PROCESSING

All vouchers received in the Accounts Payable Department will normally be paid within five business days of receipt.

SUBMITTING AN INVOICE OR REQUEST FOR REIMBURSEMENT

• The department must complete an Accounts Payable voucher.
• All data is to be printed and entered in the data blocks.
• Please do not write across the data blocks.
• Attach all appropriate documentation to the yellow copy of the voucher.
• All documents which should be mailed with check must be attached by paper clip to the front of the voucher with a note requesting they be sent with the check. (If documents to be sent will not fit in a standard size #10 envelope, please address appropriate size envelope and include with voucher)
• All vouchers must have appropriate approval.
• If a vendor is new or does not appear on the Vendor List, the department must complete a New Vendor form.
• When completed, both copies of the form must be attached to the Accounts Payable voucher.
• All completed forms are then sent ot Accounts Payable, Harkins Hall, Room 400.

Checks are mailed to payees.  Checks being held for pickup will be available in Harkins Hall, Room 401.

All vouchers not in compliance with the above or incomplete for any reason may be returned to the user for correction which may result in payment being delayed.

SPECIAL CHECKS

Requests for special checks will be approved only in extenuating or emergency situations.  Please plan in advance and ensure vouchers are completed and submitted in a timely manner.

WHEN TO ASK FOR TAXPAYER IDENTIFICATION NUMBER OR SOCIAL SECURITY NUMBER

IRS Regulations require payments for services or goods to non-corporate entities (i.e. individuals who are not performing services in a employer/employee relationship or partnerships) be reported to the individual or the entity and to the IRS on a form 1099 inclusive of the Taxpayer Identification # (social security # or federal identification # sometimes referred to as TIN, taxpayer identification).

Failure to comply could result in fines and penalties to the college.  For payees who fall into this category, please ensure you obtain their TIN # prior to making any payments to them.  Form W9s, (Request for Taxpayer Identification Number) are available in the Accounts Payable Department.  Please attach this form to the new vendor form you will need to complete.