Business Services
Accounts Payable
Managing Accounts Payable at St. Cloud State University
At St. Cloud State University, the Accounts Payable department ensures smooth and efficient processing of payments to vendors and service providers. This section provides key information on payment procedures, handling lost checks, and accessing vendor resources to support timely and accurate financial transactions for both internal and external stakeholders.
Vendor Registration and Supplier Portal Information
Local Pick-up of Items
If items are not checked in through Central Receiving (e.g., local pick-ups, salesman deliveries), call Receiving at 308-4713 to release the purchase order's receiving report to Accounts Payable. This notification is required for Accounts Payable to process the payment.
Lost or Destroyed Warrants and Checks
The state policy on lost or destroyed warrants can be complex. If a vendor contacts you regarding a possible lost or destroyed warrant, reach out to an Accounts Payable representative in Business Services at accountspayable@stcloudstate.edu or (320) 308-4788.
Provide the information to track the payment:
- Transaction number (if known)
- PO# (if applicable)
- Invoice number
- Vendor number
- Cost center
- Dollar amount
- Name and phone number of vendor contact
Allow enough time for the payment process to be completed (vendor posting, bank clearing); thirty days is recommended.
If a warrant has been issued and a copy of the redeemed warrant is needed, MMB requires approximately two weeks to fax the copy.
If the payment was processed via EFT (electronic funds transfer), the EFT number will allow the vendor to verify deposit details with their bank. Contact Accounts Payable for this information.
Links
Minnesota Management and Budget Policy 802-03
Special Handling Requests/Pull Warrants
The Department of Finance requires vendors be paid via EFT (electronic funds transfer) instead of state warrants. If the vendor is an EFT vendor, there will be no paper warrant to attach any documentation. Additionally, it is not possible to change the routing of the EFT to redirect the mailing.
As a result, special handling requests and pull warrants are typically not available.
Tech ID Numbers
Tech ID numbers are used solely for students and employees to receive reimbursements from local accounts. The remit-to address defaults to the local address. If no local address is on file, the remit-to address will default to the permanent address.
Vendor Resources
New or prospective vendors should visit the Vendor Registration link on the SWIFT Vendor Resources web page to register. Minnesota Management & Budget will assign a vendor number to new vendors, and this information is updated daily in the St. Cloud State University systems.
Vendors can interact with the state through the Supplier Portal, which can be accessed via the SWIFT Vendor Resources web page. The Supplier Portal allows vendors to log in and view payment details, as well as update their address and contact information. Existing vendors can request a User ID to log in to the Supplier Portal by clicking the "Create a New User ID" link. When vendor registration or a new User ID request is approved, a confirmation email will be sent to the address entered during registration or creation.
The process and forms for foreign vendors may differ. For any new foreign vendors, or vendors unable to register online, please contact Purchasing at (320) 308-6463 for assistance.
Vendor Questions, Invoices, and Statements
The Accounts Payable Department staff are responsible for payments on invoices to vendors and reconciling vendor payments. Vendor questions, invoices and statements should be emailed to accountspayable@stcloudstate.edu.