Frequently Asked Questions

Can I pick up a check?

How can I get a copy of a paid invoice or other document that was submitted to Accounts Payable?

Where can I get answers to my Banner related questions?

Who is the approver for my DP-EZ / DPI

Is it possible to make corrections to a completed zero dollar DP-EZ?

When approving documents in FOAUAPP, how do I get to DP-EZ detail in Banner?

Can a check be sent by express mail?

How do I view the documents associated with my Accounts Payable payment?

Can I pick up a check?
Picking up checks at the Accounts Payable office is generally not permitted as this is a violation of policy and internal controls established by the University. Policy requires that Accounts Payable mail all disbursements directly to the payee's home or business address. On occasion, however, it may be necessary to deliver the check in person and/or include items which can not be attached to the original payment request. Under limited circumstances, a check may be "Picked up" by the department initiating payment.  Outside vendors are not allowed to pick up checks.  

There are two steps in picking up a check: first, the invoice must be flagged in Banner for special handling, second, permission must be granted by Accounts Payable.

To flag a payment initiated on a DP-EZ for pick up, choose “Hold check for pick up” in the Special Handling field of the DP-EZ. If the check is being printed for a UNM employee who has direct deposit as indicated by a ”Y” in the Direct Deposit Status box, also check the box by Override Direct Deposit, Issue check. For an invoice to be submitted to Accounts Payable write “Hold check for pick up” on the invoice. If the vendor is directly submitting the invoice notify Accounts Payable by phone (277-2014) or E-mail

To obtain permission send an E-mail to (acctspay@unm.edu). Include: either the “I” number from the DP-EZ or the PO number, the name of the payee, the amount of the payment and a brief reason for picking up the check.

You will receive a reply to your E-mail. If approved, we will call you when your check is ready. ID will be required.

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How can I get a copy of a paid invoice or other document that was submitted to Accounts Payable?
All documents paid through Accounts Payable are available for viewing through Banner using Web Xtender. For information on how to access Web Xtender, click here. We strive to have documents scanned into Web Xtender within 48 hours of receiving the paper copy in Accounts Payable. However, when receiving large volumes of documents, it may take up to a week before your document is available for viewing online.

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Where can I get answers to my Banner related questions?
For assistance with Banner related issues, visit the UNM Fast-Info Knowledge Base to see if your question has already been asked and answered.  You can search the database to see if a similar question has already been posted.  

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Who is the approver for my DP-EZ / DPI?
The Financial Services Division office responsible for approving your DPEZ/DPI varies based on the Accounting String being charged. To determine where to send your document, you should look at the Fund in the FOPA string on your DPI. By looking at the first two digits of the Fund, you can determine which Financial Services Division office will approve your document.

Funds 1R, 2R, 4R-7R Contracts & Grants, Main (277-4721)
Funds 1U, 2U, 1A, 4U-7U, 2E-7E      Unrestricted Accounting, Main (277-2018)
Funds 3U, 3R Health Sciences Center (272-6264)

For example, if the Fund for your Index is 3U0223, the 3U determines that the Health Sciences Center Controllers Office will be approving your DPEZ/DPI.

If you have a question about the approval status of a DPI, please contact the appropriate Central Accounting office assigned to your Fund.

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Is it possible to make corrections to a completed zero dollar DP-EZ?
The original completed zero dollar DP-EZ cannot be modified. However, you can request that the DP-EZ be deleted which will allow you to create a new zero dollar DP-EZ to reconcile your P-Card airfare purchase or travel advance. Requests to delete completed zero dollar DP-EZs should be emailed to Marty Desautels or Peggy Sedillo

Requests will only be accepted via email to one of these addresses
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Can a check be sent by express mail?
Yes, AP will send checks for next business day delivery via UPS and allocate the charges to your department. To have a check sent express mail send an E-mail to Accounts Payable
instructing AP to express mail the payment and providing the index and account to charge. When using a DP-EZ you must choose “Hold check for pick-up” in the Special Handling field. If you are submitting an invoice to AP mark “Express Mail” on the invoice. Payments not flagged for special payment are automatically sent regular mail.

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How do I view the documents associated with my Accounts Payable payment?
The documents associated with this transaction will be scanned and viewable online in Banner within 48 hours. To view these documents:

  • Logon to Banner (you must have security to access Banner).
  • From the General Menu screen, type FOIDOCH (enter) in the Go To Box. This takes you to the Document History Form.
  • In the "Doc Type" field type CHK then (tab) to the next field.
  • In the "Doc Code" field:
      If paid by check:
        • type the seven digit check number starting with 3; for example:  3123456
      If paid by direct deposit:
    • type the seven-digit direct deposit number starting with an exclamation point; for example !123456.
      • This number can be found on the Direct Deposit Advice e-mailed to you from apay@unm.edu
    • From the toolbar select the Next Block icon (or Ctrl + Page Down). Highlight the Invoice Number in the Invoice Block by mouse-clicking on the Invoice Number. From the toolbar select the XS Icon (to the left of the XS icon with the red arrow). This launches WebXtender. Double click on the Banner Invoice number. This opens the scanned documents. To print the scanned image page-by-page, click the printer icon on the toolbar. To print the entire document, close the window with the scanned documents.
      • Launch WebXtender by clicking on the XS Icon on the Toolbar.
      • Click in the checkbox to the left of the Document ID field.  The box should now have a check mark.
      • Select "Options/Print Selected Items" on the Toolbar.
      • Select "No" in the AppXtender Web Access pop up box asking "Would you like to view print log?



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