FINANCE DEPARTMENT

ACCOUNTS PAYABLE

When are W-9 forms necessary?: A W-9 is required when payments are made to individuals and unincorporated companies that have provided services. This provides us information for submitting our 1099s at year-end so that we are in compliance and can avoid penalties.
How do I put more money on my purchase order?: Fill out a 312 Requisition and forward the form to the Purchasing Department, 70 Goler House (RC Box278901).
How do I transfer charges between departments (since the University does not write checks to itself)?: A memo requesting the transfer along with a copy of the ledger or Impromptu report (with dates, transaction IDs, reference #s, descriptions, and amounts highlighted) should be sent to:

     Ledger 5 - Office of Research Accounting and Costing Standards
     Batch Reference of APD or APC - Accounts Payable, RC 278958 or fax 256-0923
     All others - General Accounting, RC 278958
What is the mileage reimbursement for travel and conferences?: Mileage is reimbursed at 48.5 cents per mile.
What is the turnaround time for a Request For Payment?: It takes, on average, 3-6 working days from the time an RFP is received at Accounts Payable until the payment is mailed. Refer to POLICIES - Request for Payment for more detailed information.
When should I use a T&C form versus the RFP form?: T&C forms should be used for employee food and travel reimbursement. An RFP is used for non-employee travel reimbursement, conferences, license registration, and other expenses not processed under a purchase order.
When should I use an RFP versus a purchase order?: RFPs are used for one-time purchases. Purchase orders are used for multiple purchases or purchases with the same vendor that recur over a period of time. One important exception to this rule is that consultants/independent contractors should always follow the Request For Services process (found at Forms Bank) even if it is for a single event/service.
What subcode do I use?: Please refer to:

POLICIES - Subsidiary Ledger Sub Code Listing

Accounts Payable cannot assign subcodes for departments.
Is it necessary to pick up a vendor check from Accounts Payable?: No. It is preferred that all checks be mailed directly to vendors from Accounts Payable.
What is the University's Employer/Tax ID number?: If you need the University's Employer/Tax ID number, which is used similarly to your personal social security number, please use Form W-9 and contact Financial Reporting.
What form do I use to make interdepartmental purchases?: Fill out a 312 Requisition and send it to the department you are ordering from.