| 1. Does AP issue checks
for all reimbursements? |
| a.
Employee reimbursement requests below $50.00 should be submitted
in person (with photo ID) to the petty cash window near the
cashier's office, located at 65 5th Ave. ground floor. All reimbursement
requests for employees must be submitted on our Employee
Advance & Reconciliation Form [PDF]. |
| 2. Will AP reimburse me
for all of my business expenses? |
a.
Employees will only be reimbursed for legitimate business expenses
after obtaining the appropriate authorized approvals.
b. At
no time will employees be reimbursed for non-university expenses.
c. Taxes
will not be reimbursed on expense forms for any individual item
that exceeds $100.00. These items should be purchased using
university approved methods such as the Purchase Order System
or the Purchasing Card Solution. |
| 3. What if I have submitted
an approved invoice to Accounts Payable and the vendor claims
that they have not received the check? |
a.
Check your budget in Banner to see if the invoice was processed
in Accounts Payable.
b. If
it has been processed, allow 5 business days from the posting date for
check to be sent out. If it is not posted, or the 5 day period
has elapsed, please contact the appropriate Accounts Payable
Associate with all pertinent information such as vendor/payee
name, invoice number, dollar amount, contact person and
phone number. |
| 4. Do Accounts Payable
Staff handle payroll checks or Student Stipend checks? |
| a. No.
Payroll
issues both payroll and student stipend checks. |
| 5. What do I do if I submitted
an invoice with the wrong FOAP numbers? |
a.
Check the Banner system to see if the invoice has been processed
as submitted. If it was put through the system and the transaction
date on the General Ledger is more than 4 days old you must
process
a re-class [Excel].
If it is less than 4 days old go to step b.
b. If
the invoice in question has been submitted to Accounts Payable,
but not paid, contact the appropriate Accounts Payable Associate
so that the coding can be corrected prior to a check being issued.
|
| 6. Where
can I pick up the Request for Independent Services Form? |
| a.
This triplicate form can be obtained in the mail room at 55
W. 13th Street. |
| 7. Can Accounts Payable
make ACH or Wire transfer payments? |
| a.
Yes. Accounts Payable can make these types of payments, however,
the cost of international wires will be billed back to the requesting
department. |
| 8. Does Accounts Payable
handle hotel reservations and car rental? |
| a.
No. Please consult the university
Travel Web site. |
| 9. Does Accounts Payable
Purchase Office Supplies? |
| a.
No. Office supply procurement is handled by Purchasing.
|
| 10. My Department wants
to hire an Independent Contractor to perform services for the
university. Can the department hire the contractor and submit
and invoice upon completion of the work? |
|
a. No. The
IRS views all persons providing services to a company as employees
unless proven otherwise. Incorrectly classifying persons as
Independent Contractors is a liability for the university.
As a result, an individual's status as an "Independent Contractor"
must be approved by the Office of Accounts Payable prior to
the start of work. The determination will be based on the
objective facts in each case.
>Worker Status Questionnaire
Process
b. If
however, the person is performing one of the predefined services,
as listed on the Request
for Independent Services Form, (Guest Lecturer, Substitute
Teacher, Panelist, Performer, Critic, Judge), no Accounts
Payable pre-authorization is required.
c.
Additionally, licensed individuals providing medical,
legal,
or architectural
services to the university do not need pre-approval by Accounts
Payable for Independent Contractor status.
|
