Payment Processing FAQ - Topic Directory:
Click here for PantherExpress System (formerly PantherBuy) FAQs
Are Social Security Numbers (SSN) or tax payer identification numbers (TIN) required
on payment requests (Disbursements, Travel & Business, etc.)?
Yes, a SSN is required on all payment requests submitted to Payment Processing. The
SSN is required by the Internal Revenue Service (IRS) for tax reporting purposes
IRS Publication 1281, A Guide to Backup Withholding on Missing and Incorrect Names/TINs
states that the University must withhold 28% of certain taxable payments if the payee
fails to furnish a correct SSN or taxpayer identification number (TIN).
Can I see payment information in PRISM?
Yes, provided that you have GL access to PRISM. Follow the steps below to verify
if a payment has been made.
1 – Log into PRISM GL
2 – Select Inquiry
3 – Select Account
4 - Enter Accounting Periods From and To (e.g. JUL-05 to JUL-05)
5 - Enter Account
6 - Click the Show Balances button
7 - Select the desired line
8 - Click the Journal Details button
9 - Select the desired Payables batch line
10 - Click the Drill Down button to view invoicing information
11 - Click Show Transaction
12 - Click Overview to view invoicing and payment information
Payments to Foreign Nationals
View this page for FAQs and details regarding payments to foreign nationals.
View this page for FAQs and details regarding P-Cards.
What are the maximum per-diem allowances for travel outside of the US?
Foreign per diem rates are established monthly by the Office of Allowances as maximum
U.S. dollar rates for reimbursement of government civilians traveling on official
business in foreign areas. View the U.S. Department of State's per diem rate website
for up-to-date rates.
Am I restricted in selecting suppliers?
University Policy 05-02-15 requires the use of University-wide contracted suppliers,
when available, for the product being purchased. Also, consider using the PantherExpress System (formerly PantherBuy) since it is the fastest and easiest way to purchase from and pay Universitywide contracted suppliers.
Are the companies listed in PRISM considered University contracted suppliers?
Not all suppliers listed in PRISM are considered University contracted suppliers. These suppliers were selected through a rigorous evaluation process and consultation with University product advisory groups. These suppliers offer competitive pricing, high quality products, and outstanding customer service. Non-contracted suppliers listed in PRISM are considered approved for use with the exception of goods/services offered by the University’s contracted suppliers.
In order to simplify payment for travel and business expenses, improve clarity, and
address recent changes in the travel industry, Policy 05-07-01, Travel and Business
Expense, and Policy 05-02-12, Procurement Card, have been revised. Compliance with
these policies is important in controlling the University’s expenses and in complying
with Internal Revenue Service and other federal and state regulations.
Are Travel & Business Expense Reimbursements Deposited Directly?
Effective August 11, 2008, Travel and Business Expense (T&B) reimbursements will
be directly deposited for those University employees currently enrolled in Payroll
direct deposit. Direct deposit service is a great convenience for travelers, much
less costly for the University to process, and better for the environment (42,000
fewer paper checks to print each year.
Reimbursements will be automatically deposited to the same employee bank account
used for Payroll direct deposit. The T&B direct deposit will occur once each week
on Friday for properly-approved and supported T&Bs.
When the University successfully transmits the deposit to the bank, the employee
will receive an automated e-mail deposit advice including a transaction date. Please
do not respond to the e-mail. Instead, please use the Payment web inquiry if you
The e-mail will be sent to the employee’s University @pitt.edu address. The University
e-mail address is used for all official correspondence through electronic mail. If
an employee is currently receiving e-mail at a different address, the mail must be
forwarded to the @pitt.edu address. View instructions for forwarding e-mail for further
Although most University employees have already established Payroll direct deposit,
please encourage any who are not enrolled to do so as to reduce any delays in processing
their T&B reimbursements. View or download the enrollment form.
Which ID (employee ID or SS) is to be Used on Expense Reports?
Effective October 10, 2011, when an employee is seeking reimbursement on a Travel and Business Expense Report (T&B), please use the employee number in lieu of the social security number. This only applies to main campus employees, and does not apply to regional campuses.
If your department is not submitting expense reports online, please contact Becky
Marcej at firstname.lastname@example.org to set up training. All departments should be using the
online system to pay expense reports for employees.
Note: When submitting an expense report for anyone other than and employee, a social
security number is required.