Finance for Staff
Contact
Name:
Enterprise Finance
1101 Market Street
Jefferson Tower, Floors 20 & 29
Philadelphia, PA 19107
Contact Number(s):
- 215-503-9663 (fax)
Paying Suppliers
Accounts Payable Customer Service Team
By Vendor Remit Name on Invoice:
| Vendor Letter | Customer Service Email |
|---|---|
| Owens & Minor, J&J Companies*, Fisher Scientific, Fisher Healthcare, Amerisource, McKesson Drug uploads, Oncology Supply (pay Amerisource), Abbott Vascular, Abbott Lab, St Jude, Thorotec, McKesson Medical (Kennedy upload only) | apcustomer.service1@jefferson.edu |
| C - F, Q | apcustomer.service2@jefferson.edu |
| A, G-I, P | apcustomer.service3@jefferson.edu |
| Abbott Nutrition, Abbott Molecular, Abbott Diagnostic, B, T-Z | apcustomer.service4@jefferson.edu |
| M, N, O, S, GRM, GCJ Facility Services Inc, 360 Translations | apcustomer.service5@jefferson.edu |
| Olympus, Medtronic (All), Apple Computer, Illumina, McKesson Specialty, McKesson Medical (except for Kennedy), GE, Stryker, Zimmer, Special Covid Suppliers as needed | apcustomer.service7@jefferson.edu |
| apcustomer.service8@jefferson.edu | |
| J-L, R | apcustomer.service9@jefferson.edu |
*J&J Companies: Depuy Synthes 0000000547, BiosSense Webster 0000001028, Depuy Ortho 0000002073, Depuy Spine 0000002074, Ethicon 0000002453, Johnson & Johnson Health System 0000003645, Synthes 0000006699, J&J Healthcare Systems Inc 0000008575, J&J-Synthes 0000035734.
For issues regarding payments that are made from a Sponsored Project (ie Grant), please contact SubAwards@jefferson.edu for all issues regardless of vendor letter.
Operational Notes & Procedures
- Purchases of goods and services via:
- Ascent Purchase Order
- Request for Payment for items such as subscriptions, memberships, honoraria, conference registrations and petty cash reimbursements
- Procurement Card
- Payments to suppliers are typically processed on Tuesday and Thursday evenings
- Suppliers will be paid electronically whenever possible
- Invoices will be received electronically from suppliers whenever possible
- Invoices are scanned & attached to each voucher:
- Guidelines for requesting an outgoing wire transfer
- Matching is a daily process where purchase orders are reconciled to invoices and receipts
- Payments to suppliers will not be made until documents match
- Your prompt participation in resolving match exceptions when requested aids in maintaining positive supplier relationships
- IRS form 1099 Miscellaneous Income is mailed in January for the preceding calendar year
Ensuring Success Tidbits
Determine appropriate method to obtain goods or services:
- If using Ascent PO:
- create requisition
- obtain required approvals
- attach supporting documentation, if required
- If using Request for Payment:
- select correct form for your employer
- obtain required signatures
- attach all supporting documentation
- If using Procurement Card:
- retain support and documentation for charge
Accounts for Procurement Card Purchases
(secure intranet link)
Resources
- Jefferson Policies and Procedures
- #118.02 Purchase Request
- #103.15 Request for Payment
- #103.00 Procurement Credit Card, Use Of
- #103.10 Petty Cash Fund
- #118.14 Return of Supplies or Equipment to Vendors
- Review transactions
- Activity on financial systems
- Accounts Payable Distribution Reports
- Monthly and Fiscal Year to Date versions
- Published to VistaPlus for online viewing on first of month for preceding month
- Procurement Card
- Discussion on Employee or Independent Contractor determination
- Reference for paying foreign Honorariums: International Services website