If you are submitting:

  • An invoice or have a question with regard to status of an invoice or payment, please email disburse@uvm.edu
  • A non-foreign check request, W-9 or ACH, please send via secure file transfer to supplier@uvm.edu

If you have a question about a foreign check request or Employee vs. Independent Contractor determination, please email taxadmin@uvm.edu

If you need assistance with:

Thank you!

Check-printing schedule

The Disbursement Center prints checks on Thursdays. 

  • Since PeopleSoft Finance updates are regularly on Thursday evenings, this allows for a smooth check production, even in the unlikely event of any hiccups Friday morning.  
  • This also allows staff to take the coveted Friday off for a long weekend, without the responsibility of either producing or picking up checks.
  • If there is a problem with check production on Thursday, we still have an additional workday to produce payments and get them mailed before the weekend.

Help us help you with procure-to-pay essential functions

As stated previously there are simple steps you can take to help us get your payments to you:

  • In order to ensure your payment is timely, we ask all of our suppliers to engage in invoicing the University electronically, by sending PDFs directly to the Disbursement Center Accounts Payable team at disburse@uvm.edu. If you currently send paper invoices to individual departments, we ask you to remit PDF versions to those departments for processing.
  • Signing up for an ACH payment (Word) will ensure you receive payments from the University if you electronically send us your invoices as well. This form should be sent to the Disbursement Center via secure file transfer to supplier@uvm.edu

Make sure form is completed in full. An Accounts Payable team member will reach out to you to verify your banking information.

If you have a scheduled delivery, product installation, or a regular maintenance service call on campus, please be sure to contact the originating department in advance to confirm someone will be available and the office building will be accessible.

The Purchasing & Contracts and Accounts Payable web pages will provide regular updates on any service impacts to UVM’s suppliers.

Accounts Payable is responsible for the payment of goods and services to suppliers as well as reimbursements to individuals for costs incurred as part of University business. Accounts Payable services are provided by University Financial Services' Disbursement Center, located at 205 Waterman, Burlington, VT.

AP services include:

  • creating /maintaining supplier accounts
  • entering invoices and check requests
  • producing check, ACH, and wire payments
  • IRS 1099 reporting
  • reviewing supplier statements

US Bank Payment Plus partnership

The University of Vermont recently launched Payment Plus, an accounts payable solution that pays suppliers via automated Visa card payments. Our goal for this initiative is to provide better customer service to our suppliers by providing:

  • Accelerated payment and improved cash flow
  • Reduced paperwork and streamlined accounts receivables process
  • Real-time notifications for each card payment
  • Complete remittance detail to support efficient receivables posting
  • No changes or modifications to existing card acceptance procedures

As our purchasing card provider, US Bank will contact suppliers directly to discuss, and assist suppliers with enrolling in the program.

If you have any questions, or receive inquiries from one of your suppliers, please email purcard@uvm.edu or see these FAQs (PDF).

Check Request Process

In an effort to save paper and improve our procedures, the Disbursement Center is now accepting check requests through secure file transfer.

Follow these steps:

  1. Log in to File Transfer Service using your netID credentials
  2. Click the Share files icon
  3. Send To: supplier@uvm.edu
  4. Subject: Include "Check Request" and the supplier's name
  5. Attach the completed Check Request (Excel) form
  6. Click the Share files icon

Please DO NOT send originals to Disbursement if you have sent a file transfer. This could result in duplicate payments.

Contact us if you have questions.

NOTE regarding foreign suppliers: Check requests and supporting documents for foreign suppliers must be sent by secure file transfer to taxadmin@uvm.edu. Do NOT send them to the Disbursement Center. Any questions about payments to foreign suppliers should be directed to taxadmin@uvm.edu.

Important Reminders

  • Reimbursements must have itemized receipts included with the payment request in order to be exempt from 1099 reporting.
  • If an individual needs to be paid by UVM for goods or services, please do not pay the individual personally and submit for reimbursement through Travel and Expense. These types of payments are IRS 1099 reportable. The Disbursement Center must collect supplier information, including their federal taxpayer identification information.
  • Departments/projects needing to pay more than 15 subjects on a check request should contact the Disbursement Center to arrange a spreadsheet upload into PeopleSoft instead of sending separate check request forms.
  • Requests for reimbursement for non-employee travel expenses are due within 60 days of travel and must follow UVM’s Travel Policy (PDF).