Accounts Payable, Supplier Management, and 1099 Reporting

Invoices Handling

Suppliers must remit invoices to the Office of Disbursements. The preferred method is to email the invoices to accounts_payable@uta.edu.

The alternative method would be mailing the invoice to:

The University of Texas at Arlington, Office of Disbursements

219 West Main Street

Arlington, TX 76010

All invoices must have the date they were received documented:

• Emailed Invoice – the receive date will be the date the email was received
• Mailed Paper Invoice – All paper invoices must be date stamped according to the receipt date

Invoice Requirements

At minimum all invoices must include:

• Name of the supplier
• The suppliers mailing/remittance address
• Purchase Order Number (if applicable)
• Goods/Services description including pricing
• Invoice Number
• Invoice date
• The name of the university department or contact who requested the goods/services
• Any other information supporting and explaining the payment request

If the invoice contains incorrect/missing information, it will be returned to the supplier for corrections.

For Local Funds – Other forms of documentation that can be used in lieu of a invoice:

• A fully executed contract that outlines the goods/services provided, dollar amount, and agreed upon payment terms
• A form for registration, certification or licensing that must be completed by the university department

Prime Contractor Progress Assessment Report (PAR)

If a Purchase Order (PO) contains a HUB Subcontracting Plan (HSP) , the invoice must included a Progress Assessment Report (PAR) as a condition of payment outlined in the terms and conditions of the PO.

For more information about this PAR requirement please visit the HUB website.

Payment Scheduling

Unless there is an exception, UTA pays on the thirtieth (30th) day after the latest of:

• The date UTA receives the goods under the contract.
• The date the performance of the contracted service is completed.
• The date UTA receives a correct invoice for the goods or services.

Note: The thirty-day timeframe for payment does not begin until a correct invoice is received, and the date of receipt is recorded.

Advance Payments

With certain exceptions, UTA may not pay for goods or services before their delivery to the agency.

Exceptions are as follows:

1. Rent for lease space a maximum of seven (7) days before the payment due.
2. Cost of a periodical subscription of a maximum of six (6) weeks before it begins.
3. Purchase of real property anytime during the seven (7) days before the closing date if the agency submitting the voucher agrees to deliver the warrant to the seller not earlier than the closing date.
4. The entire cost of a maintenance contract.
5. Payment to a federal agency or another state agency for goods purchased from the agency if the advance payment will expedite the delivery of the goods.
6. If significant cost savings would result from making the payment in advance or for early payment discounts.
7. Supplier is selling specialized or proprietary goods or services to the agency, and the supplier requires the payment to be made in advance.
8. Tuition paid directly to an institution of higher education not earlier than the forty-second (42nd) day before the class begins. UTA, however, may not reimburse a state employee for tuition before the class begins.
9. Pay for books and other published library materials before receiving them if reasonably necessary for the efficient operation of the institution’s libraries.
10. Advance payment for a reason not listed above, but UTA must determine before making the payment that making the payment in advance is necessary and would serve a proper public purpose.

If a UTA department requests an advance payment be made to a supplier, they are responsible for ensuring that the supplier provide the good or service to the department/UTA. Additionally, the university department is responsible for contacting Legal Affairs to pursue appropriate legal remedies to recover the payment if the supplier fails to provide the good or service.

Prompt Pay Interest

1. UTA is responsible for ensuring all payments are treated in accordance with Texas Prompt Payment Act (“Act”), Chapter 2251, Texas Government Code. Pursuant to the Act, a payment is deemed overdue on the thirty-first (31st) day after the latter of: 1) the date the performance of the Services under the agreement are completed, or the goods received, or 2) the date the University receives an invoice for the service and/or good. UTA is liable for prompt pay interest on all overdue payments under the Act. The interest must be paid at the time the principal is paid.
2. The prompt pay interest rate changes at the beginning of each Fiscal Year.
3. If there is a dispute with the supplier due to an error in the billing, the dispute must be communicated to the supplier within twenty-one (21) days of receipt of the invoice. The dispute communication to the supplier must detail the amount that is in dispute and that it may be withheld from payments no more than 110% of the disputed amount. All details regarding the dispute should be well-documented and attached to the UTShare voucher. If the dispute is resolved in the supplier’s favor, UTA is liable for any prompt payment interest that accrues. UTA is not allowed to change the invoice date or invoice received date to circumvent prompt payment interest. If the dispute is resolved in UTA’s favor, the supplier should provide a revised invoice with a current invoice date. If the supplier does not reissue the invoice with a new date, use the date the dispute was resolved as the invoice received date. It must be clearly documented why UTA is using that date as the invoice received date.
4. Vouchers that are being expensed from a cost center, and that are overdue and subject to prompt pay interest, will be charged all prompt pay interest. Vouchers that are being expensed from a project ID, cost share, or plant fund will not be assessed prompt pay interest.

Expedited Payments and Check Pick-Up

• If a payment needs to be expedited, or a check needs to be picked up, the university department must submit a request using the Business Affairs Exceptions Tracker located in UTA SharePoint. Exception requests must serve an urgent need and a business purpose. Please select “Check Pick-Up” for the subject and complete the form.
• If the request is approved, a copy of the approval must be attached to the UT Share Voucher. The University Department will have to complete the voucher creation and submission, and notify Disbursements once the document is available for final review and approval.
• For expedited payments, the payment will be made at the approved date that was approved on the “Check Pick-Up” request.
• For check pick up requests, the checks are made available the same day the payment is generated at the Office of Student Accounts located at the University Administration Building.
• Suppliers are not eligible to pick up checks from the Office of Student Accounts. The university department may pick up the check and make arrangements with the supplier for delivery.

Wire Payments

International suppliers can primarily be paid with a wire.

• The supplier must be fully connected through PaymentWorks
  1. Banking information must be validated by either PaymentWorks or the Office of Disbursements
• A Purchase Order (PO) is generally required for wire payments except for the following situations:
  1. Box office settlement
     1. Revenue generating settlement
• Note: Procurement Services will review exceptions when circumstances arise.
• Once the PO is dispatched, a PO voucher will be created submitted for Disbursement’s review.
• Disbursements will review for compliance and if possible, approve PO voucher.
• After Disbursements approves the voucher, Accounting Services will be notified and verify all validations are complete and process the wire payment to the supplier.

BF-T-PR 12 Payment Processing Procedure

Click here to view the Payment Processing Procedure.