Policies and Procedures
The Accounts Payable Department runs a check cycle on a weekly basis: typically on Wednesday by 2pm. Payments are also made electronically via ACH on Monday, Wednesday and Friday. Student Refund checks are run on Tuesday and Thursday. When the schedule is interrupted by a holiday, a special check run will be arranged for the next business day. Foreign disbursements are paid via Wire Transactions when requested. Wire transfers need to be approved by Requestor, Department Administrator and the Director of Procurement. Submit / Rush checks can also be produced as requested.
- Submit checks typically come at the request of the Purchasing Department. The request needs to be sent to Accounts Payable by 12pm for the check to be processed the same day as requested. Every request needs to be approved by the Manger of Purchasing and the Manager of Accounts Payable.
- Rush checks are produced as an exception to the regular scheduled pay cycles. A request for a rush checks needs to be approved by the Director of Procurement or the Manager of Accounts Payable. Once the request is approved, the check is created the same day as requested, or at the time agreed upon by all parties.
Refund checks that are due back to the University are sent to Accounts Payable. They are logged into a control sheet, research, coded and expedited for Finance for deposit weekly. Any checks that are held in Accounts Payable are locked in a secure location.
Stop Payment / Cancel Check / Void Check
Occasionally, checks may be lost, damaged or simply uncashed for a long period of time. The Accounts Payable Department will process a stop and reissue on a payment once the check has been researched and confirmed as open/outstanding with the bank. All stop payment requests need to be approved by the Accounts Payable Manager.
610.30 Electronic Disbursements
Wire request are payments that are made electronically to foreign vendors who will not accept payments via check. It is University policy that we do not wire to domestic banks. Department can complete and submit the Wire transfer request form through Maccabuy (Request for Payment form). Once the requisition has been approved by all parties in Maccabuy and reviewed by the Director of Procurement, Accounts Payable will send the wire request to Treasury Department for processing. Once the wire is processed by the Treasury Department, a confirmation and summary is sent to Accounts Payable for input into Maccabuy and Banner.
ACH payments are electronic payments that are made only to domestic vendors based on the payment instructions on the invoice. These payments typically take 1-2 days to be received by the vendor’s bank. Employees and Students can also enroll in our ACH program.
Click here for the ACH enrollment form.
610.40 Travel & Business Expense Reimbursement
University faculty, staff and students routinely incur business and travel expense on behalf of the University. In order to provide these reimbursements, the University requires employees/students to complete and submit an approved Travel and Business Expense Reimbursement Form that documents the business purpose of the expense incurred and confirms the expense is within University guidelines.
Accounts Payable reviews the Employee/Student Travel and Business expense reimbursement request for proper documentation, receipts and departmental approval.
The travel policy & procedures document is available for download on Inside Track.
The travel & business expense reimbursement form is available for download on Inside Track.
610 .50 Banner Direct Pay Request
This form can only be used for payments that cannot be submitted through SciQuest (Maccabuy). This is a special payment request form that does not fall under the category of a Purchase Order. If this is a new vendor, please provide a completed & signed copy of the most current IRS version of forms W9 or W8BEN.
610.60 Purchase Orders
Vendors are required to insert a valid Purchase Order Number on every invoice. Failure to do so will result in delay of payment.
610.70 Exemption from Sales Tax
The University is exempt from paying sales taxes which may appear on invoices. If needed, current Tax Exempt Form will be provided.
Revision History: May 18, 2016