Wayne State University

Frequently Asked Questions

Check Problems FAQs
If I’m expecting a check and haven’t received it, who should I contact?
Wayne State University
Disbursements
5700 Cass Ave., Ste 4100
Detroit, MI 48202
or Phone: 313-577-3661
Who can request a stop payment on a check?
The payee/vendor or department that made the original payment request can ask for a stop payment.The Department must submit the request in writing; via memo or email.
When can a stop payment be placed on a check?
To avoid the situation whereby the check is subsequently received after a stop payment is requested, we typically recommend the payee complete an affidavit for a stop payment no sooner than 10 days (22 days internationally) after the check date.   
What form of personal identification (ID) is required?
Please bring two forms of ID (e.g. WSU One Card, Passport, State ID or Driver License).
What should I do if I have a Stale Dated or Damaged Check?
You should present the damaged check with your affidavit requesting the check to be reissued.
What if I am out of State and didn’t receive my check?
In addition to the online form noted, Disbursements can fax or email the payee an affidavit to be completed, notarized and returned to Disbursements requesting the check to be reissued.
How long does it take to reissue a check?
After Disbursements has received all the required paper work, the payee can expect the check to be reissued in 7 to 10 business days.
Direct Payment Request FAQs
What is the best resource for information on properly filling out an DPR?
Refer to the top of the DPR template for basic information regarding policies and procedures.  You can also consult the Administrative Policies and Procedures Manual (APPM) and the information link on Disbursements webpage.
Who is authorized to sign for memberships?
The Dean or V.P. of a school, college or division is authorized to sign for professional or individual memberships.  For institutional memberships, the business manager from that school, college or division can sign for approval.
Can I use a copy of a receipt or invoice instead of the original?
Yes.  Copies or faxed invoices of receipts will be accepted.
What is needed for honorarium payment?
Supplemental data form (#186), email or letter/correspondence confirming date and amount paid. 
Can I use acronyms in the description of commodities or services?
No.  A complete description of services and/or commodities is required.
I have filled out and completed the DPR form. Now what do I do?
The process is an electronic approval process.   See ‘Initiating a Direct Payment Request’ and ‘How to Approve a Requisition’ under the Waynebuy Train Aids sections for step by step direction.
Can I split an invoice on two separate DPRs?
No.  One DPR should be used.  However, separate indexes and accounting distributions can be used to share expenses between schools, colleges or divisions.
Can I put multiple invoices/payees on one DPR?
No.  Each payment has to be created as a separate DPR.  You can use the ‘copy’ feature under requisitions to duplicate a prior requisition instead of creating from a blank template.
Who do I list as a contact person on the DPR?
The person who filled out the DPR and/or can answer all questions regarding the DPR and listed expenses.
The vendor sent an incorrect invoice. Can I submit the DPR with an altered invoice?
No.  The vendor must submit a new revised invoice indicating the proper amount.  WSU must pay the amount on the invoice.
What should I do if I encumbered a DPR using the wrong index?
Once the DPR has been approved by the BAO, there are only 2 options. The document and its associated PO can be cancelled (with the copy feature available to minimize the impact of the re-creation of a new requisition) or the department can request a JV through General Accounting to correct the index.
How can I tell if a payment has been processed?
Use the FGIENCD screen in Banner.  In the FGIENCD screen input the DPR number.
Who do I contact about additional questions I have regarding DPRs?
Consult the Administrative Policies and Procedures Manual (APPM).  If you cannot find the answer you are looking for visit the information link on Disbursements webpage, contact your business office or contact Disbursements at 577-3661.
When submitting a DPR for a conference fee payment is anything else required?
Yes.  A signed, encumbered and approved copy of the original TAER must be submitted.  The TAER validates that the attendee has been approved to attend the conference.
Why does the Department have to submit a W-9?
The department has initiated a purchase from a vendor not approved or otherwise established in the vendor file and therefore bears the responsibility of obtaining the required data to establish the vendor.
Is a credit card receipt sufficient for meal reimbursement?
No.  A detailed bill must be submitted for reimbursement.
Purchase Order FAQs
Who can do a receiver if I don’t have access to WayneBuy ?
You should contact someone in your business office or in central receiving office.
When should a receiver be completed?
You should complete a receiver at the time you receive the goods or services.
When should a COR be processed?
Process a COR in WayneBuy for any changes requested to an existing P.O.
Who should be listed as the requestor or contact for a P.O.?
The person who can answer detailed questions regarding and related to the purchase being made.
What should I do if I never received my check from WSU?
