Thomas Jefferson University

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Paying Suppliers

Accounts Payable Customer Service Team, by Vendor Letter:

VENDOR LETTER CUSTOMER SERVICE EMAIL ADDRESS
A, B, Owens, McKesson, Fisher, & Amerisource apcustomer.service1@jefferson.edu
C-F, P, Q apcustomer.service2@jefferson.edu
G-L, R apcustomer.service3@jefferson.edu
T-Z. SN-SZ, J&J, Depuy apcustomer.service4@jefferson.edu
M-O, S-SM
apcustomer.service5@jefferson.edu

Operational Notes & Procedures

  • Purchases of goods and services via:
    • Ascent Purchase Order
    • Request for Payment for items such as subscriptions, memberships, honoraria,  conference registrations and petty cash reimbursements
    • Procurement Card
  • Payments to suppliers are typically processed on Tuesday and Thursday evenings
  • Suppliers will be paid electronically whenever possible
  • Invoices will be received electronically from suppliers whenever possible
  • Invoices are scanned & attached to each voucher
  • Guidelines for requesting an outgoing wire transfer
  • Matching is a daily process where purchase orders are reconciled to invoices and receipts
    • Payments to suppliers will not be made until documents match
    • Your prompt participation in resolving match exceptions when requested aids in maintaining positive supplier relationships
  • IRS form 1099 Miscellaneous Income is mailed in January for the preceding calendar year

Ensuring Success Tidbits

Determine appropriate method to obtain goods or services:

  • If using Ascent PO:
    • create requisition
    • obtain required approvals
    • attach supporting documentation, if required
  • If using Request for Payment:
    • select correct form for your employer
    • obtain required signatures
    • attach all supporting documentation
  • If using Procurement Card:
    • retain support and documentation for charge

Resources

  • Jefferson Policies and Procedures, accessible via Pulse (left navigation, after logging in)
    • #118.02 Purchase Request
    • #103.15 Request for Payment
    • #103.00 Procurement Credit Card, Use Of
    • #103.10 Petty Cash Fund
    • #118.14 Return of Supplies or Equipment to Vendors
  • Review transactions
    • Activity on financial systems
    • Accounts Payable Distribution Reports
      - Monthly and Fiscal Year to Date versions
      - Published to VistaPlus for online viewing on first of month for preceding month
    • Procurement Card
  • Discussion on Employee or Independent Contractor determination

Paying Suppliers Forms

Paying Suppliers Forms ALL TJU JUP TJH MHD
Employment Status Test PDF        
Independent Contractor Agreement PDF        
Request for Payment   PDF PDF PDF PDF
W-9 Blank PDF        
Philadelphia Business Privilege
License Application
PDF        
Guide to View Scanned Invoice in Ascent PDF