Payment Processing

Payment Schedule

Payments are issued Monday, Wednesday and Friday of each week. Exceptions are University Holidays and Winter Break.

  1. Once issued, payments and the issue date are viewable in SAP Ariba under Invoice, Buyer Invoice or Web Financial. These payments are identified by a unique Payment Number Type, shown below.
  2. Registered suppliers check the status of invoices in the SAP Ariba system.
  3. All other suppliers send the inquiry to acctpay@drexel.edu. Upon receipt of the inquiry an invitation will be requested to have the supplier register in the supplier portal.

Payment Number Types

  • U.S. ACH (Direct Deposit): Begins with "!"
  • U.S. Check: Begin with 05 (Drexel), 5 (ANS) or 7 (Drexel Online)
  • Single Use Credit Payments: Begin with 05 (Drexel), 5 (ANS) or 7 (Drexel Online). The payment type Bank code or Enclosure code will state SU, S2 or SO.
  • Federal Wire Transfers: Begin with 05 (Drexel), 5 (ANS) or 7 (Drexel Online). The payment type Bank code or Enclosure code will state WI, W2 or WO.
    • Required for Foreign Suppliers accepting USD (U.S. Dollars).

Tips for Delayed Payments, Unpaid Invoices, Duplicate Payment Errors

Accounts Payable strives to process all payments on time with no duplicate payments made. Below you will find tips to help you understand potential issues with payments.

A purchase order does not exist

An invoice has not been submitted

A paper invoice was mailed

An invoice was emailed or mailed to a University employee or department

Department has not approved the invoice through SAP Ariba

Invoices no longer require department approval in order to be processed. Receiving on the purchase order must be completed before an invoice can be processed and payment issued.

A purchase order does not have enough funding

Why is there more than one requisition submitted for the same goods and services?

Reimbursements

Reimbursement requests should be completed in SAP Ariba using the online Check Request Form, located within the “Requisition & Approvals” tile. To access SAP Ariba, log in to DrexelOne, select the Employee tab, and click on SAP Ariba under Purchasing and Travel.

Use this online check request form for: staff and student non-travel reimbursements; honoraria; licenses; awards and prizes; dues and memberships; regulatory fees; gifts/donations; officials payment.

If you need to place an order for a good or service, you will need to utilize a Non-Catalog Order Form. If you have an invoice in hand for a good or service that has already been provided, you will need to utilize a Confirming Order (After the Fact) Form.