Financial Services FAQs - Who Should I Call?

Refunds for invoice payments issued from the AP office.

Returned Financial Aid checks should be sent to Student Business Services in JCK 188. Donor checks should be sent to University Advancement in JCK 480.

Visit AP’s View Vendor Invoice & Payment Activity webpage for instructions on using SAP T-Code FBL1N to see vendor payments.

Payments processed through AP require a vendor invoice. Invoices must be submitted to AP from either the vendor or the department.  Payments are not issued from purchase requisitions or purchase orders.

The generic, one-time vendor number (700001) is intended for one-time refunds or reimbursements and cannot be used for goods or services vendor payments.

If a volunteer is being paid, they become a paid contractor, not a volunteer. A vendor record must be created to pay for their services per UPPS 04.04.09 Volunteers. The university does not make donations.

Review the e-NPO Procedures on the AP website for complete interactive instructions on attaching documents while creating an e-NPO or adding additional documents after the e-NPO has been created.

Visit the e-NPO Procedures on the AP website for complete interactive instructions on how to view where your document is in workflow.

This field is only to be used when a check pickup is required and meets one of the approved criteria for pickup. The Pickup Box should be checked and the name and phone number of the person picking up the check will be required to complete the e-NPO. Be sure to review the Check Pickup Process procedures and the FSS/PPS 03.12 Check Pickup Process policy.

If the receipts/invoices include multiple expense items, (e.g. Book/Ref Material GL 738200 and Consumable Supplies GL 730000), you must break out the charges and code them to the correct GL accounts.  Be sure the attachments show the method and proof of payment.  Only personally paid invoices can be submitted on a reimbursement request, not invoices payable to vendors.

Verify the account combination (cost center/fund, internal order/fund, or statistical order/fund) is correct and the correct line has budget available for that GL. Contact the applicable Budget Specialist or the Budget Office at budget@txstate.edu for increases or further assistance.

Email Accounts Payable at payables@txstate.edu and you inquiry will be routed to the appropriate staff member for assistance.

The Travel Office adheres to the below processing timelines upon receipt of complete and accurate requests:

• Travel Requests - TWO (2) Business Days
  • If changes or corrections are required, the TR will be sent back to the requestor, the processing time extended, and approval may be delayed.
• Expense Reports - TEN (10) Business Days
  • If changes or corrections are required, the ER will be sent back to the requestor, the processing time extended, and reimbursement may be delayed.

In certain circumstances, significant changes to the approved TR can arise. Significant changes may include the destination, dates, or cost overages in excess of allowed tolerances, possibly due to uncontrollable health emergencies, economic factors, security and safety concerns, and natural disaster situations.

• If an international travel emergency occurs, always contact the university’s Duty of Care provider for assistance.
  • Do not contact the Duty of Care provider for non-emergency changes; they do not offer traveler convenience assistance.
  • For significant changes to a direct bill airfare or lodging reservation, contact Corporate Travel Planners to make the change.
• For significant changes to domestic direct bill airfare or lodging reservations, contact Corporate Travel Planners.

If there is a valid business purpose for the change, regardless of the destination, you must make the necessary changes and submit the actual costs on the trip Expense Report.

For questions regarding COVID-19 during international travel, please see the Additional Resources section on the Duty of Care page for guidance.

When booking package reservations through independent travel sites such as Expedia or Priceline, the package receipt may not automatically itemize airfare and hotel costs.

• If the costs are combined, enter the entire amount as "Airfare" expense type on the ER.
• If the costs are listed individually, they must be entered as separate expense types on the ER.

Both the number of travelers and cost per traveler must be provided, if not already stated on the package receipt.

No. Employees must personally pay for costs incurred, such as roadside assistance and tire repairs, while driving their personal vehicle for university business.

There can be multiple reasons for this. The most common are:

• Waiting on Account Manager, ITAC, ISO, ORSP, or Hazardous Materials Approvals.
• The amount of the purchase is over $15K with no Sole Source or TCM# in place.
• The wrong vendor number was selected for the requisition.

If you are unable to determine the reason, please contact the Purchasing Office for assistance.

Visit the Purchasing Office Rec to Check Guide for complete instructions for creating POs in SAP and the TSUS Marketplace.

Before requesting to close a PO, verify all invoices have been received. Requests to close a PO can be sent to purchasing@txstate.edu. Be sure to include the PO number in the subject line.  Note, if you write “Final Invoice” on the invoice before sending it to Accounts Payable, they can close the PO when they process the invoice.  Only do this if you are sure it is the final invoice for the PO.

Requests for assistance with Contracted Services should be sent to contracts@txstate.edu.

Verify the account combination (cost center/fund, internal order/fund, or statistical order/fund) was entered correctly and the expense line has budget available for the GL used. Contact the applicable Budget Specialist or Budget Office budget@txstate.edu for increases or further assistance.

Check the vendor record in SAP.  If PW is in the comments line, the vendor can go into their PaymentWorks account at www.paymentworks.com to update. If the vendor is not in PaymentWorks, send them an invite to update their vendor record and sign up in the PaymentWorks portal.

Vendor forms are no longer used. Go to the Vendor Maintenance website for employee instructions (Employee Quick Reference Guide) and PaymentWorks login portal at Vendor Self-Service.

Vendors maintain their own vendor information through PaymentWorks.

A confirmation number is issued when a GR has been successfully completed using the SAP self-service Z_MIGO T-code.

For complete instructions on processing a GR, review the Z_MIGO Instructions.

Yes. Please follow the Z_MIGO Instructions.

Contact Financial Reporting & Analysis at financialreporting@txstate.edu or call 5-2541.

Complete the Account Manager Change Request form located on the Forms & Resources page.

The process for setting up new accounts varies depending on the type of account needed. Contact fiaccountrequest@txstate.edu for questions related to fund accounts, cost centers, and general ledger accounts.