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Accounts Payable News

Holiday schedule for F3 Employee Expense Report Reimbursements


There will not be a reimbursement run on Friday 11/29/2019 due to the University holiday.  Reimbursements will be processed on Friday 11/22/2019, with the next reimbursement run on Friday 12/6/2019. To receive reimbursement before the Thanksgiving holiday, F3 expense reports must be received by Accounts Payable by the end of the day on Tuesday 11/19/2019 to be processed on Friday 11/22/2019.  Expense reports that Accounts Payable receives between 11/20/19 and 12/03/19 will be processed on Friday 12/06/19.


The reimbursement run during Christmas is not effected by the University holiday on 12/25/19.  F3 Expense reports received between 12/17/19 and 12/24/19 will process on Friday 12/27/19.

Business Expense and Travel Reimbursement Policy Update

The Travel and Conference Policy has been significantly overhauled. The new policy, now called the Business Expense and Travel Reimbursement Policy, will take effect on October 1, 2019. In-person training sessions to learn about the updates are available for individuals seeking reimbursement, preparers of expense reports, and approvers. Please visit our Reimbursements > Training site for information about how to sign up for a training session.

Supplier Invoice Request/F4 Payment Request Acceptable Use List Update

The Acceptable Use list on the Accounts Payable Forms page has been updated for a few additional items, clarifications and recommended spend categories for most of the activities listed.  It has been renamed to reflect that this guidance is applicable to both paper F4 forms as well as the new P2P Supplier Invoice Requests for those departments that are now live with P2P.

2020 Mileage Reimbursement Rate Update

The University is adjusting its mileage reimbursement rates to reflect the new IRS rates. Effective January 1, 2020 the standard mileage rate will be 57.5 cents per mile (.575). The 2019 mileage rate was 58 cents per mile (.58).

2019 Fiscal Year-End Finance Announcements

As the University’s fiscal year end approaches for June 30, 2019, there are special timing considerations and actions required on your part in order to ensure that all financial transactions are recorded properly and in the current fiscal year.

Payroll Reallocation Changes – Requests for payroll reallocation changes on Form 800 should be received no later than 4PM on Wednesday, June 19, 2019. Please send your materials to Laura Bardossi, Box 278893.

Payment Request (F4) and Student Expense Report for University Business (F34) – AP Cost Transfer Forms and corrections must be received in Accounts Payable no later than 4PM on Friday, June 21, 2019. Please send to Accounts Payable, RC Box 278958.

Employee Expense Reports (F3) – must be received in Accounts Payable no later than 4PM on Tuesday, June 25, 2019 for posting in FY19 June period. We are also planning to post the July 5, 2019 Travel and Expense payroll into June period as well but we can’t guarantee F3 forms received after June 25 will be included in the July 5 payroll. Please send to Accounts Payable, RC Box 278958.

All Grant related entries – need to be completed by 5pm on Friday, June 28 2019

All journal entry forms and 312 requisitions (non-purchasing) – must be received by central finance by 4PM on Monday, July 1, 2019

Preliminary reports available in the morning on Saturday, July 6, 2019

Final reports available in the morning on Thursday, July 11, 2019

NOTE: If you should have any questions or need further clarification:

  • Fiscal year end closing, please contact Jen Baker (5-8350) or Karen Sodoma (5-6452).
  • Request for Payments & Employee Expense Reports, please contact Marta Herman (5-7880).
  • Payroll Reallocations should be directed to Laura Bardossi (5-7027).