Accounting and Budget Services
Enabling, serving and supporting others by providing timely and accurate information about university resources. We give clear direction, offer thoughtful guidance and deliver quality services.
Incentive-Based Budget Model
Project Request
Requests for Finance & Business Services related Cognos Reports, U-Stores or Website Updates.
Property Accounting
The Department of Accounting and Budget Services is responsible for the accounting controls and reporting of moveable capital assets owned or maintained by Purdue Northwest.
Please contact propmgmt@pnw.edu with questions.
Accounts Payable
Accounts Payable (AP) is responsible for auditing and processing invoices and reimbursements for payment.
Charts
Forms
- Form 17C
- Missing Receipt Form
- Payee Certification Form
- Substitute W-9 Form
- Wire Transfer Request Form
Links
Accounts Payable Glossary
Not sure what an accounting term means? Search or scan the table below for more information!
| Term | Definition |
|---|---|
| Account | An account is a record in accounting that tracks financial transactions related to assets, liabilities, income, expenses and equity. It helps in organizing and summarizing financial data for reporting and analysis. |
| Accounts Payable Department | An Accounts Payable Department is responsible for managing a company's obligations to pay off short-term debts to its creditors or suppliers. This department handles tasks such as processing invoices, ensuring timely payments and maintaining records of financial transactions. |
| Additional Pay | Earnings an employee receives in addition to regular pay. Additional pay can refer to payments processed for awards, extra duty, bravo and other recurring or nonrecurring payments. |
| Automated Clearing House (ACH) | The Automated Clearing House (ACH) is a network that manages electronic payments and allows for the reversal of direct deposit payments within five business days if no wages were owed for the entire period. |
| ACH Form | An ACH form is used to authorize electronic payments through the Automated Clearing House (ACH) network. It allows for direct deposits and electronic transfers between bank accounts. |
| Best Practice | Best practice refers to a method or technique that has been generally accepted as superior to any alternatives because it produces results that are superior to those achieved by other means. It is often used as a benchmark in various fields to ensure quality and efficiency. |
| Corporation | A corporation is a legal entity that is separate and distinct from its owners, providing limited liability to its shareholders. It can own assets, incur liabilities and is responsible for its own debts and obligations. |
| Credit Memo | A credit memo is a document issued by a seller to a buyer, reducing the amount owed by the buyer under the terms of an earlier invoice. It is typically used to correct billing errors, return goods or provide a discount. |
| Direct Invoice Voucher (DIV) | A "direct invoice voucher" refers to a document used to process a payment directly from an invoice, without needing a purchase order. Essentially, it's a voucher created specifically to pay a supplier's invoice directly. |
| DocuSign | DocuSign is a platform used to electronically route forms for approval and processing. It allows users to access, fill out and manage forms such as AD Pay Forms, Administrative Supplements for Non-Exempt Staff, etc. DocuSign facilitates the process of sending templates, obtaining necessary approvals and monitoring the status of forms. |
| Electronic Funds Transfer (EFT) | EFT, or Electronic Funds Transfer, is a method of transferring money electronically from one bank account to another. It is commonly used for direct deposits, vendor payments and other financial transactions. |
| Employer Identification Number (EIN) | An EIN, or Employer Identification Number, is a unique 9-digit number assigned by the IRS to businesses for tax purposes. It is used to identify a business entity and is sometimes referred to as a Federal Tax Identification Number. |
| Fraud | Fraud is a crime involving the willful and knowing engagement in activities intended to deceive or defraud a plan, institution or company. This includes filing claims with false, incomplete or misleading information, or failing to notify the plan of events affecting eligibility. |
| Glacier Documents/Packet | GLACIER documents are part of a nonresident alien tax compliance system used to collect information, make tax residency and treaty determinations, manage paperwork, maintain data and file reporting statements with the IRS. All payments to international persons, defined as anyone who is not a US citizen or Lawful Permanent Resident, require GLACIER documents. These documents include a Glacier packet and any documents listed on the Glacier Tax Summary Report. Purdue’s GLACIER software database is specific to Purdue. |
| Invoice | An invoice is a document issued by a seller to a buyer, detailing the products or services provided and the amount owed. It typically includes information such as the date, description of goods or services, quantities and payment terms. |
| Missing Receipt Form | A form used to document a purchase where the original receipt is unavailable, typically due to loss or the merchant not providing one and serves as a substitute to request reimbursement for the expense, usually requiring detailed information about the purchase and a statement explaining why the receipt is missing. |
| Outside Entity Exception Form | A document used when there has been an extenuating circumstance on completing the Payee Certification Form and assistance from an outside entity has been provided to the vendor. |
