University Financial Services

Accounts Payable

University Financial Services

Accounts Payable

Vendor Setup

Portland State University has entered into a partnership with PaymentWorks for our online vendor setup and maintenance platform.  We are calling our new partnership, "PaymentWorks@PSU".

Vendor Setup and Maintenance

Department Forms

Please use only our secure Department Form Security Upload portal for all the following documents, Wire Documents, Confidential Invoices, and Special Handling Invoices/Forms. You must be on PSU campus network (or VPN) to access the portal.

Department Forms Secure Upload

Accounts Payable Invoice

CAS has worked with OnBase Team on developing the process for departments to upload their invoices to OnBase.  This electronic process is going to help invoices get paid almost seamlessly as we transition to remote work.

Accounts Payable Invoice

Non-Resident Alien Pay

Vendor Payments to Non-Resident Aliens information

Non-Resident Alien payments

AP Training

Come learn about Accounts Payable Policies and Procedures, how to upload Invoices and submit Personal Reimbursements online.

Account Payable Training

Personal Reimbursement

The Viking PRO is launched now as an effort to get reimbursements processed timely. We now expect all personal reimbursements to be entered into Viking PRO. Please cease emailing paper personal reimbursements to Campus Accounting Services.

Personal Reimbursement
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Vendor Setup and Maintenance 

Portland State University entered into a partnership with PaymentWorks for our online vendor setup and maintenance platform.  We call our partnership, PaymentWorks@PSU.

Vendors do not submit a W9/W8 to PSU. Instead, the Fiscal Service Center will utilize PaymentWorks to send “invitations” to new vendors to get them onboard. This online vendor platform is free to our vendors and adds fraud protection for them and for PSU. Vendors will also be able to maintain their vendor profile themselves without going through departments. 

Please refer to the Resources links for instructions.

PaymentWorks@PSU about this content

Resources

Procedure for PSU Students

  • For students who are US citizens or Resident Aliens receiving payments for stipends or awards, be sure that the student has updated their address and banking information in myPSU. Use their most recent CU address for them upon entering the invoice in Banner.
  • For students who are US citizens or Resident Aliens receiving payments for services, obtain a W9 and upload to our W9/W8 Portal. Since they will be paid as an Independent Contractor, this will meet the requirement set out in the PSI instructions to obtain their SSN for 1099 tax reporting. Payment for services will not be approved by CAS until the W9 is obtained.
  • For International students receiving payments for stipends, awards, or services please obtain their W8 and upload to our W9/W8 Portal. If the Tax Treaty section is not completed, tax withholding may be required at the point of payment; therefore, contact CAS.

Help for Vendors and Departments

Contact

Department Forms Secure Upload

We now have a portal to receive all the following documents:

  • Wire documents
  • Special Handling Forms (not to be uploaded to OnBase)
  • Confidential Cover Sheet (Upload to OnBase)
  • Confidential Invoice (Upload to Department Forms Secure Upload Portal)
  • Moving Reimbursement Forms
  • Stipend Spreadsheets
  • Signature Authorization Forms
Secure Upload Portal about this content

AP Department Forms

Accounts Payable Invoices

The Fiscal Service Center handles all Accounts Payable invoices.

Use this upload link for:

  • All vendor invoices
  • PSIs
Invoice Upload to OnBase about this content

Forms / Resources

Contact

Personal Reimbursements

Viking PRO, our online personal reimbursements module, helps to process reimbursements in a timely manner. All personal reimbursements should be entered into Viking PRO. 

The paper Personal Reimbursement form must still be used for 1) Clearing Operating Advances 2) Replenishing Petty Cash.

To ensure timely payments to employees and students, banking information must be added or updated (if needed) by the employee or student via myPSU. Please note that during the time of payroll processing (20th of the month through the end of the month) no adds or edits can be made to banking information.

Online trainings have been published for all the roles in the module. Please watch the instructional videos for your particular role first. For Viking PRO specific questions, please contact Sam McNair at FSCsupport@pdx.edu.

Before you start please note: The Viking PRO Module is browser sensitive. It works best within the following browsers:

  • Windows PCs: Google Chrome or Firefox
  • Apple Macs: Firefox

Go to Viking Pro

Personal Reimbursement Online (form) - Click the button above.

Viking PRO Training Videos for Different Roles

Resources

Forms

Non-Resident Alien Payments

Payment made to a nonresident alien or foreign entity on U.S. source income is tax reportable & may be subject to tax withholding. Exemption or partial exemption from withholding is applied if the nonresident alien’s (NRA) resident country has a tax treaty with the United States & the nonresident alien or entity files the appropriate form to claim treaty benefits. For more information, please go to Vendor Payments to Non-Resident Aliens policy.

Resources

Accounts Payable Training

Come learn about Accounts Payable Policies and Procedures, how to upload Invoices and submit Personal Reimbursements online.

Resources