Frequently Asked Questions

Accounts Payable

Questions

1. What is the current mileage reimbursement rate for employees?
2. Can I get reimbursed for a purchase if I've lost my receipt?
3. Can I submit a photo copy of a receipt to get reimbursed?
4. Can I fax the check request to Accounts Payable?
5. How soon can I expect to receive my payment/reimbursement?
6. How do I get a travel or cash advance?
7. How long do I have to settle my advance?
8. Can I cash a check that is over 6 months old?
9. Now that I have direct deposit, how will I be notified when the money has been deposited to my account?
10. My vendor called and has not yet received a payment. What should I do?
11. I need to pay an honorarium to an employee. Should I send the request to Accounts Payable or Payroll?
12. How do I get a copy of a cancelled check?
13. If I submit a check request on the same day as the check run, can I get a check that same day?
14. If I need an emergency check, what is the deadline for submitting the requests?
15. If we have paid a vendor before, do I still need to put the vendor's number on the invoice or check request?
16. I have a question about my student bill?
17. What is the balance in my index?
18. How do I create a new index?
19. How do I get a check in foreign currency?
20. How do I get a wire transfer?
21. Who needs to sign my request?

Answers

1. The current mileage rate is .50 per mile.
2. Yes, If the receipt was for less than $25, simply indicate that the receipt was lost, or is not available, and give a detailed description of the purchase. If the receipt was for $25 or more, complete the Missing Receipt Form and attach it to your reimbursement request.
3. No, original receipts must be submitted in order to receive reimbursement. If the original receipt is unavailable, a detailed explanation must be given.
4. No, only original check requests are accepted for payment/reimbursement.
5. There is a 10 business day turn around on payment and reimbursement requests.
6. Advances are only issued for international travel, student or group travel, or occasional one-time travelers. To get an advance, complete the Advance Request Form and have it approved by the Dean (if appropriate), director, or department head. Forward to Accounts Payable at least 5 days in advance.
7. Deadlines are printed on the Advance form. If the advance is not settled by the deadline, the advance can be deducted from your paycheck or added to your W2.
8. No, checks are only valid for 180 days (6months). If you have a check that is older than 6 months, please return it to Accounts Payable and request another check be issued.
9. You will receive a direct deposit advice emailed to your University email account. If you want the request emailed to a different email address, send that information to our office.
10. Please allow 2 weeks from the date the check was issued before contacting Accounts Payable. If it has been 2 weeks or longer, contact our office to put a Stop Payment on the check and have it reissued.
11. Accounts Payable cannot make payments to employees. Send the request to the Payroll Office.
12. Contact our office. A copy of the check can be faxed to you the same day.
13. No, request must be on the system by the end of the previous day in order for a check to be issued in the next day's check run.
14. If the check is needed by the Tuesday check run, the request must be submitted to Accounts Payable by 5:00 the previous Friday. If the check is needed by the Thursday check run, the request must be received by 5:00 the previous Tuesday. The request must be marked "RUSH".
15. Yes, we must have the vendor's federal ID number to process a payment request. Requests are processed quicker if the number is already written in the requests.
16. Contact the Tuition & Fees (Student Accounts) Office.
17. Contact the Accounting Office.
18. Contact the Accounting Office.
19. Contact the Business & Finance Office.
20. Contact the Business & Finance Office.
21. All requests for reimbursements must be approved by the appropriate Dean, director or department head. Some schools require the Dean's signature on all reimbursement requests. Check with your school for it's requirements.