| Payee | A payee is a party in an exchange of goods and services who receives payment. |
| Payee Certification Form | A Payee Certification Form is a required document for non-employees, US citizens and permanent residents at Purdue University. It is used to certify the payee's information and it must indicate in Part 2 if the Statement of Work (SOW) has been executed. (Usually necessary for unincorporated vendors such as individuals, single-member LLC or sole proprietor.) |
| Payment Works | Payment Works is a platform used by Purdue University for managing vendor onboarding and ensuring compliance with procurement processes. |
| Per Diem | In the context of Purdue University, "per diem" refers to a daily allowance provided to employees for expenses incurred while traveling for work. This allowance typically covers meals, lodging and other incidental expenses. The payment to the traveler of a fixed amount per day. Per Diem is paid in lieu of meals, lodging and incidentals. |
| Pro Forma | In the context of Purdue University, "proforma" typically refers to a preliminary or estimated financial statement or document. It is often used to project future financial performance or to provide an estimate of costs and revenues for a specific project or transaction. |
| Quote | In the context of Purdue University, a "quote" typically refers to an estimated cost or price provided by a vendor for goods or services. It is often used in procurement processes to compare prices and make informed purchasing decisions. |
| Statement | A billing statement is a document that summarizes transactions between a company and its customers over a period of time. It may also be called an account statement. A list of charges and credits over a set period of time. Usually monthly. |
| Substitute W-9 | A Substitute W-9 form is used when an entity does not have a standard W-9 form. It serves the same purpose as a W-9, which is to report certain types of income and help businesses obtain important information from payees for IRS information returns. Purdue’s Substitute W-9 includes additional information such as citizenship, tax reporting and coding of payments for US and international considerations, Purdue-related disclosure information and payment method information, including banking details. |
| Taxpayer Identification Number (TIN) | A Taxpayer Identification Number (TIN) is a unique identifier used by the Internal Revenue Service (IRS) in the United States to track individuals and entities for tax purposes. It can be a Social Security Number (SSN) for individuals or an Employer Identification Number (EIN) for businesses. |
| Vendor | A vendor refers to an individual or company that provides goods or services to the university. Vendors are often involved in transactions that require specific documentation and compliance with university policies. |
| Wire Transfer | A wire transfer is a method of payment frequently used for international payees, including individuals or companies. It requires specific payment information, a PC Form, a Bank Verification Form and a Wire Transfer Request Form. If services are performed in the US, Glacier is required, and for foreign companies working in the US, a W-8BEN-E is needed. For US citizens or permanent residents, required documentation includes a Payee Certification Form, a Wire Transfer Request Form and backup documentation. |
FAQs
Send an email to PNWpayables@pnw.edu and we will be happy to check a vendor’s current status for you.
A link to the Glacier software can be found here: Glacier. You may also reach out to the Glacier Administrator for Purdue University, Jane Coleman at colema33@purdue.edu. The link may also be found above in the LINKS section of this page.
Vendor email addresses and phone numbers are necessary for Accounts Payable to be compliant with all current Purdue Fraud Prevention Practices and Procedures.
Only one invoice can be paid per DocuSign. However, if reimbursing an individual, multiple receipts may be attached to a single DIV in DocuSign.
Complete the DocuSign as a HELD check request indicating YES in the “Held Check?” field, enter in the contact name (to send the held check to), campus location, phone number and email address.
There are a couple of options available. You may try reaching out to the company and see if they are able to reprint a receipt. You may search back through emails to see if the possible receipt portion was included. Finally, as a last resort, you may fill out a certification for Missing Receipt Form
Our Accounts Payable 101 Training PowerPoint presentation is currently available on our website. The link to the training can be found here: Accounting and Budget Services. You may also request to schedule a specific training session by emailing: PNWpayables@pnw.edu. Accounts Payable also offers campus-wide training sessions on a semester basis.
When a DocuSign shows as completed, it means that the signature approvals have been completed. Many factors are involved in making a payment. Some examples of these may include whether the vendor needs to be established as a new vendor, a change needs to be made to the vendor information, terms of payment/contract, and workflow approvals through Purdue University departments after being submitted by PNW Accounts Payable. Some delays outside of the Purdue System may include whether the recipient’s bank releases the payment or the recipient receives the notification of payment, depending upon payment type.
Accounts Payable will send the vendor an invitation via email to login to the Payment Works Vendor Portal and establish an account for payment purposes.
No. Purdue has partnered with Payment Works. The vendor will be solely responsible for entering and maintaining their payment information through the vendor portal