Contact the Disbursements office immediately and fill out a lost check affidavit to have the check cancelled and reissued.
Where do I mail Invoices?
Wayne State University Accounts Payable P.O. Box 9056 Detroit, MI 48202
SPA FAQs
What is the best resource for information on properly filling out an SPA?
Refer to the back of SPA form for basic information regarding policies and procedures. You can also consult the Administrative Policies and Procedures Manual (APPM) and the information link on Disbursements webpage.
Can I use a copy of a receipt or invoice instead of the original?
Yes. Copies or faxed invoices of receipts will be accepted.
Can I use acronyms in the description of commodities or services?
No. A complete description of services and/or commodities is required.
I have filled out and completed the SPA form. Now what do I do?
Collect the required authorization signatures. Once the SPA is signed the SPA should be forwarded to Disbursements Department.
Can I split an invoice on two separate SPAs?
No. One SPA should be used. However, separate indexes and accounting distributions can be used to share expenses between schools, colleges or divisions.
Who do I list as a contact person on the SPA?
The person who filled out the SPA and/or can answer all questions regarding the SPA and listed expenses.
The vendor sent an incorrect invoice. Can I submit the SPA with an altered invoice?
No. The vendor must submit a new revised invoice indicating the proper amount. WSU must pay the amount on the invoice.
What should I do if I encumbered an SPA using the wrong document number?
A new SPA must be completed and submitted. Disbursements cannot process SPA’s with altered document numbers. What if the SPA is right and the encumbrance was wrong? It is still valid and the erroneous encumbrance should be liquidated and the actual number encumbered.
How can I tell if a payment has been processed?
Use the FGITRND screen in Banner. In the FGITRND screen input the fund and account, then search by amount.
Who do I contact about additional questions I have regarding SPAs?
Consult the Administrative Policies and Procedures Manual (APPM). If you cannot find the answer you are looking for visit the information link on Disbursements webpage, contact your business office or contact Disbursements at 577-3661.
Travel Authorization and Expense Report FAQs
What is the best resource for information on properly filling out a TAER?
Refer to the back of TAER form for basic information regarding policies and procedures. You can also consult the Administrative Policies and Procedures Manual (APPM) and the information link on Disbursements webpage.
On a TAER form, who is authorized to approve memberships?
The Dean or V.P. of a school, college or division is authorized to sign for professional or individual memberships.
Can I use a copy of a receipt instead of the original?
No. Original receipts are required for TAER reimbursement. Copies of receipts will not be accepted.
I have filled out the estimates on TAER form, what is the next step?
Collect the required authorization signatures and encumber the expense in Banner. Complete actual expenses after traveler returns from trip.
Can I split one trip on two separate TAER forms for the same trip?
No. One trip per TAER.
Who do I list as a contact person on the TAER?
The person who filled out the TAER and/or can answer all questions regarding the TAER and listed expenses.
At what point should the TAER be encumbered?
After all expenses have been estimated and approved by the authorized approver.
What should be done if TAER is encumbered using a incorrect document number?
Liquidate incorrect document number and encumber the correct TAER number.
How can I tell if a payment has been processed?
Use the FGIENCD screen in Banner and enter the TAER number. Look for transaction number/Document Code, “I??????” and go to FOIDOCH to find check date and check number.
Who do I contact about additional questions regarding TAER’s?
Disbursement’s travel reimbursement team at (313) 577-6611 or (313) 577-3661.
When should the traveler expect to receive reimbursement after all documents are received in Disbursements?
The reimbursement will be issued and mailed in approximately 7 business days after the correctly completed TAER is received in Disbursements.
Can I alter the travel form document number if the TAER form that airline ticket was paid from is lost?
No. A new TAER form must be generated, referencing the TAER number originally used and encumbered approving the trip and to order the airline ticket from AAA or Boersma Travel.
Is there a deadline for completing my TAER form after a trip?
Yes. The TAER form must be completed and sent to Disbursements within 15 days of the end of travel.
Who is the authorized approver for my travel requests?
Contact your school, college or division business office for further guidance.
What if I have to prepay some of the travel expense (hotel deposit, online airline tickets, etc.). Can I get reimbursed before departure?
Yes. At least ten days prior to travel make a copy of the original approved and encumbered TAER form, complete the section for the expense and send it to Disbursements with a memo requesting early reimbursement.
WayneBuy FAQs
How do I access WayneBuy?
WayneBuy is accessible through Academica. Under WSU RESOURCES, click Employee Resources, then Administrative Systems, and then WayneBuy. You can also chose to pin WayneBuy to your My Frequent Links.

