Accounts Payable

Policies and Procedures

Payment to vendors when goods were not initially requested by purchase order should be submitted in Ariba for processing. All requests should be submitted with supporting documentation for the payment amount. The request will automatically route to the authorized approvers and to Accounts Payable for payment.

Please make Accounts Payable aware of foreign vendors, who request payment in foreign currency. These payments will need to be processed via wire. Your department will be charged the appropriate U.S. dollars necessary to perform this transaction.

IRS Form W-9 must be submitted by all domestic payees to provide NSU with their Taxpayer Identification Number and tax classification. IRS Form W-8Ben or W-8Ben-E must be submitted by foreign entities to confirm their status. Foreign payees receiving payment for working on United States soil must complete IRS Form 8233 to claim an exemption from US Income Tax.

Expenditures incurred by NSU employees will be reimbursed by Accounts Payable when submitted in Ariba with the required backup supporting the expense. The request will automatically route to the authorized approvers and to Accounts Payable for payment.

Independent Contractors are usually individuals who work in an independent trade, business, or profession, in which they offer their services to the public, and generally are not employees. Whether such individuals are employees or independent contractors depends on the facts in case.

The IRS general rule is that an individual is an independent contractor if you, the person for whom the services are performed, have the right to control or direct only the result of the work and not the means.

The Independent Contractor Agreement Form with the appropriate Form W-8 or Form W- 9 must be completed, and signed before attaching in Ariba for payment.

NSU submits Form 1099 for all independent contractors who have a filing status of Individual/Sole Proprietor or Partnership and compensation for the previous calendar year that exceeds $599.

Foreign payments may be subject to 30% withholding.

When determined to be necessary, a petty cash account may be established. Refer to Petty Cash Procedures (PDF) for details on the process on how to open, replenish or close a petty cash account.

Most University acquisitions are initiated with a purchase order. Purchase orders are submitted in Ariba and routed through the Office of Procurement Management. The request will automatically route to the authorized approvers.

After goods are received, Ariba must be updated accordingly. Accounts Payable will process invoices for purchase orders routed through Ariba when goods are received and accepted in Ariba.

Refer to procurement policies and procedures at http://www.nova.edu/procurement/policies.html.

NSU is recognized as exempt under section 501 (c) (3) of the Internal Revenue Code. Accordingly, the University has received exempt status from sales and use tax in a number of States. Please refer to the state sales tax exemption to determine if NSU is exempt.

The full text of NSU's Travel Policy and Procedures can be viewed in the Human Resources Website.

Accounts Payables complies with state filings for unclaimed property (sometimes referred to as abandoned property). Unclaimed Property is any financial asset that has been abandoned by the owner for one or more years. Common forms of unclaimed property include uncashed checks, and refunds due.