AP Frequently Asked Questions

What procedure should I follow to assure signature approval of staff/personnel?
A memo, signed by the department head, with the name of the individual with approval authority and their signature should be provided to all pertinent areas of Supply Chain Management.

What address do the vendors use to mail their invoices, and what happens if the vendor mails the invoice directly to the department instead of AP?
All POs indicate that all invoices should be mailed to Accounts Payable, 433 Bolivar St., Box B6-6, New Orleans, LA 70112.  Occasionally, vendors will mail the invoice directly to the department. When this happens, it is important that the department send the approved invoice to AP as soon as possible.

What happens if the PO number referenced on the invoice does not exist in the system?
If the PO number on an invoice received in AP does not exist in the system (i.e.. requisition not approved), AP notifies Purchasing and the department.  No AP action can be taken until Purchasing creates the PO.

What happens if the vendor fails to provide a PO number on the invoice?
If there is no PO number referenced on the invoice, AP will make every effort to identify by address, department, and/or individual names, where to direct the invoice.  If unsuccessful, the invoice is returned to the vendor, with a form letter attached defining what is needed for AP to proceed with payment.

What are the electronic payments options to our Accounts Payable/PO related vendors and contractor?
Good news! In conjunction with Bank of America, LSUHSC has been utilizing electronic payments to our vendors for approximately 8 years and the list of vendors accepting these payment types is growing. Here are the electronic payment options we have for recurring vendor payments and incorporated contractor payments:

  • Epayables- credit card program is a way for LSUHSC to pay its invoices using a VISA credit card. With this program, the vendor receives an email as     notification and authorization to charge the dedicated credit card after an invoice is approved in PeopleSoft. The remittance email provides the invoice number(s), invoice dollar amount(s), and credit card information to charge the transaction, and can be sent to multiple individuals in the vendor's organization.
     
  • Paymode X direct deposit program is an ACH program that allows LSUHSC to directly deposit invoice payments into the bank account the vendor specifies, along with complete remittance information that can be accessed at any time, after an invoice is approved in PeopleSoft. An email will be sent from Paymode X notifying the vendor of the deposit.

Website for vendor enrollment: http://www.paymode.com/lsuhsc

Form for sole-proprietors payees: PayModeX form for sole proprietor, contractor payments

Exceptions:  LSUHSC will retain in-house check printing capabilities for special handling, on-demand and emergency situations.

Are there any fees associated with Corporate Quick Pay? 
No, there aren’t any fees to accept the electronic payment from Chase

Does the recipient have to have a Chase bank account? 
No, the recipient does not need to have a Chase account. The Chase Corporate Quick Pay platform partners with Zelle, a person-to-person payment service available to almost anyone with a U.S. bank account- other banks that partner with Zelle — this includes Bank of America, Wells Fargo, US Bank and more. 

If paper checks were previously returned to my department, how will my department know when payments have been made? 
Once the payment is generated in PeopleSoft, detailed spreadsheets and remittance advice information will be emailed to the department contacts.

How long does it take to receive the electronic payment from Chase? 
If the payee is already enrolled in Zelle through their bank, straight through processing is available and the payment will be available to the payee within minutes. If the payee is not registered to receive payments through Zelle, depending on the individual’s bank, registration may be required.  Registration is easy. Chase CQP will send an email with the link to register.  Once registered, the payment is normally a one-day turnaround.