[Purchasing] Accounts Payable
- Local Pick-up of Items
- Lost or Destroyed Warrants and Checks
- Special Handling Requests/Pull Warrants
- Tech ID Numbers
- Vendor Numbers
In the event items are not checked in through central receiving (i.e. local pick-ups, salesmen deliveries), be sure to call the Receiving Department at 8-4713 to release the purchase order’s receiving report to accounts payable. The notification is required in order for accounts payable to issue the payment.
The state policy on lost or destroyed warrants is complex. If contacted by a vendor regarding a possible lost or destroyed warrant, please call your respective accounts payable representative in Business Services. (odd purchase orders 8-3135, even purchase orders 8-4894, and direct pay invoice attached 8-6463/8-1690)
Accounts Payable will need the following information to track the payment:
- Transaction number (if known)
- PO# (if applicable)
- Invoice number
- Vendor number
- Cost center
- Dollar amount
- Name and phone number of vendor contact
Be certain enough time is given for the payment process to be completed (vendor posting, bank clearing) – thirty days is appropriate.
If a warrant has been issued and a copy of the redeemed warrant is necessary, Department of Finance requires approximately two weeks before the copy is faxed.
If the payment was processed by an EFT (electronic funds transfer), the EFT number will allow the vendor to verify the deposit information with their bank. Contact accounts payable for this information.
The Department of Finance has mandated that vendors be paid by EFT (electronic funds transfer) in lieu of state warrants. If the vendor is an EFT vendor, there is no paper warrant to attach any documentation. It is also not possible to change the route of the EFT to redirect the mailing.
Consequently, special handling requests and pull warrants are usually not an option.
Tech ID numbers are used only for students and employees to be reimbursed from local accounts. The remit to address defaults to the local address. If there is no local address on file, then the remit to address defaults to the permanent address.
Vendor numbers are requested from the Department of Finance (DOF). The numbers interface to the ISRS system daily.
To be eligible for entry, all requests must include:
- Either a Social Security Number (SSN) or a Federal Employer Identification Number (FEIN).
- All Minnesota businesses must also have a State Employer Identification Number.
- An ordering and/or remit to address.
DOF now requires new vendors to provide an IRS Form W-9. To request a vendor number, fill out and submit a Vendor Request Form along with the W-9 from the vendor to Purchasing, send by mail to AS122 or by fax 320-308-4175.
DOF has been mandating EFT (electronic funds transfer) in lieu of mailing out warrants if the vendor has more than 10 transactions in a year or payments over $10,000. It is anticipated that DOF will continue to restrict the policy on paper warrants until all vendors are EFT.