Wayne State University
Disbursements
5700 Cass Ave., Ste 4100
Detroit, MI 48202
or Phone: 313-577-3661

 

The payee/vendor or department that made the original payment request can ask for a stop payment.The Department must submit the request in writing; via memo or email.

 

To avoid the situation whereby the check is subsequently received after a stop payment is requested, we typically recommend the payee complete an affidavit for a stop payment no sooner than 10 days (22 days internationally) after the check date.   

 

Please bring two forms of ID (e.g. WSU One Card, Passport, State ID or Driver License).

 

You should present the damaged check with your affidavit requesting the check to be reissued.

 

In addition to the online form noted, Disbursements can fax or email the payee an affidavit to be completed, notarized and returned to Disbursements requesting the check to be reissued.

 

After Disbursements has received all the required paper work, the payee can expect the check to be reissued in 7 to 10 business days.

Refer to the top of the DPR template for basic information regarding policies and procedures.  You can also consult the Administrative Policies and Procedures Manual (APPM) and the information link on Disbursements webpage.

 

The Dean or V.P. of a school, college or division is authorized to sign for professional or individual memberships.  For institutional memberships, the business manager from that school, college or division can sign for approval.

 

Yes.  Copies or faxed invoices of receipts will be accepted.

 

Supplemental data form (#186), email or letter/correspondence confirming date and amount paid. 

 

No.  A complete description of services and/or commodities is required.

 

The process is an electronic approval process.   See 'Initiating a Direct Payment Request' and 'How to Approve a Requisition' under the Waynebuy Train Aids sections for step by step direction.

 

No.  One DPR should be used.  However, separate indexes and accounting distributions can be used to share expenses between schools, colleges or divisions.

 

No.  Each payment has to be created as a separate DPR.  You can use the 'copy' feature under requisitions to duplicate a prior requisition instead of creating from a blank template.

 

The person who filled out the DPR and/or can answer all questions regarding the DPR and listed expenses.

 

No.  The vendor must submit a new revised invoice indicating the proper amount.  WSU must pay the amount on the invoice.

 

Once the DPR has been approved by the BAO, there are only 2 options. The document and its associated PO can be cancelled (with the copy feature available to minimize the impact of the re-creation of a new requisition) or the department can request a JV through General Accounting to correct the index.

 

Use the FGIENCD screen in Banner.  In the FGIENCD screen input the DPR number.

 

Consult the Administrative Policies and Procedures Manual (APPM).  If you cannot find the answer you are looking for visit the information link on Disbursements webpage, contact your business office or contact Disbursements at 577-3661.

 

Yes.  A signed, encumbered and approved copy of the original TAER must be submitted.  The TAER validates that the attendee has been approved to attend the conference.

 

The department has initiated a purchase from a vendor not approved or otherwise established in the vendor file and therefore bears the responsibility of obtaining the required data to establish the vendor.

 

No.  A detailed bill must be submitted for reimbursement.

You should contact someone in your business office or in central receiving office.

 

You should complete a receiver at the time you receive the goods or services.

 

Process a COR in WayneBuy for any changes requested to an existing P.O.

 

The person who can answer detailed questions regarding and related to the purchase being made.

 

Contact the Disbursements office immediately and fill out a lost check affidavit to have the check cancelled and reissued.

 

Wayne State University Accounts Payable P.O. Box 9056 Detroit, MI 48202

Refer to the back of SPA form for basic information regarding policies and procedures. You can also consult the Administrative Policies and Procedures Manual (APPM) and the information link on Disbursements webpage.

 

Yes. Copies or faxed invoices of receipts will be accepted.

 

No. A complete description of services and/or commodities is required.

 

Collect the required authorization signatures. Once the SPA is signed the SPA should be forwarded to Disbursements Department.

 

No. One SPA should be used. However, separate indexes and accounting distributions can be used to share expenses between schools, colleges or divisions.

 

The person who filled out the SPA and/or can answer all questions regarding the SPA and listed expenses.

 

No. The vendor must submit a new revised invoice indicating the proper amount. WSU must pay the amount on the invoice.

 

A new SPA must be completed and submitted. Disbursements cannot process SPA's with altered document numbers. What if the SPA is right and the encumbrance was wrong? It is still valid and the erroneous encumbrance should be liquidated and the actual number encumbered.

 

Use the FGITRND screen in Banner. In the FGITRND screen input the fund and account, then search by amount.

