UTMB Accounts Payable FAQs

When will Accounts Payable be able to process my expense reimbursement?
Answer: All expense reports that were audited prior to Thursday September 11th 2008 by Accounts Payable have been issued on a check or ACH today.  Email notifications have been sent to your UTMB address as normal.  Expense envelopes that were received in Accounts Payable prior to September 11th , but were not audited yet have been retrieved from Galveston Island and will be processed as soon as possible.  Checks will be issued on Wednesdays and Fridays.

I have incurred expenses related to UTMB’s recovery efforts. Do I have to do anything special to submit these expenses?
Answer:  Yes.  In order to capture all Hurricane IKE expenses for future reporting purposes, you must put the words “IKE Expense” in the description fields on Non PO vouchers, Travel vouchers, and on Requisitions\PO’s.  Please see examples of the fields to put this information in below.

NPO Vouchers

Travel Expense Vouchers

Requisitions

Where do I send items that need to go to Accounts Payable for processing?
*Answer:
Travel and non-PO envelopes should be mailed to:
UTMB – Accounts Payable Route 0901
301 University Blvd.
Galveston, Texas 77555-0901

PO invoices should be mailed to:
UTMB – Accounts Payable Route 0907
301 University Blvd.
Galveston, Texas 77555-0907

*Items sent to these addresses will be rerouted to an offsite location.

I have non-PO related invoices and/or travel reimbursements that need to be entered into PeopleSoft. Can I process them now?
Answer:  Please use VPN access through https://myvpn.utmb.edu.  PeopleSoft financials is back online and can be accessed at the following site http://ebiz.utmb.edu.  Please contact the IT helpdesk @ 409-772-5200 if you need assistance.  Please mail completed envelopes to the address listed in FAQ #3.

When will UTMB be sending out payments to vendors?
Answer:  Today, we have issued our first check runs after the hurricane hit Galveston.  The checks will be mailed by Monday September 22nd, 2008.  This check run included invoices that were approved for payment in our system and had a due date prior to October 4th, 2008.  Checks will be issued on Wednesdays and Fridays beginning September 24th, 2008.  Please be patient, we are not fully operational at this time.

How do I contact Accounts Payable? I call and get a busy signal.
Answer:  UTMB’s phone system is not available yet.  Please email inquiries to AccountsPayable.Help@utmb.edu.  We will respond to your request as quickly as possible.  Please be patient, we are not fully operational at this time.

I need to book a trip.  What agencies are available to help me?
Answer:  All UTMB travel agencies are now operational.  Please see the information below.

Full Service Agencies

Marchi Travel
501 Holiday Drive
Galveston, TX 77550
Phone: (409) 762-2612
Fax: (409) 762-5001
Marchi travel agency full service fee schedule
Issue ticket: $25.00
Exchange ticket: $25.00
Issue free ticket for coupon: $25.00

Travel Counselors
2508 Ball
Galveston, TX 77550
Phone: (409) 765-5217
Fax: (409) 765-8994
Travel Counselors travel agency full service fee schedule
Issue ticket: $30.00
Exchange ticket: $25.00
Issue free ticket for coupon: $25.00

Carlson Wagonlit Travel (CWT)
7756 Northcross Dr., Suite 205
Austin, TX 78757
Phone: (512) 459-8203
24 hour emergency service: (800) 798-0292
Fax: (512) 459-8801
Preferred: use the online form to email your travel request to Carlson Wagonlit Travel (CWT):
http://www.utmb.edu/accounting/travel/travelprogram/travel_request.asp
Read about the UT System/UTMB Travel Program here: http://www.utmb.edu/accounting/travel/travelprogram/default.htm
Carlson Wagonlit Travel (CWT) full service fee schedule
Issue domestic ticket: $19.00
Exchange domestic ticket: $19.00
Refund domestic ticket: $19.00
Issue international ticket: $32.00
Exchange international ticket: $32.00
Refund international ticket: $32.00
Issue international ticket with consolidator query: $50.00
Exchange international ticket with consolidator: $50.00
Refund international ticket with consolidator: $50.00
Note: Carlson Wagonlit Travel (CWT) has travel agencies world wide and a dedicated international rate desk.

Consolidators sell tickets at discounted prices, but carry more risk. Traveler’s choice.

I have purchased IKE emergency supplies for our office.  I was not able to get a tax exemption certificate from the Bursar's office or Purchasing.  Will I be reimbursed for sales tax?
Answer:  Yes.  Please obtain a tax exempt form before making your next purchase.

I need to send a fax to Accounts Payable.  What is the number?
Answer:  409-986-6862

I need to contact Accounts Payable.  How should I do this? 
Answer:  All accounts payable employees have come back to work, but have limited phone capabilities.  Please use our contacts web site http://www.utmb.edu/finance/actpay/contacts/contacts.htm and send an email to your accounts payable representative.  We will respond as soon as possible.