WayneBuy can also be accessed through either the following link: http://buy.wayne.edu/ or from the Purchasing & Strategic Sourcing (PASS) website using your Wayne State Access ID and password.

When do I use a DPR instead of a Requisition?

In General, DPRs are used for the following payment requests:

  1. Non recurring payments to individuals (i.e. Honoraria, awards, guest speakers, royalties, research participants, referees, etc.).
  2. Approved reimbursement for out of pocket expenses (local business meals, parking fees, photocopies etc.).
  3. Approved professional expenses (i.e. registrations, membership dues, subscriptions).
Does my payee need to be in WayneBuy first?

Yes, prior to the submission of any WayneBuy DPR, the payee or vendor must be in the WayneBuy system.  For new payees, a new supplier / payee request must be submitted electronically in advance.  This can be found on the home page of WayneBuy in the Showcase Services section.

NOTE:  For confidentiality and privacy reasons, the Vendor Request form should never be uploaded to the Requisition or DPR.

Where do I send support documentation for a DPR?
Support documentation is not physically submitted to the Disbursements department.  Support documents (i.e. invoices) are attached electronically to the individual WayneBuy Requisition or DPR.
Can I use a DPR for Travel?

No. TravelWayne is the new travel solution for handling the approved University Travel Expenses for employee travel.  This includes the following:

  1. Airline
  2. Hotel
  3. Rental Car
  4. Personal Auto Mileage (monthly included)
  5. Individual Meals
  6. Other approved travel expenses

Additional information on TravelWayne can be found at travel.wayne.edu or by contacting the travel helpdesk at 7-8747.

What happens to the Paper SPA?

Paper SPAs are predominately being phased out and replaced with the online DPR form.  Those SPAs encumbered prior to August 13, 2012 will be processed, provided they are received in Disbursements before August 31, 2012.  After that, paper SPAs will not be accepted except in special circumstances listed below. 

What are the exceptions where Paper SPAs should be used?

There are three situations where paper SPAs will be used for the foreseeable future.

  1. Liability accounts (account codes starting with a “2”) are not processed as a DPR.
  2. Revenue accounts (account codes starting with a “5”) are not processed as a DPR.
  3. Consolidated utility invoices (telephone, electric, etc.).
Can I process multiple invoices on a single DPR?
No. Each invoice must have a unique DPR, to ensure that the DPR reflects the invoice number (for reporting and tracking).  However, multiple DPR’s can be added to one shopping cart for approval efficiency.
How are DPR’s routed for approval?
DPR’s are routed to the BAO (Business Affairs Officers) associated with the finance level 4 org being charged.  These are not routed like Purchase Order requisitions.  If a supervisor, manager or director’s approval is required, the cart should be assigned to them prior to submission for BAO approval.
How long does it take for a DPR to be approved for payment?
As a general rule, DPRs will be reviewed and approved by the Disbursements department within 5 business days of receipt.  Rush requests should be brought to the attention of Disbursements management. 
Who do I reach out to for help?

The WayneBuy system has been designed to simplify the purchasing process.  Easy to use forms guide users through creating a requisition and screen specific help topics provide users with detailed information related to required steps. 

In addition, a full set of job aides are available on the PASS website.  For additional assistance, contact Disbursements at 7-3661.

How do I stay informed?
Please join our ListServ to receive notices related to WayneBuy or other matters related to Procurement & Strategic Sourcing.