Vendor
Payments
Using
ePayables
1.
A process to pay vendors via virtual credit cards
2.
A program that generates credit card rebates for the
University from vendor payments
3.
A payment method that
reduces paper and its
related handling requirements
•
•
•
For vendors not in ePayables program – nothing
changes
Purchases are still made via Purchase Order (PO)
or Payment Request Document (PRD)
Vendors invoice is received
and processed in SAP
•
•
•
UK eliminates paper checks and related
processing costs
UK receives a rebate from the bank
Vendors receive their payments
more quickly than if paid by
check
•
•
358 vendors have joined ePayables program
Two more enrollment phases remain to enroll
vendors with a goal of 500 vendors enrolled
Total Request Forms Received
FY 2013-2014
FY 2012-2013
Total Number of Exception Reasons
FY 2013-2014
FY 2012-2013
Number 1 Reason ……….
Travel reimbursement over 60 days 22%
564
586
622
635
Disposition
Approved
Not Approved
Not Needed
Pending Review
Withdrawn
Grand Total
Form
Reason
Count
Count
528
582
13
14
13
15
3
4
7
7
564
622
Forms with
%
Reduction Reduction
94%
30 $
2,547
2%
2%
1%
1%
30 $
2,547
Unit
College of Agriculture
College of Arts and Sciences
Gatton College of Business and Economics
College of Communication and Information
College of Dentistry
College of Design
College of Education
College of Engineering
College of Fine Arts
College of Health Sciences
College of Law
College of Medicine
College of Nursing
College of Pharmacy
College of Public Health
College of Social Work
Multidisciplinary Graduate Programs
Provost - Support Units
UKHC
Research Units
President/EVPFA area
Grand Total
Form Count
Reason Count
59
66
28
7
13
1
19
24
15
6
26
113
13
23
11
8
2
46
46
14
24
564
67
72
29
7
14
1
19
28
16
7
30
121
14
27
11
8
2
53
53
16
27
622
% Approved
97%
97%
100%
71%
92%
100%
89%
92%
80%
100%
88%
96%
100%
96%
91%
88%
100%
85%
89%
100%
100%
94%
Reduction
$ 385.76
$ 418.79
$ 25.00
$ 223.16
$ 817.03
$ 169.34
$ 70.64
$ 169.93
$ 42.62
$ 30.60
$ 170.23
$
$
23.92
2,547
By Reason
Reimbursement request must be submitted to Accounts
Payable to be paid within 60 days of travel return date
Airline ticket purchased from alternate vendor must be
supported by UK Travel cost comparison
Airline ticket purchased combining business with
personal travel must be supported by UK Travel cost
comparison showing business travel airfare only
Payroll charges may not be transferred after retroactivity
date
Other travel
Other
Private vehicle mileage over 400 miles (one-way) to
destination must be supported by UK Travel airfare cost
comparison
Checks must be mailed (if check pick-up is requested,
include the person’s name who will pick it up in the
justification)
Airline ticket combining business and personal travel
purchased with procurement card
Procard exception
Airline ticket purchased through alternate vendor must
be purchased with personal funds
Reimbursement amounts for foreign lodging is limited to
federal per diem rate (advance approval required)
Memberships
Lodging within 40 miles/meals with no overnight stay
Year end issues
Grand Total
% of Total
Not
Number Request Approved Not Approved Needed Withdrawn
137
22%
135
75
12%
73
71
11%
67
63
62
60
10%
10%
10%
57
58
50
37
6%
36
1
33
5%
31
0
20
19
3%
3%
18
18
1
2
0
14
2%
12
1
0
14
9
7
1
622*
2%
1%
1%
0%
622
12
7
7
1
582
1
Pending
Review
2
$403.46
1
$99.34
3
5
5
1
14
Reduction
0
3
3
0
0
0
0
15
1
1
1
1
$910.19
$327.66
1
$1,280.82
2
$242.20
$34.00
1
$23.92
1
1
1
7
4 $3,321.59
* A total of 564 request were received however 52 requests were for 2 or more reasons for a total of 622 individual reasons requested.
FY 2013
Total PRDs
(Approved and Rejected)
Increase from Prior Year
FY 2013
Rejected
3.7%
55,518
%
FY 2014
66,581
16.6%
FY 2014
96.3%
53,473
Rejected
5.0%
3,349
2,045
Approved
%
Approved
95.0%
63,232
Based on creation date
FY 2014
Rejected
5.0%
1,304 more PRDs rejected
38.9% increase
In FY 2013 33.4% of all rejected PRDs were caught by the department
Compared to only 19.2% in FY 2014
79.2% of PRDs with errors were not detected
until the Accounts Payable review
Based on creation date
63,232 PRDs APPROVED
9,759 increase from FY 2013
up 18.3%
88% paid within 10 days compared to 92% in FY 2013
98% Approved by AP within 10 days of receiving the document
compared to 98% in FY 2013
Based on creation date
Business Class tickets and/or seat charge expenses will be
reimbursed when travel requires uninterrupted flight service of
8 hours or more
Example –
From Detroit to Shanghai nonstop (no connections) taking 14 hours
Expenses related to seat charges
to secure a confirmed seat assignment
will be reimbursed
• TRIP
• Change in base pay
• Approval table in SAP
• Discretionary Spending
• Student Payments/Awards