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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

  • Begin by submitting a requisition in SAP Ariba.
  • Do not place an order without going through SAP Ariba.

An invoice has not been submitted

Suppliers are responsible for generating and submitting their invoices for payment. If no invoice has been submitted, the requester should reach out to the supplier.

A paper invoice was mailed

Accounts Payable will not accept paper invoices for approved purchase orders. They will be discarded.

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

If the invoice was not already submitted by the supplier, the requester on the purchase order can process the invoice in SAP Ariba.

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

  • Departments and registered suppliers can view purchase orders and invoicing against those in SAP Ariba to see if a purchase order is over-invoiced. For more information review the SAP Ariba Training Guides on the Procurement Services website.
  • Blanket orders do not mean unlimited funding.

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

  • Multiple employees in a department submitted the same requisitions.
  • An employee submits the same requisition on multiple days or times.
  • Tip: To avoid duplicate work and duplicate requisitions, first search for the requisition under Document Search, located on the left menu bar in SAP Ariba. Check the requisition for a purchase order number. Under the purchase order number is the invoice tab, which will provide the status of the invoice.

    Non-catalog and catalog invoices sometimes do not attach to the purchase order when uploaded into SAP Ariba. Search by the supplier invoice number. Remember to take out spaces, slashes and dashes when entering the supplier invoice number.

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.