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Department of Finance
1 Ohio University
Ridges Building #18, 3rd Floor
Athens, OH 45701
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Finance

AP FAQs

How can I tell if an invoice has been processed?

If the invoice is on a PO, click on the Invoices tab of the PO. If the payment is by Payment Request, look at the Form Approvals workflow. 

How do I find payment status on my invoice?

All Ohio University employees have access to the Finance Dashboard in OBI. Navigate to the Payments dashboard to see payment status. 

How do I find out if a check has been cashed?

On the Payments Dashboard in OBI, there is a column labeled ‘PMT Status’..’ If the check has been cashed by the supplier, the status will show as Reconciled. 

A supplier contacted me, stating that they never received a check, how do we issue another check?

If a supplier has questions regarding reissuance of a payment, please have them reach out to financecustomercare@ohio.edu and an Accounts Payable representative will work with the supplier to ensure that they receive payment. 

How do I rush a payment?

When submitting the invoice to Accounts Payable be sure to put the word “RUSH” in the subject line. All other rush requests should be emailed to financecustomercare@ohio.edu. 

I have a purchase order that was completed, but the invoice attached to the requisition was never paid. How do I get the invoice paid?

All invoices MUST be sent to accounts.payable@ohio.edu referencing the PO number in the subject line. Accounts Payable does not see invoices that are attached to a requisition in BobcatBUY. 

A supplier reached out stating that we have a credit available on our account. Can I apply it to my next invoice?

No, the University must have an accurate record of all invoices that have been paid. All credit memos must be sent to accounts.payable@ohio.edu and it will be applied against the next invoice the University receives from the supplier. 

I have received funds for a research project and will be distributing gift cards to participants. What do I need to substantiate payment?

To substantiate gift cards that are distributed to participants, the department must collect the recipient's name, email address, and amount of issuance. The department must also collect a signature from the recipient acknowledging receipt of the gift card. If the gift cards are electronic, a report can be generated from the platform which shows receipt of the gift card to the email address. This can be used in replacement of the signature. 

If the gift card is over $100.00 per participant, the department must also collect an IRS W-9 from the recipients. 

What is the processing time on PO invoices once submitted to Accounts Payable?

Processing times for invoices is approximately 7-14 business days. When invoices are submitted in a timely manner, this ensures that all invoices are paid within the University’s payment terms.  

What is the processing time for Payment Requests?

Payment Requests are processed within 3-7 business days.