Payment Methods
Payment Methods
Commerce Bank Virtual Credit Card Payments
What Is It?
Commerce Bank’s Virtual Credit Card (VCC) is a secure, electronic payment method that replaces paper checks and ACH transfers. Vendors receive a one-time-use credit card number via email to process their payment.
How It Works
1. Vendor Enrollment – Vendor opts in for virtual card payments.
2. Payment Notification – Vendor receives an email with a unique card number, payment amount, and expiration date.
3. Virtual Card – The card is single-use and tied to the specific payment amount.
4. Processing– Vendor enters the card details into their credit card terminal or online gateway to receive funds.
Benefits Over Checks or ACH
Faster Payments– Funds are available within 24–48 hours.
Enhanced Security– Single-use card reduces fraud risk.
No Paper Checks – Eliminates mailing delays and manual deposits.
Improved Cash Flow– Quicker access to funds.
Simplified Reconciliation– Payment details included in the email.
Interested in Enrolling?
Contact KU Payables at payables@ku.edu to join the Virtual Credit Card program.
Commerce Bank’s Virtual Credit Card (VCC) is a secure, electronic payment method that replaces paper checks and ACH transfers. Vendors receive a one-time-use credit card number via email to process their payment.
How It Works
1. Vendor Enrollment – Vendor opts in for virtual card payments.
2. Payment Notification – Vendor receives an email with a unique card number, payment amount, and expiration date.
3. Virtual Card – The card is single-use and tied to the specific payment amount.
4. Processing– Vendor enters the card details into their credit card terminal or online gateway to receive funds.
Benefits Over Checks or ACH
Faster Payments– Funds are available within 24–48 hours.
Enhanced Security– Single-use card reduces fraud risk.
No Paper Checks – Eliminates mailing delays and manual deposits.
Improved Cash Flow– Quicker access to funds.
Simplified Reconciliation– Payment details included in the email.
Interested in Enrolling?
Contact KU Payables at payables@ku.edu to join the Virtual Credit Card program.
ACH
Why We Use ACH and Electronic Payments Instead of Checks
The University of Kansas is committed to improving efficiency, reducing risk, and saving costs in payment processing. Paper checks are increasingly vulnerable to fraud and create unnecessary delays and expenses. Here’s why ACH (Automated Clearing House) and other electronic payment methods are now the preferred choice:
Key Advantages of ACH/Electronic Payments
Cost Savings
- Eliminates printing, postage, and manual processing costs.
- More affordable than issuing paper checks.
Efficiency & Speed
- Payments typically clear within 2 business days.
- No need to mail checks or make in-person deposits.
Security
- Paper checks are the most common target for payment fraud.
- ACH transactions are encrypted and processed through a Nacha-regulated network, reducing risk of lost, stolen, or altered checks.
Convenience
- Ideal for recurring payments like rent, utilities, or supplier invoices.
- Reduces administrative work—no more chasing down late checks.
Better Cash Flow Management
- Predictable timing of deposits and withdrawals makes forecasting easier.
- Faster reconciliation since payments are electronic and automatically recorded.
Why This Matters
Check fraud has escalated in recent years due to advanced printing technology and “check washing” schemes. Electronic payments are faster, safer, and more cost-effective—helping us protect University dollars and streamline operations.
The University of Kansas is committed to improving efficiency, reducing risk, and saving costs in payment processing. Paper checks are increasingly vulnerable to fraud and create unnecessary delays and expenses. Here’s why ACH (Automated Clearing House) and other electronic payment methods are now the preferred choice:
Key Advantages of ACH/Electronic Payments
Cost Savings
- Eliminates printing, postage, and manual processing costs.
- More affordable than issuing paper checks.
Efficiency & Speed
- Payments typically clear within 2 business days.
- No need to mail checks or make in-person deposits.
Security
- Paper checks are the most common target for payment fraud.
- ACH transactions are encrypted and processed through a Nacha-regulated network, reducing risk of lost, stolen, or altered checks.
Convenience
- Ideal for recurring payments like rent, utilities, or supplier invoices.
- Reduces administrative work—no more chasing down late checks.
Better Cash Flow Management
- Predictable timing of deposits and withdrawals makes forecasting easier.
- Faster reconciliation since payments are electronic and automatically recorded.
Why This Matters
Check fraud has escalated in recent years due to advanced printing technology and “check washing” schemes. Electronic payments are faster, safer, and more cost-effective—helping us protect University dollars and streamline operations.
International Wire
International wire transfers are initiated by the Payables Department and processed through the State Treasurer’s Office for issuance. Payments can be made in U.S. dollars or a variety of foreign currencies, depending on the recipient’s requirements.
A $25.00 wire transfer fee will be charged to the department’s funding source in the month following the wire issuance.
For complete instructions and required forms, please visit the Wire Transactions section of Departmental Procedures at the link below.
A $25.00 wire transfer fee will be charged to the department’s funding source in the month following the wire issuance.
For complete instructions and required forms, please visit the Wire Transactions section of Departmental Procedures at the link below.
Paper Check
The University of Kansas no longer establishes suppliers—whether businesses or individuals—to receive paper checks. This change reflects our commitment to improving payment security, efficiency, and reliability.
We are actively encouraging all existing suppliers who currently receive check payments to transition to one of these preferred methods:
- Commerce Bank Virtual Credit Card
- Automated Clearing House (ACH) Electronic Payments
Why We’re Moving Away from Paper Checks
Paper checks present significant challenges, including:
- Fraud Risk – Checks can be intercepted or altered.
- Security Concerns – Sensitive information is exposed during mailing.
- Slow Delivery – Postal delays can impact timely payments.
- Returned or Lost Checks – Adds administrative burden and delays.
Why Virtual Credit Card and ACH Are Superior
- Faster Processing – Payments are delivered electronically, reducing wait times.
- Enhanced Security – Encrypted transactions minimize fraud risk.
- Cost Efficiency – Eliminates postage and handling costs.
- Better Tracking – Electronic payments provide clear audit trails.
To request ACH (direct deposit), please email payables@ku.edu.
We are actively encouraging all existing suppliers who currently receive check payments to transition to one of these preferred methods:
- Commerce Bank Virtual Credit Card
- Automated Clearing House (ACH) Electronic Payments
Why We’re Moving Away from Paper Checks
Paper checks present significant challenges, including:
- Fraud Risk – Checks can be intercepted or altered.
- Security Concerns – Sensitive information is exposed during mailing.
- Slow Delivery – Postal delays can impact timely payments.
- Returned or Lost Checks – Adds administrative burden and delays.
Why Virtual Credit Card and ACH Are Superior
- Faster Processing – Payments are delivered electronically, reducing wait times.
- Enhanced Security – Encrypted transactions minimize fraud risk.
- Cost Efficiency – Eliminates postage and handling costs.
- Better Tracking – Electronic payments provide clear audit trails.
To request ACH (direct deposit), please email payables@ku.edu.