Frequently Asked Questions
Please find below frequently asked questions regarding payments to our vendors, people payments, and travel expenditures and guidelines. For more information, please visit our Functions of Accounts Payable information.
FAQ Payments to Vendors
Usually three days. First, the University Purchasing Office reviews for purchase needs, reasonable price and a qualified vendor. Second, Budget verifies funds availability. Third, Accounts Payable processes and cuts the check for payment to vendors.
To get a Departmental Code, contact the Purchasing Department at (954) 262-8841.
Avis, American Express, Chartwells, Enterprise Rent A Car, Federal Express, FPL, NSU Bookstore, Office Depot, Toshiba and Universal Travel.
Yes, if a foreign vendor wishes to be paid in foreign currency, Accounts Payable will perform this transaction through NSU's bank.
FAQ People Payments
A good rule of thumb is to submit a check request when you have approximately 50% of the petty cash's cash balance tied up in receipts.
Usually faculty and upper administration is entitled to moving expenses and coordinated with Human Resources.
No, when signing for the card, you acknowledge the card's usage, which negates personal use. Personal use will result in termination of the card.
The certificate can be presented to any merchant in the State who would otherwise tax the purchase you are making on behalf of NSU.
You can check in the Banner system (form FAIVNDH), or read your e-mail messages. An e-mail will be sent telling you how much was deposited into your CHECKING account.
You can hire an individual to set up a program for you and acknowledge this person as a consultant PROVIDED this person is given an overview of what you wish to obtain, and this person only follows up with you periodically to show you progress made BUT you cannot be instrumental in the person's results, methods, provide them working location, or equipment, or instruct them on what to do.
FAQ Travel Expenditures and Guidelines
As long as there is no additional cost to the University for these arrangements and it is approved by your supervisor, there is no problem.
Family members may join the traveler provided it will not result in additional expense to the University. If additional costs are incurred for room upgrades, etc. the traveler must reimburse the University and provide an explanation on the Travel Expense Report.
NSU adopts the mileage rate set by the IRS.
NSU will reimburse you up to the amount it would cost to fly you round-trip. The 21-day rule still applies. Therefore, contact the Travel Office to establish rate amount and attach the "mock" travel itinerary to your expense account.
All unused tickets must be returned to the Travel Office within ten days of completion of the travel.
It is NSU's policy to abide by the guidelines set force by the American Disability Act (ADA). Please mention your needs to the Travel Office when making travel arrangements.
I will be conducting a trip, which is being subsidized by the Federal government. Are there any stipulations associated with this that I should know about and should I mention this to the Travel Office when making my reservations?
Yes, you the traveler must inform the Travel Office of any travel that is to be paid for by the federal government. The Travel Office will go over any specifics with you.
Yes, by all means. There will be senior citizen discounts applied. Also, certain conference and hotels will also extend senior citizen discounts.
Yes, if claimed as part of the daily meal expense.
No, gas receipts are only reimbursable with rental car receipts. The mileage rate covers normal “wear and tear” of the vehicle and gasoline.
Per IRS guidelines, expenses paid or reimbursed without appropriate documentation will be treated as income to the individual and subject to employment taxes and W-2 reporting.
No. Examples of appropriate receipts/documentation requires written explanation of business purpose or, conference/itinerary or schedule of events; detailed hotel receipt, or cash register or credit card receipt showing itemized charges.