Financial Affairs
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FREQUENTLY ASKED QUESTIONS

I never received my check. What do I do?

My check arrived but was damaged. How do I request a replacement?

Is a copy of an invoice acceptable for payment?

What happens if I do not have the vendor’s original invoice?

Can I pick up my check?

Will checks issued by Accounts Payable be forwarded by the United States Post Office?

I already have direct deposit in Payroll. Is it the same as in Accounts Payable?

Why was my address not updated in Accounts Payable if I changed my address in Campus Connect?

How do I update my bank account information for direct deposit?

Can I receive a reimbursement for parking charges, tickets and towing even though it was a business trip?

How do I find out if a check was cashed?

I need to wire funds, is this possible?

Did my vendor get paid?

Why is tax documentation necessary?

What steps must I take to pay a foreign person?

Why is the payment that was processed different from what was submitted?

Can my vendor be paid in foreign currency?

Who must sign my reimbursement request?

What information is needed on a request for payment or reimbursement?

I need proof of DePaul University’s tax exempt status for a business related purchase. Where do I go?



Q: I never received my check. What do I do?
A: Contact the Accounts Payable Department and we will check into the matter and reissue payment, if necessary.

Q: My check arrived but was damaged. How do I request a replacement?
A: Contact the Accounts Payable Department to request a replacement check.

Q: Is a copy of an invoice acceptable for payment?
A: No, Accounts Payable processes from original invoices only.

Q: What happens if I do not have the vendor’s original invoice?
A: Vendors should send invoices directly to the Accounts Payable Department. If the vendor never sent the original invoice you may contact the vendor and have them send an original invoice directly to the Accounts Payable Department..

Q: Can I pick up my check?
A: No, but we can send the check, at no cost to you, via the United States Postal Service. DePaul Departments also have the option of requesting delivery of a check via FedEx or a local messenger service at the expense of the department.

Please note: To avoid the delays associated with check processing, signing up for our free ACH (direct deposit) allows the funds to be directly deposited into your bank account.

Q: Will checks issued by Accounts Payable be forwarded by the United States Post Office?
A: No, DePaul’s USPS license does not have a mail forwarding feature.  If you anticipate an address change, please contact the Accounts Payable Department to request  the appropriate address changes.

Q: I already have direct deposit in Payroll. Is it the same as in Accounts Payable?
A: No, Accounts Payable and Payroll function on two separate systems. To promptly receive your payment from Accounts Payable, you must complete an ACH request form available from the Direct Deposit page of the Accounts Payable webpage.

Q: Why was my address not updated in Accounts Payable if I changed my address in Campus Connect?
A: Campus Connection and Accounts Payable demographic information is maintained in two separate systems.  It’s necessary to separately update both systems whenever there is an address change.  To ensure delivery of reimbursement checks to your current home address, always include your current home address and contact information on your Employee and Guest Reimbursement Form.  The Accounts Payable Department will mail reimbursement checks to the address included on the form.

Q: How do I update my bank account information for direct deposit?
A: Please complete the Employee ACH Payment Authorization Form and indicate CHANGE at the top of the form.  Forward the completed form to the Accounts Payable Department and we will gladly update your bank information.

Q: Can I receive a reimbursement for parking charges, tickets and towing even though it was a business trip?
A: Parking related expenses are an allowed university expense.  Approval for reimbursement of parking expenses is determined in the respective department.  Towing and parking ticket violations are an individual’s responsibility and cannot be reimbursed by DePaul University.

Q: How do I find out if a check was cashed?
A: Contact the Accounts Payable Department to determine whether or not the check was cashed.

Q: I need to wire funds, is this possible?
A: Yes, while Automated Clearing House (ACH) transactions are preferred, Accounts Payable can wire funds to vendors. Please note that the department is assessed bank fees for wire transfers. Please complete the Wire Transfer Request Form and return the completed form to the Accounts Payable Department.

Q: Did my vendor get paid?
A: To check the status of a payment, the budget manager who approved the payment, can follow this path in Campus Connect to view payment information:

Campus Connect > Employees > Financial System > Accounts Payable > DePaul Invoice Approval > DePaul Payment inquiry

On the inquiry screen, enter the appropriate voucher ID shown on the Financial Activity Report for the Budget Manager’s department.

Q: Why is tax documentation necessary?
A: To adhere to applicable regulations, DePaul University requires all external vendors to have tax documentation on file.  The tax documentation certifies tax status and entity classification prior to any payment being made for through Accounts Payable.  Tax documentation is necessary to determine if payments are subject to tax reporting and/or withholding.

Q: What steps must I take to pay a foreign person?
A: Visit the Payment to Non-U.S. Persons portion of the Accounts Payable website for the steps necessary to pay a foreign person.

Q: Why is the payment that was processed different from what was submitted?
A: Prior to initiating reimbursements, Accounts Payable reviews all requests for accuracy and occasionally finds mathematical errors.  Missing receipts, incorrect currency conversions, incorrect mileage conversions are just a few reasons your reimbursement would be adjusted and may cause a payment to be less or more than expected.  For precise information regarding you reimbursement request, contact the Accounts Payable Department

Q: Can my vendor be paid in foreign currency?
A: Generally no; however, wires can be sent in foreign currency. Please contact AP if you have any questions or visit the AP/Financial Affairs website by accessing the following link: http://financialaffairs.depaul.edu/payment/index.htm.

Q: Who must sign my reimbursement request?
A: Your supervisor/manager and the budget manager for the department relinquishing the expense must approve the reimbursement.  If the budget manager and the requestor’s manager or manager’s proxy are the same person, one approving signature is sufficient.  You must also sign your own request to indicate that you have authorized the reimbursement request.

Q: What information is needed on a request for payment or reimbursement?
A: Please visit the Requesting a Payment portion of the Accounts Payable webpage for further information on what’s need to request a payment or reimbursement.

Q: I need proof of DePaul University’s tax exempt status for a business related purchase. Where do I go?
A: The tax exempt number is printed on all DePaul University issued Procurement Cards for business related purchases.  Should the tax exemption certificate be required for a purchase, contact the Accounts Payable Department  with a brief explanation of the purchase and provide the company name, a contact person, phone number and fax number or e-mail address of the company, and we will promptly send the vendor DePaul’s tax exemption form.