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
Established Vendors
Established Corp Vendor
- Individual
- Sole Proprietor
- Single-Member LLC
Workflow
- DIV
- Invoice and/or Current Signed Contract
- Payee Certification Form
- No Change
Established Vendor
- Individual
- Sole Proprietor
- Single-Member LLC
Workflow
- DIV
- Payee Certification Form
- Substitute W-9
- Address Change
Established Individual Vendor
- Individual
- Sole Proprietor
- Single-Member LLC
Workflow
- DIV
- Payee Certification Form
- Substitute W-9 with Old AND New Banking
- Supporting Documents
- Banking Change
Established Corp Vendor
- Corporation (S or C)
- Partnership
- LLC (C, S, P)
- Trust/Estate/Other (Ex. 501c3)
Workflow
- DIV
- Invoice
- No Change
Established Corp Vendor
- Corporation (S or C)
- Partnership
- LLC (C, S, P)
- Trust/Estate/Other (Ex. 501c3)
Workflow
- DIV
- Invoice and/or Current Signed Contract
- W-9
- ACH Form with Old AND New Banking Information
- ACH Banking Change
Established Corp Vendor
- Corporation (S or C)
- Partnership
- LLC (C, S, P)
- Trust/Estate/Other (Ex. 501c3)
Workflow
- DIV
- Invoice and/or Current Signed Contract
- W-9
- Address Change
New Vendors
New Vendor
- Corporation (S or C)
- Partnership
- LLC (C, S, P)
- Trust/Estate/Other (Ex. 501c3)
Workflow
- DIV
- Invoice and/or Current Signed Contract
- W-9
- ACH Form
- ACH
New Vendor
- Corporation (S or C)
- Partnership
- LLC (C, S, P)
- Trust/Estate/Other (Ex. 501c3)
Workflow
- DIV
- Invoice and/or Current Signed Contract
- W-9
- Check
New Vendor
- Individual
- Sole Proprietor
- Single-Member LLC
Workflow
- DIV
- Payee Certification Form
- Substitute W-9
- Supporting Documents
- Check
New Vendor
- Individual
- Sole Proprietor
- Single-Member LLC
Workflow
- DIV
- Payee Certification Form
- Substitute W-9 with Banking Information
- Supporting Documents
- Direct Deposit
Forms
- ACH Form
- Blank W-9 Form
- Form 17C
- Missing Receipts Form
- Outside Entity Exception Form
- Payee Certification Form
- Substitute W-9 Form
- Wire Transfer Request Form
Links
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.
There are a couple of items to review. First, check the invoice terms to see if the invoice should have been paid by the current date. Next, check the DocuSign date to see when it was entered into the system. Then, check the DocuSign approval flow to see if it is completed.
After the above checks are completed, contact PNWpayables@pnw.edu to have them review the payment progress and provide additional payment information.
Authenticated Electronic signatures are acceptable. Please refer to slide 18 of the Accounts Payable Power Point Training found above (Accounts Payable 101 Training) for examples of acceptable electronic signatures. Handwritten “wet” signatures are also acceptable. Transferred Signatures are NOT acceptable in any form.