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Payment Processing FAQ's
What is a "queue"?
A queue is the "mailbox" that holds your electronics payments awaiting approval. Each department will have a minimum of two queues - the AP-Department Approval queue for all standard payments, reimbursements, and blanket PO payments, and the Non-eForm Department Approval for all Purchase Order payments.
When I open my document in workflow, why I don't see my eForm (or properties)?
To see your eForm, press your F12 key. To see your properties, press your F7 key. To customize your Image Now screen, click on "View" in the menu at the top of the page. Click on each item that you want to be displayed on your screen.
How can I see where my document is at in the electronic AP process?
To find a document, select Documents from the main ImageNow ribbon, click on the + sign beside Documents in the "tree" on the left side of the screen to expand it. Select AP-AS Voucher Inquiry. The quick search tab will offer several drop downs to search by. Please see our Training page or contact our office for further instructions.
I put my approval stamp on the invoice and routed it forward - why isn't it paid today?
Once the invoice is received in Accounting Services, it is routed to an auditor for review. Our goal is to process all payment requests in a timely manner and have your payment processed within 5 business days or less. Please keep in mind, if the payment is grant funded, it requires approval from Grants & Contracts Administration and they need time to review the payment for compliance with the grant restrictions as well.
Who can sign my statement of account?
The cardholder and an authorized reviewer should be signing the statement of account. Please see the Purchasing webpage for more detailed information.
What do I provide if I cannot find my invoice/receipt for my PCard purchase?
If you do not have a receipt/invoice for a transaction, you will need to contact the vendor for a replacement receipt/invoice. If you are not able to get a replacement receipt/invoice, the Missing Receipt Form will need to be completed.
I am having trouble printing my monthly Statement of Account. Who should I contact.
Please review the instructions on the Purchasing webpage for printing your monthly Statement of Account or contact the PCard Administrator.
How do I change my funding source on a purchase?
If the purchase has not yet been posted, you can use PaymentNet to reallocate the purchase to the correct account/fund. See the Purchasing webpage for assistance in using PaymentNet. If the payment has already posted to the GL, please process a Journal Voucher unless you want to use a Grant fund to pay for the purchase, then please reference the Grants & Contracts webpage for assistance.
How do I know what funding source will be charged for my PO payment since I do not complete an eForm?
The funding source for your PO purchase was determined when you completed the Purchase Requisition to create the PO. If you need to change that funding for any reason, please work with the Purchasing Office to change the PO before approving the payment.
How do I process a payment on a purchase order?
Submit the invoice to Accounting Services and use the PO number as the reference number. Accounting Services will scan the invoice and route it through the Non-eForm workflow of the electronic payment process. Your Department Approval Stamp on your invoice is your authorization of payment.
There are multiple departments funding a purchase order, do they all need to approve the invoice before payment will be processed.
The funding departments authorized the use of their funds when they signed off on the purchase requisition. Only the department actually receiving the goods/services needs to stamp the invoice for payment to be processed.
What do I use for a reference number in the electronic payment process (ImageNow) for payments on a Blanket PO?
Use the Blanket PO number for your reference number. The number can be used multiple times.
How do I apply my Blanket PO payment to a funding source that is not on my Blanket PO?
Contact the Purchasing office and work with them to have the additional funding source added.
How do I process a credit on a Blanket PO?
Unfortunately, PeopleSoft will not allow us to receipt a credit amount on a Blanket PO at this time. Credit Memos will have to be processed as a Non-PO Invoice in the electronic payment process (ImageNow).
I need to process a voucher for my student organization. Who are the authorized signors on the form?
A paper voucher requesting payment for student organization needs to be signed by one of the officers of the organization and the adviser of the organization.
How can I get check to move money from my organizations on campus account to our off campus checking account?
You will need to complete a voucher payable to your student organization. Follow the How to Process for completing the voucher, obtain the necessary signatures, mark the special instructions to hold and check, and submit it to Accounting Services. Once the check is cut, you can pick up the check at Accounting Services and deposit it in your off campus checking account.