Quick Links: Vendor Purchase Order Payments - Invoice Submission Process -
ePayables - Frequently Asked Questions - Match Exception Tip Sheet
Vendor PO Payments
A Purchase Order (PO) is needed for all invoices to be paid through the Accounts Payable. POs must be prepared through the Workday system by the end user and approved by Purchasing before an order is placed for goods or services. All invoices to be paid through Accounts Payable require the following for payment to be processed:
- A valid, unexpired PO number must be on each invoice, not in an attached document or email.
- The PO must have sufficient funds to cover the full amount of the invoice(s).
- If additional items are ordered on the same PO, the invoice cannot be paid until additional funds are added to the PO to create a match.
- The vendor “remit to” address on the invoice must match the vendor “remit to” address on the PO.
- Invoices for one company cannot be paid to an affiliate company. The vendor name on the invoice and the name on the departmental PO must agree.
- Valid, unexpired work tag and spending category are required for payments as necessary.
- Payments for invoices requiring department’s approval will not be released until the department approves the receiving document sent to them.
- Invoices for foreign vendors require the completion of a W-8BEN (for individuals) and W-8BEN-E (for entities) available on the IRS website. These payments may be subjected to withholding tax.
Invoices may be sent to Accounts Payable using the following methods:
Vendors: send invoices referencing the full Purchase Order number (PO#) including the prefix PO- or SPC- to umiamiap@miami.edu
UM Departments: Invoices can now be submitted via email. Review the Invoice Submission Process section below to learn more.
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Invoice Submission Process
Invoices with a valid (i.e., with sufficient funds and not closed) Workday Purchase Order (PO) can now be submitted to Accounts Payable by email. This change streamlines the invoice submission process, reduces manual data entry, and increases the transparency and availability of data through Workday.
Important:
- The OnBase Accounts Payable invoice submission form currently accessible through Workday UM Quicklinks is being phased out and will not be available after Fiscal Year 2023 (May 31, 2023).
- UM Hospital and ABLEH invoices must continue to be emailed to uhealthap@miami.edu.
Tip: Please bookmark this page, which will be updated when new information is available.
What’s Changing
- Invoices with a Purchase Order (PO) number with the prefix PO- (e.g., PO-0000123456) can now be submitted by email to the no reply mailbox at APOCR@miami.edu, following the guidelines in the Submit Invoices by Email Tip Sheet.
- Important:
- APOCR@miami.edu is only available to internal departments and must not be shared with vendors.
- Invoices must not be submitted through any other means (including copying other email addresses when submitting). Duplicate submissions will result in invoices being cancelled.
- Submitting invoices by email reduces your manual data entry and provides more timely visibility of their processing status directly in Workday.
- Note: To view invoices in Workday , you must have an appropriate security role (e.g., Procurement Data Entry Specialist) for the Cost Center that is paying for the PO associated with the invoice.
- Invoices for POs starting with a K (e.g., K123456) must continue to be emailed to uhealthap@miami.edu.
Resources
The following resources are available to assist you in correctly submitting invoices by email:
- Submit Invoices by Email Tip Sheet
- To view Supplier Invoice details in Workday, run the FIN-P2P-Supplier Invoice Lines by Organization
- Note: This Workday report is available to some Finance security roles.
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ePayables
The University of Miami ePayables payment solution is a strategic initiative aimed at replacing check payments with credit card. By enabling vendors to receive payments for outstanding invoices from University of Miami via credit card, vendors will realize faster payments, improved cash flow and reduced paperwork. To learn more about how ePayables work, the many benefits of accepting payments by credit card, and answers to frequently asked questions about ePayables, please click here.
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Frequently Asked Questions.
New Invoice Submission Process
This section aims to answer your questions regarding recent changes to the invoice submission process. If you have additional questions, please submit them to the Accounts Payable team at umiamiap@miami.edu.
- Why is the invoice submission process changing?
- Allowing you to submit invoices by email streamlines this process, reducing the amount of data that needs to be entered manually and providing more timely visibility of the processing status directly in Workday.
- How do I submit invoices by email?
- Invoices can be submitted by following the instructions listed below:
- Create a new email and enter APOCR@miami.edu in the address field.
- Rename each invoice file using the Purchase Order number (PO#) first, followed by the vendor’s name, and invoice # (e.g., PO-0000123456-STAPLES-1001).
- Attach the invoice file(s).
- Delete your email signature, including any logo images, and select Send.
- Can I send multiple invoices in one email?
- As long as each invoice is included as a separate attachment, you can send multiple invoices for the same vendor in one email. For additional invoice submission guidelines, please refer to the Submit Invoices by Email Tip Sheet.
- My invoice does not have a PO#. Can I still email it?
- Yes, as long as you add the PO# to your invoice file and submit the invoice in a PDF format.
- What is the process for submitting statements and payment inquiries?
- All statements and payment inquiries should be sent via email as follows:
- For Academy (Company 200), MSOM (Company 500), UMMG (Company 310), and UHCorp (Company 305), email umiamiap@miami.edu.
- For UM Hospitals and ABLEH (Companies 320, 333 and 340), email uhealthap@miami.edu.
- The supplier sent the invoice as a Word/Excel file. Can I submit this format?
- I currently have a number of invoices with a status of “Draft” appearing in Workday. Should I be concerned?
- These invoices are assigned to the Accounts Payable team. They are working through their queues and will get to your invoices as soon as possible.
- My invoice has a PO that starts with a “K”. Can I send this through the new invoice submission process?
- How should I submit Credit Memos?
- Credit Memos for valid (i.e., with sufficient funds and not closed) Workday Purchase Orders (POs) should include the PO# (e.g., PO-0000123456) on the Credit Memo Document and be emailed to APOCR@miami.edu.
- Who can I contact for assistance with invoice submissions?
- How should vendors submit invoices?
- Vendors must submit invoices by email to Accounts Payable at umiamiap@miami.edu.
- Important: If the PO# (e.g., PO-0000123456) is not on the invoice, payment will not be made.
- How can I ensure that my vendors get paid timely?
- Vendors should email invoices directly to umiamiap@miami.edu with the correct PO# (e.g., PO-0000123456) noted on the invoice. If there is no PO#, there can be no payment. For assistance with creating Purchase Requisitions and POs, refer to the Purchasing Website.
- Important: A purchase requisition number should not be given to a vendor in order to acquire goods/services. You must wait for the PO to be processed before ordering.
- Can payment be made from a document other than an invoice?
- No. Payments are only made from invoices. Packing slips, acknowledgements, quotes, estimates, statements or any other non-invoice document should not be sent to Accounts Payable.
- How may I look up payment information in Workday?
- In order to look up invoices in Workday, you must have an appropriate security role, (e.g., Procurement Data Entry Specialist) for the Cost Center that is paying for the Purchase Order associated with this invoice. For more guidance, please refer to the Submit Invoices by Email Tip Sheet.
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