 

Consult the Administrative Policies and Procedures Manual (APPM). If you cannot find the answer you are looking for visit the information link on Disbursements webpage, contact your business office or contact Disbursements at 577-3661.

Refer to the back of TAER form for basic information regarding policies and procedures. You can also consult the Administrative Policies and Procedures Manual (APPM) and the information link on Disbursements webpage.

 

The Dean or V.P. of a school, college or division is authorized to sign for professional or individual memberships.

 

No. Original receipts are required for TAER reimbursement. Copies of receipts will not be accepted.

 

Collect the required authorization signatures and encumber the expense in Banner. Complete actual expenses after traveler returns from trip.

 

No. One trip per TAER.

 

The person who filled out the TAER and/or can answer all questions regarding the TAER and listed expenses.

 

After all expenses have been estimated and approved by the authorized approver.

 

Liquidate incorrect document number and encumber the correct TAER number.

 

Use the FGIENCD screen in Banner and enter the TAER number. Look for transaction number/Document Code, "I??????" and go to FOIDOCH to find check date and check number.

 

Disbursement's travel reimbursement team at (313) 577-6611 or (313) 577-3661.

 

The reimbursement will be issued and mailed in approximately 7 business days after the correctly completed TAER is received in Disbursements.

 

No. A new TAER form must be generated, referencing the TAER number originally used and encumbered approving the trip and to order the airline ticket from AAA or Boersma Travel.

 

Yes. The TAER form must be completed and sent to Disbursements within 15 days of the end of travel.

 

Contact your school, college or division business office for further guidance.

 

Yes. At least ten days prior to travel make a copy of the original approved and encumbered TAER form, complete the section for the expense and send it to Disbursements with a memo requesting early reimbursement.

WayneBuy is accessible through Academica. Under WSU RESOURCES, click Employee Resources, then Administrative Systems, and then WayneBuy. You can also chose to pin WayneBuy to your My Frequent Links.

WayneBuy can also be accessed through either the following link: http://buy.wayne.edu/ or from the Procurement & Strategic Sourcing (PASS) website using your Wayne State Access ID and password.

In General, DPRs are used for the following payment requests:

1. Non recurring payments to individuals (i.e. Honoraria, awards, guest speakers, royalties, research participants, referees, etc.).
2. Approved reimbursement for out of pocket expenses (local business meals, parking fees, photocopies etc.).
3. Approved professional expenses (i.e. registrations, membership dues, subscriptions).

Yes, prior to the submission of any WayneBuy DPR, the payee or vendor must be in the WayneBuy system.  For new payees, a new supplier / payee request must be submitted electronically in advance.  This can be found on the home page of WayneBuy in the Showcase Services section.

NOTE:  For confidentiality and privacy reasons, the Vendor Request form should never be uploaded to the Requisition or DPR.

Support documentation is not physically submitted to the Disbursements department.  Support documents (i.e. invoices) are attached electronically to the individual WayneBuy Requisition or DPR.

 

No. TravelWayne is the new travel solution for handling the approved University Travel Expenses for employee travel.  This includes the following:

1. Airline
2. Hotel
3. Rental Car
4. Personal Auto Mileage (monthly included)
5. Individual Meals
6. Other approved travel expenses

Additional information on TravelWayne can be found at travel.wayne.edu or by contacting the travel helpdesk at 7-8747.

Paper SPAs are predominately being phased out and replaced with the online DPR form.  Those SPAs encumbered prior to August 13, 2012 will be processed, provided they are received in Disbursements before August 31, 2012.  After that, paper SPAs will not be accepted except in special circumstances listed below. 

There are three situations where paper SPAs will be used for the foreseeable future.

1. Liability accounts (account codes starting with a "2") are not processed as a DPR.
2. Revenue accounts (account codes starting with a "5") are not processed as a DPR.
3. Consolidated utility invoices (telephone, electric, etc.).

No. Each invoice must have a unique DPR, to ensure that the DPR reflects the invoice number (for reporting and tracking).  However, multiple DPR's can be added to one shopping cart for approval efficiency.

 

DPR's are routed to the BAO (Business Affairs Officers) associated with the finance level 4 org being charged.  These are not routed like Purchase Order requisitions.  If a supervisor, manager or director's approval is required, the cart should be assigned to them prior to submission for BAO approval.

 

As a general rule, DPRs will be reviewed and approved by the Disbursements department within 5 business days of receipt.  Rush requests should be brought to the attention of Disbursements management. 

 

In addition, a full set of job aides are available on the PASS website.  For additional assistance, contact Disbursements at 7-3661.

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