Functions of Accounts Payable
IRS requirements attempt to ensure all taxable income is reported. Therefore, a few points of importance should be addressed:
- An individual on NSU's Payroll system MUST be paid for ALL SERVICES through Payroll (and taxed accordingly).
- Receipts submitted for reimbursement MUST be the original (copies must be reported as wages - in the event taxpaying individual attempts to claim it as an unreimbursed business expense).
- NSU submits Form 1099s for all independent contractors who have a filing status of Individual/Sole Proprietor or Partnership and compensation for the previous calendar year exceeds $599.
- All gift cards to employees are taxable income. These amounts are reported to Payroll so that they can be taxed accordingly.
Expenditures incurred by NSU employees will be reimbursed by Accounts Payable, if processed on a Check Request Form or Travel Expense Report and signed by a University official authorized to approve charges to the account or submitted in Ariba with the authorized approvals.
A properly executed Check Request Form or Travel Expense Report will have the person's name, address, NSU ID number, justification for expenditures and detailed receipts of items purchased.
Send the Check Request Form or Travel Expense Report to Budget Department, Financial Operations (East Campus, 5th floor).
In Ariba, the request will automatically route to the authorized approvers and to Accounts Payable for payment.
Petty Cash Administration
Petty Cash accounts will be established after the Custodian signs an acknowledgment stating the amount, purpose, and their accountability for the funds.
To replenish the fund, a Check Request with receipts for the amount being replenished must be submitted. A reconciliation showing the cash on-hand, receipts in transit, and current request should be attached.
Check Requests must have the custodian's name, address, NSU ID number, and signatures of a University official authorized to approve charges to the account(s).
Send the Check Request to Budget Department, Financial Operations (East Campus, 5th Floor).
Moving expenses are reimbursable for certain newly hired NSU employees. If the employee's contract has a moving expense clause, he or she is entitled to be reimbursed for expenses that total 1/12 of their annual salary associated with the move. If the employee leaves the University after one year, 2/3 of the amount reimbursed is due back to the University. After 2 years, 1/3 is due back to the University.
Authorized moving expenses are established by the Office of Human Resources. Accounts Payable cannot issue any payments associated with moving expenses until approved by the Payroll Department.
State Sales Tax Exemption Certificate
Accounts Payable has designed a card the size of a credit card (for easy handling and storage) with NSU's Fla. Sales Tax Exemption number. This will enable card users to reduce the cost of purchase by saving the amount of sales tax due.
Contact the Accounts Payable Department to obtain a card for yourself and/or others in your department.
Direct Deposit (ACH) Option
Employees receiving checks from Accounts Payable for travel, reimbursement or for a cash advance can have their disbursements sent as direct deposit into their checking accounts via ACH. An e-mail will be sent stating the amount deposited to your account.
Contact the Accounts Payable Department in order to sign up or download the Direct Deposit for Expense Reimbursement Form (PDF)
Individuals who work in an independent trade, business, or profession, in which they offer their services to the public, are generally not employees. However, whether such people are employees or independent contractors depends on the facts in the 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 and methods of accomplishing the result.