AP Check Outsourcing FAQ

Currently, Accounts Payable prints checks and prepares them for mailing on Tuesdays and Thursdays. Under the new model, our bank provider, Wells Fargo, will print and mail our checks beginning July 1, 2025.

This change reduces the potential for service outages related to inclement weather, staffing availability, or supply chain issues, and improves business continuity. This change will also provide significant savings to the University from eliminating costs associated with the printing and distribution of checks.

No. There is no reduction in staff as a result of this change.

Our checks will be printed by Wells Fargo. Wells Fargo is an FDIC-insured financial institution.

The change will take effect on July 1, 2025.

No. Payroll checks are issued from a different bank account. There are no changes to payroll-issued checks at this time.

The procedure for submitting payment requests will remain unchanged. Accounts Payable (AP) will continue to create a voucher and once successfully budget checked, the voucher will be batch-processed for the next paycycle. If the payment method for the supplier is a check, a check will be generated in the next check paycycle. Check paycycles will continue to be processed on Monday and Wednesday afternoons with checks printed on Tuesday and Thursday mornings. The sole difference with the new process is that Wells Fargo will be responsible for the printing and mailing of checks instead of the Accounts Payable.

The process for resolving issues with printed checks will remain unchanged. When issues are identified, Accounts Payable (AP) should be notified via email at actpay@uga.edu or a ticket may be submitted through the Onesource Service Desk at onesource@uga.edu. When necessary, a cancel and reissue will be processed to cancel the original check and issue a corrected one. There is still a standard 14 day period before a new check will be issued for any lost checks. The sole difference is that a discrepant check will be mailed as we will not have access to pull the check as we do currently.

The State of Georgia’s preferred method of payment for all disbursements is ACH (Automated Clearing House). Accounts Payable can update a supplier’s payment method. If your unit works with a supplier that is not set up for ACH payments, please encourage them to reach out to Accounts Payable at actpay@uga.edu.

The process for submitting invoices and/or payment requests remains unchanged for departments. Please direct any Accounts Payable-related inquiries to actpay@uga.edu or to the Onesource Service Desk at onesource@uga.edu. The only difference in the payment process is that physical checks will be printed and mailed out from Wells Fargo instead of the Accounts Payable office.

No, additional training will not be needed to facilitate this change. The Accounts Payable team is here to support your team and answer any questions you may have.

This change will create substantial cost savings for the university.

This change will reduce our need to keep and maintain specialized equipment and supplies for printing and mailing checks. The time savings will allow employees in Accounts Payable to focus on other value-added tasks for the university.

Questions regarding student account refunds can be directed to Student Accounts at https://busfin.uga.edu/bursar/contact_sas/ or via phone at 706-542-2965.