Checks


Paper Checks

A paper check is a traditional form of payment.  A paper check can be issued for vendor payments, employee and student refunds, stipends and reimbursements.

When are Paper Checks issued?

The University of Oregon issues paper checks every Tuesday and Thursday of the work week (days may vary on weeks that include recognized or banking holidays).

For Banner Id number beginning with a 95X, payment is net 1 day.

For Banner Id number beginning with a V00XXXXXX, the payment terms are net 30.

(Note: If a department is paying a time sensitive payment such as a stipend that must be paid by a specific date, it is the departments responsibility to override the pay date to pay on the Check run prior to the date it is to pay—if not on a Tuesday or Thursday).

Should Paper Checks be sent to foreign individuals or entities?

Departments should verify that the foreign entity can receive AND cash a paper check issued by the University of Oregon, and mailed to their permanent address. If the foreign entity needs the paper check mailed to an alternate mailing address, please makes sure the mailing address is set up in Banner prior to issuing payment.

Request a vendor set up (if a new vendor) and/or confirm mailing or remit to address activation request as you normally would for processing a Banner payment. Note: W-8’s often provide both a permanent and a mailing address for foreign entities. (The permanent address is set as the default in Banner for tax reporting purposes)

Always choose the current active mailing address when entering a Banner payment to be issued as a paper check payment to a foreign entity. (Warning!!!! Concur will issue Travel Reimbursements to the default address In Banner which may be out of the country or in some other location than were the individual is currently residing).

If the foreign entity or business cannot receive a paper check, then the department should choose one of the other foreign payment options.

See: Outgoing Payment Options for Foreign Entities

What will happen if a Paper Check was issued to the old address of an individual or business who has recently moved?

The UO has return to sender stamped on the windowed envelopes that display the check address.  If the person shares and apartment, home or business location with other individuals or businesses, and does not have their name on the mail box, the Postal Service will not be able deliver the check.  The check will be returned to Central Accounts Payable in the Business Affairs Office.  Likewise, if the person or business is no longer at the address, the check will also be returned to the UO—even if the person or business left a forwarding address, because the envelope is stamped to “return to sender” if the person or business is no longer at the address on the front of the check.

Accounts Payable staff will contact the department that issued the check, notifying them that the check was returned to the UO and will provide instructions to the department for how to get it re-issued once a current address has been provided to the department by the payee.

What if a Paper Check has been lost?

If a paper check was lost you should have the person or vendor complete a Lost Check Statement and send it as instructed on the form.  If the individual or vendor has returned the Lost Check Statement to the department, then the department should forward it to apbao@uoregon.edu for processing.

How can I tell in Banner if a payment was issued as a Paper Check?

A paper check payment will be indicated in Banner with a number that begins with a “5” at the beginning of the number in the check column field in the UO Vendor Detail History form (FWIVNDH).

How can a UO employee or student switch from receiving Accounts Payable payments as Paper Checks to receiving their payments by Direct Deposit (ACH)?

See under: Direct Deposit (ACH)

Direct Deposit (ACH)


What is a Direct Deposit (ACH)?

Employees, students, and individuals (with vendor numbers) may receive payments from the University of Oregon electronically deposited in their checking or savings account. 

When are Direct Deposits (ACH) issued?

The University of Oregon issues direct deposits (ACH) on every Tuesday and Thursday of the work week (days may vary on weeks that include recognized or banking holidays).

For Banner Id number beginning with a 95X, payment is net 1 day.

For Banner Id number beginning with a V00XXXXXX, the payment terms are net 30.

(Note: If a department is paying a time sensitive payment such as a stipend that must be paid by a specific date, it is the departments responsibility to override the pay date to pay on the Direct Deposit (ACH) run prior to the date it is to pay—if not on a Tuesday or Thursday).

How will a person know they will be receiving a Direct Deposit (ACH)?

On the following day after a regularly scheduled direct deposit run, direct deposit payments will be deposited in the individual’s account. (This 24 hour delay is due to banking regulations).  An email will be sent to the email address, that the individual has specified, the same day as the check run. In addition, the Banner invoice detail information will be included in the email.

How can I tell in Banner if a payment was issued as a Direct Deposit (ACH)?

A Direct Deposit (ACH) payment will be indicated in Banner with an (!) at the beginning of the number in the check column field in the UO Vendor Detail History form (FWIVNDH).

How can a UO employee or student activate (or update) their ACCOUNTS PAYABLE Direct Deposit (ACH) banking information for non-payroll related reimbursements, stipends and refunds?  See:

How can a vendor (who is an individual) request payments to be sent Direct Deposit (ACH)?

A non-UO individual (only) who will be receiving re-occurring contract payments or an individual who will receive a travel reimbursement, misc. reimbursement, stipend payment, or refund may complete the UO Vendor Direct Deposit (ACH) Authorization form.

Note: For companies who wish to receive secure electronic payments, see the section on SUA’s.

