Question:

Please explain what method your organization uses to manage non-frequent payments.

For Travel, the Controller or CEO has a card on file to assist with employees who may only travel once for training when they first start and then never again. For purchasing, onetime vendors are often paid with P-Card depending on the amount and supplier. Certain suppliers must be paid via check even if they are onetime payments.

The Accounts Payable department serves a vital support function to the University of West Florida’s Controller's Office and is tasked with the payment of invoices to the University’s vendors, which includes, but is not limited to, payments for goods and services to the University, reimbursements to UWF staff and students, establish temporary change funds, payment of stipends, processing international wire transfers, and payments to other Florida state agencies.

Non-Frequent Payments are supported with our Purchasing Card or A/P check payment for issued Purchase Orders

It could be put on a P-Card or ghost card, or check.

We use a non-PO process, pcards, T&E cards, meeting cards with the right approvals

Regular C-Card/P-Card, or processed through AP to be paid by check or ACH.

N/A

Payment approval form and a manual check.

AP can cut a check if the department ads the vendor as a supplier but if it is truly a one time or rare payment, it is often paid with a department pcard.

We setup one time suppliers and issue electronic payment.
Else, we direct a corporate card to be used depending on the type of expense which needs to be paid.

Our organization typically utilizes a department Purchasing Card for infrequent payments.

Register as a supplier and paid by ACH or check.

PO creation; AP cuts checks

AP will process a payment with a check or ACH.

Routine P-Card payment

Visa Commercial Pay virtual cards

AP cuts a cheque, or one-time payments get paid through p-cards

Most employees have corporate issued cards that we try to utilize. If it can't be paid on a card, AP will pay via ACH or check if needed.

Check requests set to AP for a check or ACH payment as well as PCards

Our organization uses our pCard or A/P cuts a check/EFT.

We use a Pcard or AP check.

PCards; outsourced third party service providers.

For Per Diem or reimbursements, we use direct deposit.

We have the user just use their p-card

We have over 1,075 traditional cards controlled by MCCs and six levels of spend. Our third party PCard reconciliation software provides a wide range of flexibility and accountability for monitoring and spend. If a cardholder experiences a decline, we have a process set up to temporarily assign a specific MCC for a specific period of time. Our cardholders may also use their cards to make purchases on behalf of non-cardholders (cards may not be shared).

We are revising our travel policy and are exploring the use of individual virtual cards in the amount of authorized travel expenses that can be sent to the traveling employee’s mobile wallet. We are looking at getting this type of program in place once we complete our SAP HANA S4/Ariba upgrade (2026).

We are slowly phasing out checks almost completely through the use of SUAs, traditional, supplier cards and AHC. We are currently at 80% non-check vendors. Unfortunately, there are many utility vendors out there that only accept checks from commercial customers. Some telecom companies require a separate check for each account.

PCards are also used, especially to avoid adding the merchant to a vendor list.

Central travel card, department procard, reimbursement to the traveler for expenses paid out of pocket

Depending the amount and the merchant we use different options. P-Card/Virtual Card, one time payment from AP, or out-of-pocket reimbursement.

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Depending on what is being purchased and the amount, we may use our pro-card (We use a One card solution), or we may cut a check.

A/P cuts a check, they still will not allow payments on p-card or virtual card

ACH is the preferred method of payment.

PCards have restrictions and some things we want to track via POs in our system.