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Accounts
Payable
Policies
& Procedures
The Accounts Payable area of the
Office of Financial Affairs is
responsible for processing disbursements of the University, with
the exception of employee compensation. The function of this area
is to ensure that University policies and procedures are followed
for the purchase of goods and services and the reimbursement of
employee expenses. The Office of Financial Affairs works in conjunction
with the Purchasing Department and the Travel Office to ensure the
policies established by them are adhered to. Please review their
policy handbooks for specific guidelines. The policies and
procedures established by the Office of Financial Affairs for the
processing of Request for Funds and invoices are outlined below.
I. Request
for funds
A. Transactions
not requiring a purchase order should be sent to the Office of
Financial Affairs/Accounts Payable along with a Request for
Funds (RFF) Form . These include such purchases as:
*
Purchases not exceeding $500.00
* Reimbursements of expenses for seminars,
conventions,
mileage, University business, etc.
* Membership dues, subscriptions, books, registrations
* Honorariums, awards
* Job placement, Advertising (see note below)
* Purchase of flowers, food, or gifts for special events
* Credit card payments
* Professional Services
Note: Advertising expenditures for Academic areas must be approved by the Executive Vice President.
B. All Request for Funds must include the following:
* Date of Request
* Vendor name (If individual, check box for employee,
student
or parent of SJU student)
* Vendor Address
* Proper budget number (i.e. postage should be charged
to 7105)
* Budget number with sufficient funds
* Explanation of expense, as well as, receipts and
invoices
* Signature of the authorized budget administrator
* Signature of supervisor for employee reimbursements
over $100.00
* Notation as to whether a check or cash is needed. If a
check
is needed, designate whether it will be called for
(picked up at the
Office of
Financial Affairs) or should
be mailed.
C. Other
considerations for Request for Funds:
*Vendors performing service to the University (ie. referees, speakers, performers, honorariums, etc.) are considered independent contractors. In order for their income to be reported to the Internal Revenue Service, an address and social security number is required on the Request for Funds form.
*The University is exempt from sales tax in Pennsylvania and other states. When sales tax is charged on an invoice, please deduct it and request a Pennsylvania Exemption Certificate from the Accounts Payable Department.
*No payments will be made from a statement.
*Manual checks are for emergency use only. All manuals must receive the approval of the Controller before being issued.
*Stop payments will be placed if a check does not reach its destination. A check will not be reissued until the Office
of Financial Affairs has received official notification from the bank that the check has not been cashed.
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II. Non
Sufficient Funds
In order for a Request for Funds to be processed, a department
must have sufficient funds in the budget line(s) being charged. If
there are non-sufficient funds in the budget line the department
will be notified by e-mail to process a budget adjustment to cover
the overdraft. Once the non-sufficient funds condition has been
corrected the transaction will be completed. (Please see the
Office of Financial Affairs Non Sufficient Funds Policy
for
further information).
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III. Travel/Entertainment Reimbursement:
A. The University Travel Policy sets forth the procedures for
University related travel and reimbursement for travel expenses.
Individuals will be reimbursed for all ordinary and necessary
expenditures incurred on behalf of or during the course of
conducting University business. Expenses should be within
reasonable limits and commensurate with the nature of the
University assignment and capacity in which the employee
represents the University.
B. The Accounts Payable area will review all travel
reimbursements to ensure they adhere to the University Travel
Policy.
*A Travel Expense Report and receipts for travel must be received within seven days of travel completion.
* If a cash advance was given for travel the Resolution of Travel Advance or Other Advance form
must be returned with the expense report along with any unused funds. The Resolution of Travel Advance or Other Advance form will be given to an employee at the time of the advance.
A cash advance will not be granted until there has been full settlement with the University for any earlier advance.
*Prior to submitting a travel advance reconciliation to the Office
of Financial Affairs, a department should verify that funds are available in the budget lines to which the travel advance charge will be distributed.
*University credit cards are to be used for travel and entertainment for University business only. An employee must pay the credit card company directly and submit a request for funds and travel expense
report (if applicable) to Accounts Payable area for reimbursement.
C. Saint Joseph’s University will reimburse its faculty and staff for the approved use of their personal
automobile on official University business that is properly authorized, reasonable and appropriately
documented. The University will reimburse employees at the current rate as approved by the Internal Revenue
Service for those miles incurred on an individual’s personal vehicle while conducting University business,
whether it be local or out-of-town. Reimbursement on a per mile rate is intended to cover all costs of operating
the travelers personal automobile including gasoline, oil, insurance, repairs,
etc. (exclusive of tolls and parking).
Mileage Reimbursement Rate:
Please refer to the TRAVEL OFFICE website for the current mileage rate.
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IV. Payment of an invoice from a Purchase Order:
A. Upon the receipt and inspection of goods, the budget administrator must sign the blue acknowledgement copy of the purchase order and return it with the yellow copy of the purchase requisition to the Purchasing Department. This blue copy will be forwarded to the
Office of Financial Affairs. When the Accounts Payable Clerk receives an invoice to be paid from a purchase order, she will pay the invoice based on the authorization received from the blue copy. In the case of a blanket purchase order, please forward the signed invoice directly to the Accounts Payable clerk. For further information on purchase order payments, please refer to the Purchasing Policy and Procedures Manual.
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V. Rejection of a Request for Funds:
B. If any of the policies and procedures established by the
Office of Financial Affairs are not followed the Request for Funds will not be approved. The department whose request has been denied will be notified of the reason by e-mail or
telephone. If a response and correction is not received by Thursday, the Request for Funds will be returned to the requesting department with a
Memo from the Treasurer's
Office/Accounts Payable and Budgets form. This Memo details the reason the Request for Funds is being returned.
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VI. Disbursement Policy:
*Checks are cut on Tuesday and Thursday. Changes to this schedule may be in effect during holidays and summer months. All Request for Funds must be received by 12 noon on Monday for disbursement on Tuesday and by noon on Wednesday for disbursement on Thursday. Checks can be picked up from 11:00AM-12:00PM and 3:00-4:00 PM every day. Call for checks should be picked up at the front counter of the Treasurer's Office.
*Cash requests are limited to $50.00. Follow same schedule as check disbursement.
*Checks will not be sent through Campus Mail.
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