Accounts Payable Guidelines

PAYMENT SCHEDULE:

We request that departments submit paperwork for accounts payable invoices, direct deposit vouchers, advances, and travel expenses daily, with the major portion submitted by Friday.  The deadline is noon on Tuesday.  Early submittal will ensure that all properly completed paperwork received by the deadline will have a check mailed on the following Friday.

** If a large number of invoices are turned in on Tuesday morning, Accounts Payable will determine which invoices will be processed that week with the remainder of the invoices held for payment until the following week.  If you are submitting invoices on Tuesday and you have a particular invoice that you need paid, please separate this invoice from the rest and attach a note.  Once again, departments are requested to submit paperwork daily.

BILLS & DIRECT PAYMENT VOUCHER REQUESTS:

To conserve paper, direct payment voucher requests are not necessary if you are paying an invoice from a specific company, to that same company.  Indicate the account number on the invoice, and have the department head sign for approval.

For all payments, documentation should be stapled to the back on the payment request.  Any information you would like sent with the check should be paper-clipped behind the payment voucher, including letters, envelopes, remittance slips, etc. 

**  If you are sending in an order form, subscription renewal, conference registration, etc., you will need to make a copy of the form, staple the copy to the request, and paper-clip behind the request all information you would like mailed with the check.  (We need to have a copy of all paperwork for audit purposes.)

Please remember that all payment requests need an account number and authorized signature approving the charge before it can be paid.

TRAVEL ADVANCES:

The deadline for submitting advances is Tuesday at noon.  If a properly completed advance is submitted by the deadline, the check will be ready on Friday.  All advances must have the employee’s signature as well as the department head’s signature.  The date of return from travel should also be indicated.

** Please remember that any amount advanced is to be repaid within two weeks upon return from travel.  Failure to repay an advance within this time period will forfeit the ability to receive future advances.  By requesting a travel advance, you are authorizing Concordia College to deduct any unpaid amounts from your paycheck.

To repay advances, complete a travel expense report listing all expenses and attach all receipts (receipts are needed for all expenses except mileage).  If you owe money from the advance, write the amount repaid on the form, and attach the payment.  Sign the form, have the chairperson of that budget sign the form, and send to accounts payable.  **Remember to indicate the advance given on the travel expense report.

TRAVEL EXPENSE REPORTS:

Attach receipts for all expenditures except mileage. 

Mileage - When using your own vehicle for travel, mileage is reimbursed at 33 cents per mile for travel on or after May 1, 2006. 

Hotels - We are required by the IRS to have itemized billings for all hotel charges.  If you did not receive an itemized billing from your hotel (listing room rate, tax, phone charges, meals, etc.) please contact them and have it faxed.

CONCORDIA POLICIES:

Concordia College does not reimburse for the following:

-          alcoholic beverages

-          movies purchased in hotel rooms

SPECIAL INSTRUCTIONS:

Please note any special instructions regarding paperwork in the box marked “Instructions to Accounts Payable”.  These instructions could include such things as holding the check to be picked up, routing the check to an employee instead of mailing it, etc.  If you have any questions regarding special instructions, please contact Accounts Payable.

CHARGING AND PURCHASING:

**  When charging items for the college, please print your name and department on the invoice before signing it.  This helps us to identify and distribute invoices received in the mail.

Please keep in mind that Concordia College is tax exempt.  (This exemption does not apply to purchases of prepared meals or lodging.)  If they require our tax ID numbers, they are as follows: 

            Minnesota – ES 20743

            North Dakota – E-5479

EMPLOYEE/STUDENT PRIZES, GIFTS, AND AWARDS:

Prizes, gifts, and awards, when given to employees or students, are generally subject to Federal Income, Social Security, and Medicare tax withholding.  Whenever an invoice or reimbursement receipt is submitted for payment, please include a list of the recipients as well as the amount each received.  For more information on these guidelines, please go to http://www4.cord.edu/payroll/FAQ/guidelines-for-employee-prizes.htm or contact Kim Walerius, Payroll Department, 299-3328.

STUDENT ACTIVITY ACCOUNTS:

For questions on Student Activity Accounts, including procedures, policies, documentation, account numbers, etc., please contact any of the following:

            The treasurer of the Student Activity Account

            The Student Business Office Treasurer – phone 299-4507 or   

            sasbo@cord.edu

            The Student Programming Department – located in Fjelstad or

            call 299-4267

If you are a newly appointed treasurer for a Student Activity Account, please contact Cherryl Braton in the Business Office at braton@cord.edu or 299-3330.

OTHER INFORMATION:

Payments to an individual or to a company that is not incorporated for services rendered (including faculty, staff and students) need to be paid directly from the Business Office.  This is for tax purposes – any reimbursement to you for a payment you make to an individual or to a company that is not incorporated is taxable to you, not the person you are paying.

Since some of these services may result in the transaction being processed through Payroll instead of Accounts Payable, please contact the office of Human Resources before engaging the individual. 

QUESTIONS:

Any questions you have regarding Accounts Payable may be directed to:

Julie Skogen

skogen@cord.edu

Phone (218) 299-3322

Fax (218) 299-4357

These guidelines are located on our website at http://www4.cord.edu/bus_office/apg.asp .