Accounts Payable

Payment of invoices, check requests, travel expenses and travel advances are processed in the Office of Business Affairs on a weekly basis. 

During the Academic Year, the deadline for submission of documents is 3:00 pm each Tuesday in order for a check to be available the following Friday after 3:00 pm. During the Summer, the deadline for submission of documents is 3:00 pm each Tuesday in order for a check to be available the following Friday at 8:00 am.  Notification of adjustments to this schedule will be made to campus email addresses. Unless otherwise noted, all non-employee checks will be mailed once processed.

Please refer to the Policy Manual for Purchasing and Travel and Entertainment Policy

Invoices:

Payment will be processed for original invoices received in the Business Affairs Office.  Duplicate invoices or faxed invoices will not be accepted.  
Receiving on the corresponding Purchase Order must be done on Banner Finance form FPARCVD before payment can be generated.

Check Requests:

Check Request form is used to process reimbursements to individuals for expenses incurred on behalf of the College and for services rendered by Independent Contractors. Original receipts must be submitted with the form.

A check request form must include the vendor name, vendor address (if other than an employee), FOAPAL to be charged, and proper approval.

Payments to individuals other than a College employee or student for work performed or services rendered should be requested on a check request form. The payee's address and social security number must be noted on the form. Payments to employees or students for work performed or services rendered must be processed through the payroll system.  Please contact Human Resources to determine if an individual would be considered an employee of the College.

Check Request Form

Travel Advances:

Travel Advances are available for College members traveling on behalf of the College to cover allowable travel expenses incurred.
A travel advance form must include the traveler's name, date of departure, date of return, description of the travel, amount requested and proper approval.

A travel expense report, as well as any unused funds, must be submitted within one week after the return date. Unused funds must be returned through a check or money order.  No cash will be accepted. Refer to Travel Expense Report for details.

Additional travel advances will not be given to individuals who have not submitted a travel expense report to account for a previously issued travel advance.

Travel Advance Report

Travel Expense Reports:

Travel Expense Report is used to reimburse individuals for reasonable expenses incurred for travel directly related to the conduct of College activities

A travel expense report must include the individuals name, address if not a College employee, description of the travel, dates of travel, FOAPAL to be charged, detail of expenses, original receipts and proper approval.

If a travel advance was received for this activity, it must be noted on the appropriate line on the expense report. Unused funds must be returned through a check or money order.  No cash will be accepted.

Travel Expense Report