation, the standard turnaround time is 2 – 3 business days after receipt in Accounts Payable. 
• Where can I find a Purchase Order Amendment form? 
  • Form 50, Purchase Order Amendment
• What should I do with an invoice I receive directly from a vendors?
  • All invoices should immediately be forwarded to the Accounts Payable Department in Room 303 Bibb Graves Hall
• Who is required to complete a Disclosure Statement and where can I find the form?
  • Section 41-16-82, Code of Alabama 1975 requires the disclosure statement to be completed and filed with all proposals, bids, contracts, or grant proposals to the State of Alabama in excess of $5,000. More information and the form can be located here.