Accounts Payable

Accounts Payable is a crucial part of the University’s financial operations, focusing on the management of payments to suppliers and creditors.

Spending Policies

Accounts Payable at Ole Miss

The Accounts Payable office processes payments to vendors, faculty, staff, and students for goods and services provided to the University. We ensure timely, accurate disbursement while maintaining compliance with university and state policies.

Please note vendors must be set up in SAP prior to any payment being made. If you need to set up or change your vendor status, please contact our vendors representatives.

Visit our Vendors page

Please email payables@olemiss.edu with questions about reimbursements or payments.

Form 13

Form 13 is used to request payment for non-employee services or participation.

Follow the following instructions when completing Form 13.

Instructions for Form 13

Below are various versions of Form 13 for easy access.

Form 13 Contractor Payment Form (Editable PDF)
Consultant/Participant Reimbursement Expense Form(Editable PDF)

Form 13 Documentation Portal (For Payment in Full Only)

Upload to the Form 13 Documentation Portal

Request for Payment (RFP)

This document serves as a formal request for payment for goods or services.

Below is an example of how to fill out a RFP form

Form Instructions

Below are various versions of RFP forms for easy access.

Request for Payment (Editable PDF)
Request for Payment with Additional Lines (Editable PDF)

Consultant/Participant Reimbursement Expense Form(Editable PDF)
Instructions for Food Purchase Form
UM Food Purchase Form(Editable PDF) Mandatory attachment submitted with RFP Form
Ship to Home Justification

Request For Payment (RFP) Documentation Portal

Upload RFP Form and Supporting Documentation

Purchase Orders

Purchase orders are formal documents used to authorize the purchase of goods or services from a supplier.

All goods receipts go through receiving to process.

Prepayment Approvals

Policy for prepayments through IHL

Prepayment Policy

Are you traveling, but not an employee of the university?

Follow these steps to reimburse travel expenses if you are not an employee or student at the University of Mississippi. Before traveling, make sure the traveler understands these guidelines to avoid issues with reimbursement.

Preferred Option: Book flights through a State Travel Agency (recommended agencies below). The invoice should be submitted with a Request for Payment (RFP) and supporting documents.
If the traveler books their own flight: They must provide a paid receipt (not a quote or estimate) for reimbursement. Two quotes are not required. The invoice should be submitted with a Request for Payment (RFP) and supporting documents.

Recommended State Travel Agencies:

Travel Leaders Memphis (Vendor #6526631) – 901-761-1708
Avanti Travel (Vendor #6500362) – 601-987-9353

UM has agreements with hotels in Oxford, which can bill the department directly. Attach the invoice to an RFP along with supporting documentation.
If the traveler stays in a hotel before arriving in Oxford, you can request reimbursement through an RFP.

UM does not provide per diem reimbursements for non-UM travelers.
Travelers must submit itemized receipts to be reimbursed. Remind them that many airport vendors do not provide itemized receipts unless requested.
Tips: Reimbursable up to 20% of the subtotal (not including taxes).

Receipts must show payment.
Tips cannot exceed 20% of the total fare.

Travelers must rent the vehicle themselves and submit a paid receipt for reimbursement (not a quote, estimate, or reservation confirmation).
Rentals should only cover the duration of the trip.
Travelers cannot use the UM discount code.

Travelers can be reimbursed for mileage based on the current rate posted on UM’s website.
A Google Maps printout showing the starting and ending addresses must be included.
Round-trip mileage should be doubled.
If claiming mileage reimbursement, fuel costs cannot also be reimbursed.

Use the appropriate General Ledger (GL) code based on the traveler’s role:

55780 – Speakers, consultants, or service-related expenses (Form 13).
55785 – Speaker, consultant, or visitor expenses (RFP).
55860 – Candidate expenses.
55855 – Student recruitment expenses.

All travelers must have a vendor number for reimbursement.

Check payment only (no services performed): Department can create a 55 vendor number.
ACH/direct deposit, Form 13 payments, or international wire transfers: Requires a 65 vendor number.
For vendor setup, visit the Vendors page or email vendors@olemiss.edu.

Candidates: Provide an itinerary or job application number, along with document showing the travel dates.
Speakers: Provide event details that contain the date of speaking, to whom they are speaking and where they are speaking.
Visitors: Provide the purpose of the visit, along with who they are meeting with, and the travel dates.