Frequently Asked Questions

How can I check status of an invoice?

Invoices supported by a Purchase Order – Requestors can confirm invoice and payment processing through SAP shopping carts. Click here to see how. To speak directly with an Accounts Payable representative, please contact the appropriate representative handling the vendor letter as listed on our Contact Us page.

Invoices supported by a Disbursement Request – Within 7-10 business days of submission, invoices for approved disbursements requests will be processed and assigned an FI Document Number. Using this FI Document Number (accessible through BW Reports), payment status and check information can be seen through the FB03 SAP transaction. To learn more click here.

How can I request a copy of my 1099-MISC form?

Please contact payment@bu.edu with questions regarding a 1099-MISC form. Please include your name, email, and phone number.

How can I request a check reissue?

Please email payables@bu.edu specifying the payee name, check number, check amount, and desired check disposition. If you would like the reissued check to be mailed out, please include the mailing address. Also, please be sure to specify if you need a check reissue or a check reversal (stop payment, no reissue).

How do I change my payment remit-to address?

Please email invoices@bu.edu with the new address supported by a signed W9 form. Blank W9s forms can be downloaded from the IRS.gov website at http://www.irs.gov/pub/irs-pdf/fw9.pdf.

How can I get a copy of BU’s tax exemption certificate or W9?

Boston University’s tax exemption certification and W9 are available on the Comptroller’s website at http://www.bu.edu/cfo/comptroller/resources/tax-exemption-certificates/.

Don’t have access? Please submit a request to Sue Dillon at sdillon@bu.edu.

How do I find out if a vendor has cashed their check?

Using the FI document (which can be found in your BW Reports), you can use the FB03 transaction to view payment status and check information. For more information on how to use the FB03 transaction in SAP, please refer to the BUWorks training document located at https://prw.buw.bu.edu/gm/folder-1.11.10045?originalContext=1.11.11042.

If you subsequently need a check reissued, please send an email to payables@bu.edu specifying the payee name, check number, check amount, and desired check disposition. If you would like the reissued check to be mailed out, please include the mailing address. Also, please be sure to specify if you need a check reissue or a check reversal (stop payment, no reissue).

How do I pay an honorarium?

Honoraria payments can be processed on disbursement forms. Please refer to the Honorarium checklist to ensure that all of the necessary documentation accompanies the disbursement form prior to submitting to Accounts Payable.

What are the different AP-related document types that I see in SAP?

All FI document numbers have 10 digits. Examples of some AP-related FI document types are:

  • 19XXXXXXXX for a non-PO invoice
  • 17XXXXXXXX for a non-PO credit memo
  • 51XXXXXXXX for all PO-related invoices and credits
  • 2000XXXXXX for a payment clearing document (i.e. check/Paymode/ePayables payment, etc.)
  • 15XXXXXXXX for a manual clearing document (i.e. a Treasury wire transaction, an online check, etc.)

How do I request a copy of an invoice?

Please email invoices@bu.edu with the FI Document Number and Vendor Name.

What do I do if I need to expedite a payment?

Please email payment@bu.edu with a signed memo specifying the reason why payment terms must be overridden or why payment must be expedited for review by an Accounts Payable manager. Accounts Payable cannot override payment terms for PO-related invoices or payments to registered vendors.

Which vendors are registered with Boston University?

The vendor registration process is managed by Sourcing & Procurement. To see a list of available suppliers, click http://www.bu.edu/sourcing/shoppers_guide/buworks-suppliers/.

Who should I contact for assistance in determining what GL account to use?

Please contact General Accounting at 617-353-4266 or genacctg@bu.edu.

How do I request a copy of a cashed check?

Please email genacctg@bu.edu with payee name, check number, issue date, and dollar amount.

How do I release an invoice in my worklist?

  • If you are the shopper and have approval authority, please log into your worklist, click on the FI document number, and either approve the invoice for payment or place the invoice on hold. Approval is required for all PO-related invoices over $5K prior to payment being released. Placing the invoice on hold in your work list will indefinitely keep the invoice from paying until you have authorized Accounts Payable via email at invoices@bu.edu to release the hold.
  • If you are the shopper but do not have approval authority, please forward the item in your work list to your supervisor or to whomever in your department has approval authority.
  • If you have any questions on the work list approval process, please contact ITHELP@BU.EDU.

How do I wire funds to a foreign vendor?

For vendor payments over $1,000 to foreign banks (for which no US remittance is available), please indicate wire check disposition and include all necessary banking information (i.e. Swift code, account number, routing number). Payments for under $1,000 to foreign vendors will need either a memo authorizing the $35 wire transaction fees to be added to the department’s expense, or a check can be held for pickup to be mailed by the department via international courier. Please note that any vendor that has either a US remit-to address or a US bank account should register for Paymode for direct deposit payments.

How do I check on the status of a wire transaction to a foreign vendor?

Using the FI document (which can be found in your BW Reports), you can use the FB03 transaction to view payment status and check information. For more information on how to use the FB03 transaction in SAP, please refer to the BUWorks training document located at https://prw.buw.bu.edu/gm/folder-1.11.10045?originalContext=1.11.11042.

If you have confirmed that your invoice has been processed and has been assigned a 15-clearing document number (as can be seen in the FB03 screen), please contact Ruth Kessler at rkessler@bu.edu in Treasury for wire confirmation.

How do I learn more about vendor payment terms?

Vendor payment terms are negotiated through Boston University’s Sourcing Department. To learn more, visit http://www.bu.edu/sourcing/suppliercenter/payment-terms/.

How can I change my payment method or register for electronic payments?

Boston University is now offering credit card and direct deposit payment methods through its partnership with Bank of America. To learn more, please contact payment@bu.edu.

How can I provide an account statement to Boston University?

Please send electronic account statements to invoices@bu.edu in Microsoft Excel file format. Hard copy account statements can be mailed to Accounts Payable, 25 Buick Street, Boston, MA 02215.

Who do I contact regarding an ePayables question?

Please email payment@bu.edu with questions regarding ePayables and a member of the Accounts Payable team will contact you.

Who do I contact regarding a Paymode question?

Please send an email to payment@bu.edu with your Paymode question and a member of the Accounts Payable team will contact you. If you have a question regarding Paymode registration, Paymode account preferences, or the bank information tied to your Paymode account, please contact Paymode Customer Service directly at 877-443-6944 or customer_service@paymode.com. Accounts Payable cannot confirm bank information tied to Paymode direct deposit accounts.