Loyola University Chicago

Financial Services

Accounts Payable

ANNOUNCEMENTS

_________________________________________________________________

 
AP is continuing to process payment requisitions and issue payment per our regular payment schedule.  We will provide an update if the situation changes.
 
AP will accept email approval if you are unable to sign a payment requisition.  Please list the payee, the invoice number or description and the dollar amount to be paid in an email.  

AP is receiving many requests without a payment requisition.  Payment requisitions are still required.

Please forward the email with the invoice to the approver(s).  The approver should note "approved" in the email.  Once you have all necessary email approvals, send approval email, payment requisition, and backup to AP Inbox.  Please only send the final approval email with the payment requisition and invoice/backup to AP.

RUSH Requests
Email all rush requests directly to Patty Woods - pwoods2@luc.edu with a short explanation with the reason for the rush.

___________________________________________________________

ELECTRONIC PAYMENT REQUEST FORM

The Electronic Payment Request form can be used to create, route for approval and submit requests to Accounts Payable electronically. Once the payment request is created, all documentation (including invoice, contract, tax certificate, etc.) can be uploaded to the form. Approval requests, if necessary, are sent electronically via email. The status of the payment request can be viewed on the Homepage/Dashboard.
 
Please see FAQ and Instructions for additional details.
__________________________________________________________________

ELECTRONIC W9 FORM

All new or inactive vendors and payees should complete an Electronic W9/W8 Form via our new web form portal beginning October 15, 2019.  To access the form, login into this link: forms.LUC.edu/w9/ and enter your vendor's email address.   An email will be sent to the vendor to complete the information securely online.  The LUC contact will receive a notification when the vendor completes the form.
    a. To access the form, click this link: forms.LUC.edu/w9/   
    b. Login using your UVID/password   
    c. Enter your vendor's email address.     
    d. The system will send an email to your vendor with a unique link to access the form and complete the information securely online. 
    e. When the vendor submits the form, the LUC contact will receive an auto-notification from the system that the form has been completed and submitted to Accounts Payables.    
     
     Notes regarding W9s
    • Students can login directly to the link using their UVID/password to complete the form.
    • This form is not for current employees of the university, they do not need to complete a form.
    • W9s and W8s are valid 3 years from the date they are signed (not the date it is sent to A/P for the printed forms).
    • It is not necessary to have a current vendor complete the online W9 if they have a current W9 on file.
    • Address changes and new banking information or changes to banking information should be submitted using the online W9 form.
    __________________________________________________________________
     

    INDEPENDENT CONTRACTORS/WORKERS CLASSIFICATION FORM

    If your vendor is an individual performing a service for the University, they meet the initial qualifications as an independent contractor.  The Workers Classification form will be requested along with the Loyola signed agreement/contract in order for HR to review and make a final determination to classify the vendor as an Independent Contractor or Employee.

    __________________________________________________________________

    UNIVERSITY CONTRACT POLICY

    All agreements and contracts (including letter agreements) which obligate the University in any manger must comply with the Contract Policy.  Only the President, the Provost(s), the Vice Provost(s), the Senior Vice Presidents and the Vice Presidents (and, collectively, with any persons holding the foregoing titles on an interim basis, the "Authorized Officers") are authorized to sign agreements and contracts for the University within their respective areas of responsibility.  No payment will be authorized for any agreement or contract which is not signed and which does not otherwise meet the requirements of the Contract Policy.  Please see the University Contract Policy for additional details. 

    __________________________________________________________________

    IMPORTANT REMINDERS

    • Payment requests submitted to A/P that do not conform to the guidelines below will be returned to the department for revision and re-submission.
    • Expense reimbursement forms are for employee and faculty reimbursements only. All other reimbursements, including students who are not on the University payroll, must be submitted via a Payment Request form.
    • Requests for an honorariums must be on a separate payment request form from any requests for reimbursement of expenses.
    • Loyola University does not pay off of statements.  Please obtain invoices from the vendor and submit.  As a reminder, there should be one invoice per payment requisition.
    • Effective Jan 1, 2019, A/P no longer accepts one payment requisition for multiple invoices.  Each invoice should be on a separate payment requisition.
    • The Foreign National Information Form should be submitted with payment requests for Foreign Independent Contractors, lecturers, presenters or visitors that will perform or provide a service and be paid through LUC A/P.
     Other Reminders
    • Payment requests must be approved and include documentation to support the payee and amount.  Two signatures are required for requests over $5,000.
    • Wherever possible an invoice should be obtained.  This helps prevent duplicate payments to the vendor.
    • Each payment request and its supporting documentation (invoice, email, etc) should be submitted in the same PDF attachment (e.g. pg 1 payment request, pg 2 invoice, etc)
    • For honorariums paid to speakers invited by faculty members to make a presentation that occurs in the closed forum of a scheduled course, in addition to the completed Payment Requisition, supporting documentation such as a statement from the academic area confirming the speaker’s name, event date and the amount of the honorarium to be paid, is required.
    • ACH is the preferred method of payment for all requests.  Please encourage your vendor to sign up for ACH payment using the Electronic W9 form.
    • As employees come and go from your department, please update your signature cards.
     Additional questions can be directed to Accounts Payable at Accounts-Payables@luc.edu.