Frequently Asked Questions

What is AP/CAR?

“AP/CAR”, an acronym for “Accounts Payable/Controlled Analytical Review”, is the University’s automated invoice processing system. It provides a user-friendly, real-time environment for departmental users to electronically submit invoices to the AP Department, improving their ability to control and track the processing of invoices.

How does AP/CAR work?

When a vendor submits an invoice to a department, and the department determines that it should be paid, the departmental user (or “processor”) enters the invoice data into the AP/CAR system. Now in electronic form, the invoice proceeds through a series of “states”, each monitored by the departmental processor. It stays in the “working” state until payment approval is obtained. Once approved, either electronically or manually, the invoice is “accepted” and assigned a system-generated voucher. The processor must write the “accepted” voucher number on the paper invoice and then put it, along with back-up documentation, if required, into the nearest of the following AP/CAR Invoice Pick-Up Boxes:

1. Low Library, 1st floor mailboxes (across from the Women’s Room);
2. Hamilton Hall, 1st floor;
3. Interchurch Center, 9th floor;
4. International Affairs Building, 6th floor mailroom;
5. Mudd Building, Fu Foundation, 1st floor, outside of the Computer Science Help Room;
6. Outside of Butler Library; and,
7. on the Health Sciences Campus, in the mailroom located on the right-hand side of the W168th Street lobby of the Physicians & Surgeons Building

To satisfy auditing requirements, the vendor’s paper invoice must be submitted to AP, but if the AP/CAR system is fully utilized by the department, account number(s) and payment approval are entered electronically, and no longer have to be hand-written. After an audit is completed, the invoice is released for payment and a check is generated.

How long does it take to process an invoice with AP/CAR?

A week or less, providing the invoice passes all audits. If there are any questions regarding the invoice, the departmental user will be informed through AP/CAR so that corrections can be made.

Does this mean that departments will now have more work?

No. AP/CAR was specifically designed to eliminate the wasted time spent tracking down unpaid invoices. Although the departmental user of AP/CAR takes on the responsibility of entering the data, in return he or she gains near total control of the invoice payment process. With training and a little practice, a processor can enter a typical invoice into AP/CAR in less than one minute. Once entered, the electronic invoice follows an efficient path to payment, while the processor monitors and influences it at every significant point. Phone calls and delays for information between vendors, the department, and AP are reduced dramatically, and in many cases may be entirely eliminated.

Is there training for departmental users?

Yes, training is available on an ongoing basis in Accounts Payable’s training facility. Refer to the Accounts Payable Training Schedule for current offerings in “CAR Basics”, “Advanced CAR” and “Introduction to Payables”.

How can I get the AP/CAR system for my department?

Download AP/CAR from the AP/CAR Download link. If you have a MacIntosh, first contact the Help Desk, 854-1919, to have “Virtual PC” installed.

What are the minimum workstation requirements to run the AP/CAR system?

The minimum computer requirements for the AP/CAR system are as follows:

MacIntosh computers with “Virtual PC” software installed are able to support “AP/CAR”. To request that “Virtual PC” be installed, call the Help Desk, 854-1919.

Do I need to have security access to use the AP/CAR system?

Yes. Complete the on-line AP/CAR User ID Application.

Who do I contact if I have a problem with AP/CAR?

Contact the CUIT Help Desk at 212-854-1919.

What is an invoice?

An invoice is a document submitted to your department by a vendor for payment of services or goods provided to the department. There are several different types of invoices, as follows:

Invoice Number:

• Invoices that are identified by an invoice number issued by the vendor.

Account Number Billing:

• Invoices that are identified by an account number established with a vendor, i.e. Con Edison or Verizon. These invoices are billed monthly.

Amount Only:

• Invoices that are not identified by invoice numbers or account numbers. “Amount Only” payment types are typically not dated and are in the form of a letter.

Date of Billing:

• Invoices that are not identified by invoice or account numbers, but are dated.

Periodic Account:

• Invoices that are identified by an account number established with a vendor, but are not monthly. These invoices are typically billed quarterly or annually.

Check Request:

• Invoices that are identified by a Check Request sequential number issued either by the Treasurer & Controller’s Office or by a department using its own customized Check Request forms.

Petty Cash:

• Invoices that are identified by a check request number or a sequential number issued by a department.

Travel and Business Expense Report:

• Invoices that are identified by a period end (PE) date, the date of the traveler’s last expense.

Travel Advance:

• Invoices that are identified by a sequential number, a “T” number, issued by the Treasurer & Controller’s Office.

What basic information is required to pay an invoice?

1. The vendor’s (or employee’s) name, remit address, and tax ID or social security number
2. The “bill to” party—all invoices, with the exception of reimbursements, must be billed to “Columbia University” with an “attention to” the responsible departmental person
3. The invoice date
4. The invoice amount
5. A description of the services or goods provided
6. Payment approval by the responsible departmental administrator
7. The University FAS account number(s) to be charged

What additional information is required for a Check Request or Travel and Business Expense Report to be paid?

