The Office of Budget and Finance

Payment Services

 

Notice: Our website has recently changed. Content is now grouped by audience and topic, rather than by department. Please use the main navigation menus above and update your bookmarks; most content associated with AFR functions is now under Employees -> Arranging Travel or Employees -> Buying Goods and Services. If you have issues or feedback for us regarding the website, please email lhausman@utdallas.edu.

 

The Payment Services office is responsible for processing and paying all of the University’s invoices. We are committed to providing the best service to our customers, suppliers, and employees while adhering to the policies and procedures set forth by the University. Compliance with our policies and procedures will ensure all transactions are processed in a timely and efficient manner.

Payment Services can assist with:

  • Processing of payments to suppliers for goods and services rendered
  • Processing payments and reimbursements to independent contractors
  • Processing year-end 1099 reporting
  • Processing stop payments and voids for supplier payments
  • Supplier payment inquiries, including ACH, wire transfer and checks
  • Processing of travel and business reimbursements to University employees
  • Processing employee relocation payments

Professional Development

Payment Services will be offering the following classes. Registration for these classes can be found in Galaxy, under LEO (Learning & Education Organizer.) From LEO, click “Find Available Training” search under Live Online Training. Please register early. Individuals that register the day of the training may not receive a notification to join the meeting. More information will be sent via email once registered.

  • One Card – Cardholder Fundamentals (60 Minutes)
    March 10, 10:00 AM till 11:00 AM
    April 19, 10:00 AM till 11:00 AM

 

New Workflow for Travel and Expenses/Business Expense Reimbursements

To align eProcurement Workflow with University Policy, the Travel and Expense team has implemented a new Requisition Workflow Step called Supervisor Review.  This step allows an employee’s supervisor to review and approve Travel & Expense reports.

  • This step is active for all Employee Travel Vouchers and Employee non-Travel Reimbursement vouchers
  • The new workflow step takes place immediately before the cost center approval. If the same employee is in both steps, both approvals are required.
  • Supervisors have been pre-loaded in the system. 
  • The unique id of the employee being reimbursed must be entered in each Travel and non-Travel Reimbursement vouchers.  The New Workflow for Business & Travel Reimbursements – Job Aid provides step-by-step instructions on how to add the employee’s ID to Travel and non-Travel Reimbursement vouchers. 

 

Updated Receiving Limits

In eProcurement, the receiving limit is $5,000. For all invoices less than $5,000, you will have seven days after the receipt of the invoice to contact accountspayable@utdallas.edu in order to stop the automatic payment process. For all invoices greater than $5,000, the corresponding POs will require a receipt. You can access the invoice directly by selecting the URL included in the email notification.

If you have any questions about this process, please contact accountspayable@utdallas.edu

Campus Update on Continuity, University International and Domestic Travel

Please refer to UT Dallas COVID‑19 Information page for ongoing updates on our campus response to the COVID-19 outbreak including restrictions and requirements for international and domestic travel.

The most effective way to handle canceling airline reservations is to call CTP at 1-866-366-1142 or email utdal@ctp-travel.com. The agents can check your specific ticket and let you know what waiver may apply.

Mileage Reimbursement Rate

Beginning January 1, 2021, Payment Services reimburses mileage at the rate of 56 cents per mile, per the Internal Revenue Service. This rate is usually adjusted each January, and the 2021 adjustment is down 1.5 cents from the 2020 rate.

Mileage reimbursement should be based on the shortest route between the origin and destination points, and the traveler should provide documentation from an online tool such as Google Maps.

If you have questions, please contact travel@utdallas.edu or 972-883-2300.

Email us:

Payment Services receives, reconciles and processes invoices for payment of goods and services, including payments and reimbursements to independent contractors.
accountspayable@utdallas.edu

Travel and Expense Administration specifically oversees and processes all transactions conducted via the University’s One Card program. Travel does not actually make travel arrangements, but receives and processes all travel-related paperwork and payment / reimbursement requests including reimbursement of business expenses.
onecard@utdallas.edu
travel@utdallas.edu

Phone:
(972) 883-2300

Hours:
9 a.m. – 5 p.m.
Monday – Friday

Location:
SP2 12.502

Mailing Address:
800 W. Campbell Rd., SP2 24
Richardson, TX 75080-3021