Single Use Account/SUA


What is a Single Use Account/SUA Payment?

Single Use Accounts/SUA’s are a type of virtual vendor payment that is processed through Banner that produces a “check number” just like a paper check.  The difference is that instead of the payment issuing a paper check it is sent to JP Morgan’s Single Use Account (SUA) virtual Card Payment Program.  Each SUA vendor payment originated by the UO carries a single 16-digit virtual account number. The vendor receives a notification (via email or portal) that a payment is ready to process, and then they are able to process the card payment via their merchant terminal. 

Single Use Accounts/SUA are used by vendors who are companies instead of Direct Deposit (ACH).

Single Use Accounts/SUA’s is now the method that vendors (companies) may receive payment through a secure electronic means instead of by Direct Deposit (ACH).  It is best used by UO vendors who will have re-occuring payments. Accounts Payable no longer offers Direct Deposit (ACH) for vendors who are companies—only for individuals who are vendors.

If I receive a SUA notification when entering a Banner invoice, what do I do?

When entering a payment in Banner you will receive a notification message that the vendor is a SUA vendor. Just close the message and continue with payment. There is nothing you need to do differently when entering the payment. For more information on how this program works see: JP Morgan Single Use Accounts/SUA.

When are SUA payments issued?

Single Use Accounts/SUA’s are produced only on Tuesdays and Fridays. SUA vendor payment terms are net 1 day.  They pay on the next check run date whether it is a Tuesday or Friday. 

How can I tell if a payment was paid by SUA?

You can tell that a Banner payment went as an SUA by looking in the FWIVNDH (UO Vendor Detail History form).  The “check” number field will display as a number with a carrot symbol “^” in front of it.

Who do I contact for SUA questions?

For more information on JP Morgan’s Single Use Account (SUA) virtual Card Payment Program, please email Dan Patten, AP Manger, at dpatten@uoregon.edu or Accounts Payable at apbao@uoregon.edu. 

SUA Resources and Information for UO Vendors

Wire Transfers (Outgoing)


Outgoing Wire Transfer Overview

Outgoing Wire Transfer Overview

An Outgoing Wire Transfer is a payment method that allows the UO to pay foreign vendors in US dollars or other currencies through the University of Oregon's bank (US Bank).  An outgoing wire transfer may also be processed to issue payment to a US vendor although the UO rarely issues a domestic wire transfer.  Payments to US vendors are issued as either a check or Single Use Account/SUA payment.

The payment to the vendor gets entered into Banner prior to the wire transfer occurring and it is subject to all the standard Purchasing and Payables guidelines, and approvals required in the Banner FOATEXT screen. It is reviewed and approved as any other Banner payment.  The payment must be placed on HOLD and be left incomplete or you risk having both a check and a wire transfer issued!

Once a department processor has followed all the directions for an Outgoing Wire Transfer, the department processor will upload the completed wire transfer form along with all supporting confidential information, including banking information securely provided by the vendor, for the outgoing wire in the Wire Transfer Request Upload form.

The wire transfer will then proceed through the complete electronic approval process.  It is first routed to the the Department Budgetary Approver to electronically sign, then Accounts Payable staff, and the UO Tax Analyst, will review, approve, initiate and release the transfer of funds through US Bank.

After the funds have been transferred to the foreign vendor and US Bank has notified the UO the payment is complete, the amount in the Banner document will be adjusted if necessary to reflect the final US dollar value of the foreign payment transfer (after any currency conversions have occurred). The Banner document will be completed by Accounts Payable and the assigned wire transfer number will be loaded into Banner in the check column field so that the UO Vendor Detail History form (FWIVNDH) reflects the check (wire) number.

A payment issued as a Wire transfer will have a “W” at the beginning of the number in the check column field in the UO Vendor Detail History form (FWIVNDH).

It takes 7-10 after AP has sent the wire transfer to US bank for it to clear US Bank, and be completed, then loaded into Banner with a W number.

Outgoing Wire Transfer Procedures

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Outgoing Wire Transfer

Outgoing Wire Transfer

Effective March 18, 2020 all wire transfers will processed only on Tuesday's and Friday's.  Please do not send Wire Transfer Requests by email to apbao@uoregon.edu.  Due to Covid-19 there is now a Wire Transfer Request Upload Form on the BAO forms site that you can use to upload your Outgoing Wire Tranfer form and supporting documentation.  If you are unable to use the Wire Transfer Upload Form, please fax your Wire Transfers Requests to Accounts Payable to 541-346-2393 with ALL supporting payment documentation, including the banking information that was provided to you securely by the vendor

Wire transfers are used to transfer a payment to a person or entity when there is no other way to pay them. It is not the UO preferred method of payment. Please note:

