Accounts Payable

Information on:

Policies and Procedures

(Effective 10/01/05)

Check Request, Travel Expense, and Mileage Claim

  1. The preparer must use Accounts Payable website.
  2. Accounts Payable will not accept any hand written forms.
  3. The form must show the activity code.
  4. The requisitioner and approver can not be the same person.
  5. The approver must be responsible for the requisitioner’s work.

Vendor Billing

  1. When ordering supplies, hotel banquet, books, etc. make sure the vendor has the proper NSU billing address. The invoice should not be addressed to accounts payable. The invoice should include the ordering person’s name and school and appropriate address.
  2. Invoices without proper address will be sent back to the vendor and delay payment.

Receipt of Computer Equipment and Peripherals

  1. The office of Information Technologies (OIT), University Park Plaza building will serve as a central receiving area for computer equipment and peripherals purchased for all University users.
  2. OIT management will approve invoices for payment when documents match.
  3. Purchasing will be responsible for resolving order discrepancies with the vendor, including damaged goods or shipment of incorrect items.

Receiving Stamp

  1. When processing invoices for payment, the invoice must be stamped and properly populated with the required information.
  2. Invoices received by accounts payable without the receiving stamp information will be returned to the department.

Domestic Travel

  1. NSU uses an Internal Revenue Service “Accountable Plan” for reimbursement of actual travel expenses.
  2. The suggested limits for meals, for business entertainment, and domestic travel are: Breakfast $10.00, Lunch $15.00, and Dinner $25.00.
  3. Expenses incurred within these limits do not require receipts except when required by a GRANT.
  4. Expenses incurred above these limits require actual receipts and approval by the appropriate Dean or Vice President.
  5. Taxes and Tips should be shown as a separate line item.
  6. An individual traveling on University business should neither gain nor lose personal funds as a result of that travel.
  7. Domestic travel is performed within and between the 50 states of the United States, and its possessions and territories, unless otherwise specified by a funding agency outside the University.
  8. Domestic travel also includes travel between the United States and Canada.
  9. Reimbursement for meals on the day of departure and day of return will depend on the time of day the employee starts his/her trip.
  10. Hotel folio and passenger ticket receipt are required and should be attached to the employee’s travel expense report.
  11. Toll charges more than $15.00 per trip will require receipts.
  12. All reimbursement requests for mileage and tolls must have a completed mileage claim form.

Foreign Travel

  1. Actual expenses including tax and tip should not exceed the federal rates as shown on accounts payable web site.
  2. Receipts for reimbursement within the limits set by the federal guidelines are not required.
  3. Receipts for food over the federal guidelines should be attached to the employee’s travel expense report and must be approved by the appropriate Dean or Vice President...
  4. Hotel folio and passenger ticket receipt are required and should be attached to the employee’s travel expense report.
  5. Food expense reimbursement for the first day and the last day of travel will depend on the time the traveler leaves and returns from his trip.

Use of Private Vehicle for University Business

  1. The University shall reimburse employees for use of private vehicles to travel between campuses and other University sites and for local travel based on the current reimbursement rate established by the Internal Revenue Service as of July 1st subsequent to the IRS effective change.
  2. If an employee is involved in an accident using his/her own vehicle on authorized University business, the employee’s insurance is primary. Except for the deductible (not to exceed $500), and only in those situations where an employee is not cited or determined to be otherwise at fault for an accident, the University is not responsible for comprehensive or collision damage.

State Sales Tax Exemption

  1. An updated state sales tax exemption list appears on Accounts Payables web site.
  2. Travelers should check this listing before traveling out of the State of Florida.

IRS Form W-9

  1. It is the responsibility of the department preparing the check request to obtain a W-9 for all new vendors.
  2. Accounts Payable will return invoices from new vendors submitted without a W-9.

Payments to Foreign Companies and Individuals

  1. An IRS FORM W-8BEN is required to be completed before payment can be processed.
  2. Foreign Individuals receiving payments for working on US Soil must complete an IRS FORM W-7 and IRS FORM 8233 to claim an exemption from US Income Tax.

Independent Contractors

  1. All fees for services should be charged to the following accounts: 3110, 3112, and 3114.
  2. A Contract or Invoice for services should be attached to the check request.

Miscellaneous

  1. A copy of the hotel confirmation, or seminar confirmation, invoices for subscriptions and memberships should accompany the check request for mailing by accounts payable.