Thomas Jefferson University

Paying Suppliers

Accounts Payable Customer Service Team

By Vendor Remit Name on Invoice:

VENDOR LETTER CUSTOMER SERVICE EMAIL ADDRESS
Owens & Minor, J&J Companies*, Fisher Scientific, Fisher Healthcare, Amerisource, McKesson Drug uploads, Oncology Supply (pay Amerisource), Abbott Vascular, Abbott Lab, St Jude, Thorotec, McKesson Medical (Kennedy upload only) apcustomer.service1@jefferson.edu
C - F, Q apcustomer.service2@jefferson.edu
A, G-I, P apcustomer.service3@jefferson.edu
Abbott Nutrition, Abbott Molecular, Abbott Diagnostic, B, T-Z apcustomer.service4@jefferson.edu
M, N, O, S, GRM, GCJ Facility Services Inc, 360 Translations apcustomer.service5@jefferson.edu
Olympus, Medtronic (All), Apple Computer, Illumina, McKesson Specialty, McKesson Medical (except for Kennedy), GE, Stryker, Zimmer, Special Covid Suppliers as needed apcustomer.service7@jefferson.edu
  apcustomer.service8@jefferson.edu
 J-L, R apcustomer.service9@jefferson.edu

*J&J Companies: Depuy Synthes 0000000547, BiosSense Webster 0000001028, Depuy Ortho 0000002073, Depuy Spine 0000002074, Ethicon 0000002453, Johnson & Johnson Health System 0000003645, Synthes 0000006699, J&J Healthcare Systems Inc 0000008575, J&J-Synthes 0000035734.

FOR ISSUES REGARDING PAYMENTS THAT ARE MADE FROM A SPONSORED PROJECT (i.e., GRANT), PLEASE CONTACT SUBAWARDS@JEFFERSON.EDU FOR ALL ISSUES REGARDLESS OF VENDOR LETTER.

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

Paying Suppliers Forms

Paying Suppliers Forms ALL
Petty Cash Voucher Form PDF
Employment Status Test PDF
Independent Contractor Agreement PDF
Request for Payment EXCEL
W-9 Blank PDF
Philadelphia Business Privilege
License Application
PDF
Guide to View Scanned Invoice
in Ascent
PDF