1. All supporting documentation, including original receipts, registration forms, etc.
2. Business purpose.

Does the invoice still have to be signed now that I am submitting electronic data?

There are two types of payment approvers, “electronic” and “manual”. An “electronic” approver does not have to sign the paper invoice. If a payment approver using AP/CAR approves an invoice electronically, his or her User ID is recorded on the electronic invoice. Approvers without access to AP/CAR are known as “manual approvers” and must physically sign the paper invoice.

What is a vendor?

A vendor may be a business, consultant, employee or student. A business or consultant may be paid for goods or services rendered to the University. Employees and students, however, may only be reimbursed through the Accounts Payable Department for business-related expenses. To receive payment, a vendor must be in the Vendor Master File.

What is the Vendor Master File?

The Vendor Master File is a central, comprehensive file maintained by the Accounts Payable Department. It holds required information about vendors and determines how they should be paid.

How do I determine if a vendor is in the Vendor Master File?

Use “Vendor Inquiry” and search by vendor name and/or vendor number. If there is a match, make sure that the vendor number, address, and payment type in the File are the same as those found on the invoice.

What happens if the vendor I need to pay is not in the Vendor Master File?

If the payee is a member of the Columbia University community (students and faculty or staff on regular payroll) or the recipient of an honorarium who is also a U.S. citizen, go directly to the Add an Employee link. If the payee does not fit either of these requirements, begin entering invoice data into the “Auto Payment-New Invoice” screen. Follow the instructions in “Creating a Vendor” in the on-line “AP/CAR User’s Guide”. Write the “working” voucher number on the invoice at least an inch from the edge of the paper and fax the invoice to Accounts Payable, 854-9352. The invoice must include the vendor’s tax ID or social security number. Accounts Payable staff will enter the vendor information into the Vendor Master File and then route the invoice to your “Vendor Assignment: Assigned” queue. Retrieve the invoice from this queue and continue entering data.

What is an “error recycle” or “working” number?

An “error recycle” number, also known as a “working” number, is a system-assigned number that is specific to the invoice being processed. When an error recycle number is assigned, the AP/CAR system is indicating that something needs to be resolved before the electronic data can be accepted for audit and review by the AP Department.

What is an “accepted” voucher number?

An “accepted” voucher number is a system-assigned number that indicates that the electronic data entered is error-free, has all required payment approvals, and has been accepted by the system for audit and review by the AP Department. Do not submit invoices which do not have “accepted” voucher numbers.

When do my FAS accounts get updated?

When AP/CAR assigns an accepted voucher number to an invoice, the appropriate FAS ledger account(s) are updated the subsequent evening.

Does the University have to pay taxes?

The University is a non-profit, tax-exempt organization, and, therefore, does not usually pay taxes. One exception to this rule is the surcharge tax on telephone bills.

Does the University have to pay freight charges?

The University pays freight charges when they are included on an invoice. If the freight charge is not included on the original purchase order, enter the “freight amount” into the invoice header of a purchase order payment so that it will not be included in the variance allowed for that payment. “Freight amount” is not a required field, however.

Do I still have to use Purchase Orders?

Yes, whenever you use subcode 6XXX, the AP/CAR system will require you to enter a Purchase Order number. Also, any item that requires a Purchase Order (including items on Easy Purchase Orders and E-type Purchase Orders) must have a valid Purchase Order issued by the Purchasing Department.

What items require Purchase Orders?

A partial list of items requiring Purchase Orders is as follows: 1. Supplies that total $2,500 or more; 2. Long-term leases; 3. Consultants; and, 4. All major equipment purchases. For more information refer to the Purchasing website.

If I have several invoices from one vendor, can I pay all of the amounts together?

No. The Accounts Payable policy is to pay each invoice separately. Please note that only the current billing amount can be paid. For example, if Verizon submits an invoice with a previous outstanding balance, pay only the current amount.

What happens when two departments need to pay the same vendor?

The AP/CAR system will combine multiple payments to the same vendor on a single check, except when special handling is requested. Special handling includes “Call for Pick Up” requests, enclosure text, or separate check requests.

What is an “Enclosure Document”? “Enclosure Text”?

You may need to identify to a vendor the purpose of a payment by enclosing information or a formal document with the check. In AP/CAR, enclosures can either take the form of electronic text or paper documents. Enclosure Text, described below, eliminates the need to include unwieldy cards and forms when submitting documentation to Accounts Payable for subscriptions, conference registrations, hotel bookings, honoraria, book orders, etc.

Enclosure Text:

When entering invoice header information into AP/CAR, click the Enclosure Text button. The Enclosure Text feature allows you to include information with a check more effectively and efficiently than with a paper document. A paper enclosure may easily get lost or detached from the check. The Enclosure Text button allows you to enter text to be printed on the actual check. This text, as a data field, also remains with the voucher as an easily accessible record of the exact information provided to a vendor.

