What went wrong?
You've gotten the Purchase Order, you've shipped the goods, the 30-day window allowed by the State of Texas has passed...and the payment still hasn't arrived. Obviously, something's gone amiss, and you need to find out what that something is.
Click here to jump straight to the Accounts Payable directory.
Leading Causes of Delayed Payment
Invoice Arrives Without a Purchase Order Number
- Anyone authorized to make invoiced purchases on behalf of the University of Texas at Dallas will be able to furnish you with either a Purchase Order, a Small Order System (SOS) Purchase Order, or a UTD Purchasing Card (MasterCard) number. In the case of the first two methods, the Purchase Order number *must* appear on any invoices you send to us for payment, so we can match it to the correct paperwork for processing.
If the order is placed by phone, we encourage you to ask for a faxed copy of the Purchase Order or SOS form. If the person placing the order cannot do this for you, we encourage you to instruct said person to contact us at 972-883-2300 for assistance. Valid Purchase Order numbers are your only assurance that UTD has authorized an expenditure, so protect yourself.
Invoice Sent Somewhere Other Than Accounts Payable
- While our departments are instructed to send us any invoices they might receive, it can take a while for them to find their way through campus mail, and some invoices included in the packaging are thrown away, mistaken for packing slips. Unless your billing system can only send invoices to the same address as the goods, we encourage you to address invoices directly to:
University of Texas at Dallas, Accounts Payable
800 W. Campbell Road
Richardson, TX 75080-3021
First Time Vendor, No Vendor ID# on Paperwork
- We require your Federal Employee Identification Number in order to
list you as a vendor in our financial information system, and even if we
have your EIN handy (some vendors print it on their invoices), the process
can add at least an extra day to our turnaround time. Also, please note
that while we might be able to set you up if you provide your EIN over the
phone, we will still eventually need to have the IRS-required W-9 on file
for you.
Murphy's Law
- Any number of other small things can go wrong - the department fails to send the SOS form to us to match with an invoice, or the invoices or checks get lost in the US Mail, or the paperwork simply gets misplaced. Things like this are unfortunately hard to prevent, but usually a call to our friendly Accounts Payable staff will get them resolved quickly.
The University of Texas at Dallas Procurement Management is committed to obtaining in a timely, lawful and cost-efficient manner the goods and services needed to benefit the University's mission: to provide educational and research programs of the highest quality.
