Accounts Payable -- Frequently Asked Questions

Q. What is the current mileage allowance?

A. For calendar year 2007, 48.5 cents per mile. (Departments are notified via the DU daily when the IRS changes the allowance) For travel from January to June 2008, the allowance is 50.5 cents per mile. For travel starting July 1, 2008, the allowance is 58.5 cents per mile.

Q What is the accounts payable deadline?

A. Usually Monday at 4:30pm for our weekly check run. If there are holidays, the deadline will vary (an announcement on the DU daily will be listed with the deadline date). Example: Duquesne University is off work on a Monday, the deadline will be Friday at 4:30 p.m.

Q . Why would Departments get a phone call from A/P:

A.--

• Original invoice or backup explaining why payment is required for processing of an authorized payment
• FOAPAL is missing on the paperwork
• FOAPAL problem

Q . Why has an invoice not been paid?

A . --

• The department has the invoice
• The invoice is lost
• There is a discrepancy with an invoice, so it is being held up for resolution.

Q . Why are original invoices or receipts needed?

A . --

• Receipts are used to show proof of expenses for travel and entertainment.
• Original invoices will prevent duplicate payments.
• To make sure A/P does not pay sales tax.

Q . Why is paperwork returned to the department with a pink slip from A/P?

A . --

• Wrong form used
• Signature is missing
• Incomplete name and address information (Example A department is renewing a membership, and they forget to fill in the membership form)
• Supporting Information is missing (Example An invoice is missing)
• The amount of the paperwork exceeds the balance in the budget

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