  • Any wire transfer request received by AP after 10:00 am on Tuesday will be held and sent on Friday.  Any wire Transfer received by AP after 10:00 am on Friday will be held for the following Tuesday's wire transfers.
  • You must enter and put the Banner document on hold and leave the document incomplete (in process) or a duplicate check payment may occur!  (For CONCUR Travel Reimbursements processed by wire transfer, please notify the Travel Dept. immediately once you have completed the travel reimbursement in Concur).
  • Persons or entities receiving payment MAY NOT fill out the UO Outgoing Wire Transfer. (The UO Outgoing wire form is used internally by the UO and should only be used by depts. to request a wire transfer to be processed by AP).
  • Person or entities receiving payment should supply the banking information below by a secure method such as FAX or postal mail to you in order to request payment. (For security reasons they may NOT email banking information to you).  Do not send the UO Outgoing Wire Transfer form to vendors or individual to be completed by them.

Use the following steps to complete the form. (The form must be filled in electronically. Hand written forms will not be accepted).  If the vendor has provided an intermediatory bank then in each of the following fields put the beneficiery bank info on the left and the intermediate bank info to the right of it for each line of information:

  1. Check Domestic or International Wire
  2. Fill in the date you want the transfer to occur
  3. Show the currency if other than U.S. dollars
  4. Beneficiary: This is the name of the person or entity that will receive the funds
  5. Beneficiary Account # and IBAN #. This is the bank account number and their IBAN# (international bank account number). This number has to be included for all European wires
  6. Beneficiary street address
  7. Beneficiary city/state/country
  8. Beneficiary bank name
  9. Beneficiary Bank ABA routing # for domestic wires or SWIFT/BIC# for foreign wires
  10. Beneficiary Bank street address
  11. Beneficiary Bank city/state/country
  12. Message for the Beneficiary - the person receiving the money to let them know what the payment is for
  13. Beneficiary email Address (optional)
  14. Department Signature.  This is the Budgetary Authority or Approver of the wire transfer (may be different from dept. staff completing this form and uploading the request.  The uploaded wire transfer should be forwarded to the Approver to electronically sign)
  15. Agency Authorized Initiator's Signature.  Leave blank.  This signature is for authorized Accounts Payable/BAO staff.
  16. Agency Authorized Releaser's Signature.  Leave Blank.  This signature is for authorized Accounts Payable/BAO staff.
  17. Bottom of the page type in the UO department name, index and account code being charged
  18. Enter the payment in the Banner System with full document text (Contract/grant approval information/Budget approver information, explanation of what is being paid for, contract terms, partial payment information if applicable and etc.), put the document on hold and make sure the Banner document numbers is on the wire form. Leave the document incomplete or in process. AP will complete the document during the wire transfer processing.  If you do not put it on hold and leave it incomplete then there is a risk is that both a check payment and a wire payment will occur creating a duplicate payment. 

CONCUR Travel Reimbursements:  Please complete Concur travel reimbursement and then immediately notify Travel Dept. that you need to process the travel reimbursement by wire transfer.  Travel must put the Banner C document on hold to avoid the payment paying as a check.  The wire transfer will be processed by Accounts Payable. Please follow the remainder of wire transfer directions below.

Print out the Wire Transfer form and get department signature and date in the middle of the form (if faxing to AP).

Forward the following documentation to Accounts Payable attached to the Wire Transfer Request Upload Form (or fax):

  • Completed Outgoing UO wire transfer form
  • Bank information that was supplied by the vendor (if not on invoice)
  • Invoice (if applicable)
  • Copy of contract or PO (if applicable)
  • Copy of Concur Travel Reimbursement report (if applicable)
  • any other supporting payment documentation

The expenditure will be loaded to Banner onthe Banner invoice by Accounts Payable, and processed within a weeks time as an online check in Banner. The check number assigned in Banner will start with a W and will be viewable in vendor history and all other forms that display check information.

Outgoing Wire Transfer Request Upload Instructions

Outgoing Wire Transfer Request Upload Instructions

Under the BAO web site (ba.uoregon.edu) under BAO Forms:

  1. Please select under the category Central Accounts Payable and Invoice Payments the Outgoing Wire Transfer form.  Complete the form as you usually would and save as a pdf.
  2. Please select under the category Central Accounts Payable and Invoice Payments the Wire Transfer Upload Form.  
  3. Under the Wire Transfer Upload Form:  
  • Add your departmental contact first and last name and phone number.
  • Upload a pdf of the completed wire Transfer Form that you saved as a pdf. (Be sure to include your Banner I Document number that is incomplete and on HOLD).
  • Upload a pdf of ALL the supporting documentation for the Wire Transfer Form.
  • Save,
  1. Edit the Signature Block’s Departmental Approver line and select the Department’s Budgetary Approver’s email address for the wire to be routed to them for approval of the Outgoing Wire Transfer Request. SAVE.
  2. Select SEND! Your Wire Transfer Request will be sent to apbao@uoregon.edu for processing by Central BAO Accounts Payable. If you have questions please email:  apbao@uoregon.edu.