Enclosure Document:

Some vendors (such as Verizon and Con Edison) require an Enclosure Document with a payment check so that they may easily identify a payment. The Enclosure Doc(s) option may only be used when the Vendor Master File indicates that an enclosure document is required. In such cases, the AP/CAR system enables you to select the Enclosure Doc(s) option. Write the “accepted” voucher number on the enclosure document, as well as the invoice, before submitting them to Accounts Payable.

Which vendors should receive enclosure documents?

Only vendors such as Con Edison, Citibank Diners Club and Verizon require enclosure documents.

Do subscriptions and registration payments require enclosures?

Use the Enclosure Text feature for subscription and registration payments.

Will I continue to be called for “Call for Pick Up” checks?

No. You will now learn about these checks by monitoring the “Checks Ready For Pick-Up” queue on your “Pending Invoices” screen.

Are the checks still going to be printed in the AP Department?

Yes. All checks will continue to be printed in the Accounts Payable Department.

Can a check be sent to an address that is different from the address on the Vendor Master File?

Yes. When such an exception is necessary, the system has a “one-time address” field that allows you to enter a different address or “care-of party” for an isolated payment, without changing the actual vendor address. The AP/CAR system will keep track of this address as part of the invoice history.

Should I be concerned about 1099 reporting?

The University is required by the IRS to report all payments made to individuals and non-incorporated entities providing services to the University. They are coded as “1099 vendors” in the Vendor Master File. Others are coded as “non-1099” vendors.

Are all payments to a 1099 vendor subject to 1099 reporting?

No. Supported expenses are not subject to 1099 reporting. AP/CAR excludes total amounts entered into the “Non-1099 Amount” field (found on the “Automated Payment-New Invoice” screen) from reporting.

Are there other approvals besides those from Purchasing and the Department?

Yes. Any invoice with an account distribution charging a “40XX” or “41XX” subcode requires “Restricted Funds” approval. We recommend that approval be granted electronically within the AP/CAR system. Another approval type is “Local Approval”. A “local approver” is a designated individual within a department, other than a DAF approver or administrator, who must verify the delivery of goods or services described on an invoice.

How do I process a Travel Advance?

A Travel Advance is considered a receivable because the University is advancing cash that must be accounted for at a later date. Current University policy states that a Travel Advance is to be used for out-of-pocket expenses by individuals not eligible for the American Express Corporate Card. When processing a Travel Advance, departmental users must use subcode “2380” with the appropriate departmental account number. The amount of a Travel Advance may not exceed $500. The AP/CAR system will require that you enter a “trip end date” when processing a Travel Advance.

How do I issue an advance in an amount exceeding $500?

When you enter an amount for more than $500, AP/CAR will require that you enter a reason. Refer to the “Travel Advance” section of the University’s “Travel & Business Expense Policies and Procedures” for a listing of special circumstances justifying an advance exceeding $500.

How do I close out a Travel Advance receivable?

To close out a Travel Advance receivable, fill out a Travel and Business Expense Report and attach the original receipts that account for the advance. The following are three possible scenarios for clearing Travel Advance receivables:

A Travel Advance is issued for $3,500, and the traveler used exactly $3,500. A zero entry should be processed as follows:

Enter 0 dollars in the “Gross Amount” field of the invoice header.

Enter a debit of $3,500 against the departmental account(s) with appropriate subcodes.

Enter a credit of $3,500 against the departmental account (the same account as the advance payment) using subcode “2380”.

A Travel Advance is issued for $2,500, and the traveler spent $2,657.56. The University owes the traveler $157.56. The $157.56 reimbursement should be processed as follows:

Enter $157.56 in the Gross Amount field of the invoice header.

Enter a debit of $2,657.56 against the departmental account(s) with appropriate subcode(s).

Enter a credit of $2,500 against the departmental account (the same account as the advance payment), using subcode “2380”.

A check in the amount of $157.56 will be issued to the traveler.

A Travel Advance is issued for $4,715.41, and the traveler spent $4,050.99. The traveler owes the University $664.42. A zero entry should be processed as follows:

Enter $0 in the Gross Amount field of the invoice header.

Enter a debit of $4,050.99 against the departmental account, with the appropriate subcode.

Enter a credit of $4,715.41 against the departmental account (the same account as the advance payment), using the “2380” subcode.

Enter a debit of $664.42 against the departmental account with the clearing subcode “2381”.

The department must submit a personal check, payable to “Columbia University”, for $664.42. Deposit the check, accompanied by a completed “Cash Receipt Voucher”, through the Bursar’s Office against subcode “2381”. Attach copies of the check and the “Cash Receipt Voucher” to the Travel & Business Expense Report.

What are the hours that AP/CAR is available?

Monday through Wednesday, 8 a.m. - 8 p.m.; Thursday and Friday 8 a.m. -7 p.m.; Saturday, 8 a.m. -6 p.m.  AP/CAR is not available on Sunday.