PAST Reimbursements, Invoices, and Internal Payments Support
The PAST team supports departments by processing vendor payments, reimbursements, and financial reconciliations. To request a payment, submit an Accounts Payable (AP) ticket through Smartsheet.
An AP ticket tells PAST that the University of Oregon needs to issue a payment to a vendor or individual. Once submitted, the request routes for required approvals and is then reviewed and completed by PAST.
Submit an AP ticket when the university needs to:
- Pay a vendor for goods or services
- Reimburse an individual for approved business expenses
- Pay an invoice related to an executed contract
- Process certain special payment types, such as wire transfers or international vendor payments
If a purchase was paid using a University PCard, do not submit a separate AP ticket. Because the vendor has already been paid through the PCard transaction, an AP ticket is unnecessary and may result in duplicate payments.
Processing times vary depending on:
- Budget Authority approval timing
- Completeness of submitted documentation
- Vendor setup requirements
- Payment method and complexity
Before Submitting a Ticket
To avoid delays, gather the required documentation before starting your Smartsheet request:
- Itemized invoices
- Itemized receipts
- Business Purpose/Need
- This is a clear explanation of how the purchase supports university activities, and who benefited from the expense (if applicable)
- For meals it should include some type of agenda/flyer/email invitation/screen shot from Canvas (or enough information that explains what they paid for), the names of attendees (if student then just the number of attendees) and date/time and if a meeting, the meeting should be 2 hours or longer.
- Index to be charged
- If you do not know your index, contact your Financial Manager or Budget Authority. PAST cannot determine which index should be used.
A credit card statement or bank statement alone is not sufficient documentation for payment or reimbursement.
What Happens After You Submit?
- The requester submits the AP ticket and uploads all required documentation.
- The ticket automatically routes to the department's Budget Authority (BA) for approval.
- Requester: Monitor email for approval-related questions.
- After Budget Authority approval, PAST reviews the request to ensure:
- Documentation is complete
- Funding is appropriate
- University policies are met
- Vendor setup requirements are satisfied
- Requester: Provide additional information if requested.
- PAST processes the payment in the appropriate university system. Examples include:
- Banner payment documents (beginning with an "I" number)
- Unimarket transactions (beginning with a "UA" number)
- Once submitted for payment, PAST updates the Smartsheet ticket with:
- Payment status
- Tracking number
- System reference number (such as an I-number or UA-number)
- Once processing is complete, PAST closes the Smartsheet ticket.
Specialized Documentation & Scenarios
Depending on the type of expense, additional information may be needed. Submit your AP tickets with the documentation you have available. PAST will advise you of any additional requirements.
Hosting, Food, and Alcohol Purchases
Food expenses often require supporting documentation and must comply with university policy. If the expense includes hosted meals or refreshments, provide:
- Names of attendees (or attendee groups)
- Their university affiliation or relationship to the event
- Business purpose of the meeting
Additional requirements may include:
- Meeting agendas (especially for meetings lasting two hours or longer)
- Event flyers
- Event websites or registration information
State funds cannot be used to purchase alcohol. If alcohol is included in an event expense, additional review and funding requirements may apply.
Events
For event-related expenses, include:
- Event flyer
- Event webpage
- Registration materials
- Other documentation explaining the purpose and audience
Catering Requirements
Additional requirements apply when purchasing catering services. If you're unsure whether a catering contract or waiver is required, submit your AP ticket and PAST will advise you on the next steps.
The waiver may be found here: https://catering.uoregon.edu/waiver, the form is very simple, catering will get back very quickly and then just include the waiver with the reimbursement request. more information about catering can be found at https://catering.uoregon.edu/policies.
Additionally, catering is a tax reportable service and is required to be process under the vendor’s name. If an employee requests reimbursement, it will be reported under the vendors name for tax purposes, but the reimbursement will go to the person who paid for the catering. More information about the UO Catering Policy can be found at https://ba.uoregon.edu/accounts-payable/business-expense-guidelines#catering-policy.
You may need a catering contract if:
- Food is delivered to a University of Oregon location
- You are signing an agreement with the caterer
- The catering cost exceeds $10,000
- The vendor requires payment upfront
Contracts and AP Payments
See the Contracts Information Page & Essentials Guide for guidance on establishing and managing contracts before payment.
If payment is related to a contract:
- Include a copy of the fully executed contract with your AP ticket.
- Payments against contracts can generally begin by submitting an AP ticket.
- Refer to the Contracts Quick Reference Guide for information about creating or managing contracts.
Other Vendor & Processing Documentation
PAST will notify you if additional documentation is needed. Depending on the payment type, additional forms which may be required include:
- W-8 forms (for certain international vendors)
- Direct Deposit authorization forms
- Banking documentation for wire transfers
Special Payment Types
Certain transactions require additional review and processing steps, including:
- Wire transfers
- International vendors
- Foundation funded purchases
- Transactions involving alcohol
- Other exceptions to standard payment processing
Accounts Payable Essentials Guide
Information on this page is not exhaustive and represents the most critical things to know about how PAST supports Accounts Payable Processes. For a detailed process guide, please refer to the PAST Accounts Payable page.
For assistance filling out any Smartsheet form, use the “consult with PAST” ticket option.
