Pay in 30

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Payments within 30 Days

Best in class Finance operations pay their invoices and reimbursements within 30 days, if not sooner. This improves KU's ability to negotiate better terms with vendors and can increase employee satisfaction.

Impacts of Pay in 30 Changes

700
Modified per diem calculations eliminated for travel related to KUCR will save approximately $2,000 annually in productivity.
1,000
By processing Employee reimbursements for non-travel expenses in Concur there will be 1,000 fewer manual reviews for these payments in FY2025 resulting in $6,250 of productivity savings.
2,500+
With the implementation of Intelligent Document Recognition (IDR), our financial system will enter in 2,500 or more invoices in FY2025 automatically. This will save about $11,500 in annual productivity.
3,500
Invoices with prior purchase order approval will be auto approved in workflow and reviewed using audit software. This results in $3,000 in annual productivity savings

Why is it important to pay within 30 days?

There are many impacts of not making payments timely:

  • Vendors may increase our product or service costs to offset the delay
  • Late fees
  • Reputational damage with external vendors and internal stakeholders
  • Inaccurate internal budget calculations 

Key Findings on Payment Process Reviews

After reviewing our complex operations and analyzing the data around each step in the payment process, we discovered a number of concerns. 

  • Policies are complex and require too much documentation
  • Campus partners are not fully aware of all State/Federal requirements
  • Submissions have been lost in the past
  • Email submission process lacks accountability and transparency
  • Need to develop business processes to enable use of automation in systems

Major Changes within Pay in 30 Project

  1. Implemented Single Finance Service Portal for all finance requests
  2. Introduced submission forms to collect relevant information and reduce follow-ups
  3. Increased transparency for all submissions to finance
  4. Began processing Employee Non-Travel reimbursements in Concur
  5. Increased usage of Purchase Orders
  6. Eliminated or simplified existing forms used for documentation
  7. Created single per diem calculation for travel reimbursements across KU and KUCR
  8. Increased internal partnerships to reduce payment errors

Pay in 30 Project Team Members

Colette Gillespie, Jennifer Moulder, Judy Hamner, Tom Roderick, Mike Lewis, Nolan Haire, Chris Blackman, Katrina Yoakum, Gina Cregg, Karen Schaller, Erin Sommer, Deb Carter, Alina Edmondson, Stephanie Howser, Melissa Stewart, Aimee Losey, Tim Spencer, Jena Gunter, David Day, Jeff Day, Ben Lizak, Heather Blanck, Cindy Jacobson, Jason Hornberger, Mark Stringer, Ephrom Marks, Caitlin Day Wedel, Tanner Grubbs, Chris Campbell, Claire Bays, Amy Carlson, Jen Myers Hollwick, Rechelle Wustefeld, Chris Bell, Justin Goetting, Missy Somers, Jenni Stinnett, Ed Hudson, Brenda Barski, Matt Lawrence, Jessica Johnson Webb, Morgan Philippi, Dawn Kilburn, Genevieve Prescher, Jeff DeWitt, Keith Traylor, Craig Alexander, Cate Neeley, Ashley Lonnberg, Bridget Patti, and Alicia Reed

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