Accounts Payable Overview
As needed, PAST consults with Partner on ticket details and requirements
- Partner submits Smartsheet ticket with key information:
- Itemized invoices
- Itemized receipts
- A credit card statement or bank statement alone is not sufficient documentation for payment or reimbursement.
- Business Purpose/Need
- Index to be charged
- If you do not know your index, contact your Financial Manager or Budget Authority. PAST cannot determine which index should be used.
- Ticket automatically routes to the department's Budget Authority (BA) for approval.
- PAST reviews the request.
- PAST processes the payment in the appropriate university system. Examples include:
- Banner payment documents (beginning with an "I" number)
- Unimarket transactions (beginning with a "UA" number)
- PAST updates the Smartsheet ticket with:
- Payment status
- Tracking number
- System reference number (such as an I-number or UA-number)
- PAST closes the Smartsheet ticket.
Special Considerations
Certain transactions require additional review and processing steps. PAST will notify you if additional documentation is needed.
Items which might trigger special consideration include:
- Wire transfers
- International vendors
- Foundation funded purchases
- Transactions involving alcohol
- Other exceptions to standard payment processing
- Catering, Food, Hosted Meals
- Alcohol
- Events
- Contracts
Common Spending Questions
Employee Breakrooms
Refrigerators, microwaves, coffee makers, tea kettles, and other misc. appliances needed to equip employee breakrooms used by multiple employees may be purchased with UO funds. Dish soap and kitchen cleaning supplies may also be purchased for use in employee breakrooms. However, appliances and items to be used personally in individual offices would not be allowable.
Note: Department Employee Social Occasions or activities such as celebrating birthdays, weddings, anniversaries, farewell gatherings (for employees employed for less than 5 years), etc. cannot be paid with university funds. Items for faculty, staff or student personal use, such as break time coffee, tea, soda, snacks cannot be paid with university funds. See Section 3.1.4.5.4. of the Non-Travel Meals, Refreshments, and Hospitality Expenses (UO Departmental Fiscal Procedures Section 3) See also "Employee Morale - Building Event Expenditures Policy."
See: IRS publication 15-B (Employers Tax Guide to Fringe Benefits) under de Minimis Meals. If coffee/tea and other breaktime items are provided occasionally (as they are for irregularly scheduled meetings) then they would be allowable, but they cannot be provided on a daily basis to employees for regular breaktime.
Vending funds may be used to pay for department social activities. See Vending Funds Policy
Employee Morale-Building Event Expenditures
The Employee Morale-Building Event Expenditure (UO Policy) is no longer posted under the UO Policy Library. For guidance on Employee Morale-Building, see UO Departmental Fiscal Procedures (Section 3.2. Non-Travel Meals, Refreshments, and Hosting expenses) for further information.
NOTE: Education and General Funds (BANNER Fund Type 11, beginning with 00 or 01) may not be used for Meals, Refreshments, or activities that are part of an Employee Morale-Building Event. Other non-E&G University Funds may be used for those purposes. See Section 3.2.2.8
Non-E&G University Funds can pay for Meals and Refreshments at an Employee Morale-Building Event. Families of employees may also be included if appropriate. See Section 3.2.4.1.6
The university may pay for or reimburse costs for meals or light refreshments associated with official employee morale-building and appreciation activities that serve a university business purpose. Examples include (but are not limited to) See Section 3.2.1.7:
- a gathering to honor a departing employee who is retiring or who is separating from UO employment,
- employee recognition receptions,
- new employee receptions,
- annual departmental picnics,
- holiday celebrations.
University funds may not be used for (See Section 3.2.5.2):
- celebrating holidays (allowed official employee morale-building and appreciation holiday celebrations that serve a university business purpose, See Section 3.2.1.7),
- occasions such as employee birthdays,
- other occasions of a personal nature.
Employee Social Occasions
Department social activities such as celebrating birthdays, weddings, anniversaries, farewell gatherings (for employees employed for less than 5 years), etc. cannot be paid with university funds. Items for faculty, staff or student personal use, such as break time coffee, tea, soda, snacks cannot be paid with university funds. See Section 3.1.4.5.4. of the Non-Travel Meals, Refreshments, and Hospitality Expenses (UO Departmental Fiscal Procedures Section 3) See also "Employee Morale - Building Event Expenditures Policy."
Vending funds may be used to pay for department social activities. See Vending Funds Policy
Flowers
Purchasing and Accounts Payable (Previous UO Fiscal Policy Manual 70.400) Flowers may be purchased for the following uses:
Classroom: As instructional material in botany, biology, or other classes.
Student Activities sponsored functions: Such as a drama production.
Banquets
Commencements, convocations, etc.
Employee Awards: Flowers/plants presented as employee awards are not considered tangible personal property and are, therefore, not taxable in any circumstance as an employee award.
Offices: Flowers, house plants or flower arrangements for:
- Plants for public lobbies, reception or other communal work areas are allowable.
- Individual employee offices, or as donations, memorials or gifts may not be paid with university funds. (Paying with departmental Vending Funds would be acceptable).
Donors: Flowers for donors, $50 and less are considered a business expense with the approval of a VP, Dean, Director, or depart Head with budgetary authority.