ACCOUNTS PAYABLE POLICIES
 

          Checks, Check Runs & Deadlines

• The Accounts Payable department has a check run once a week on Fridays. All vouchers received by 4:00 p.m. on Thursday, are guaranteed to be processed for payment in the following weeks check run. Please note that every effort is made to continue processing vouchers received after the deadline, if time allows.
   
• Please watch the Financial Newsletter or emails from AP for early holiday or year end deadlines. If you need to be added to or deleted from the Accounts Payable mailing list, please complete our short web form.
   
• A/P checks which were marked "dept to pickup" are available during the following hours:
  
  Thursday 3:00 - 4:00 pm
  Friday      8:30 - 4:00 pm

  It is the responsibility of the department to know when they will have a check to pick up.

  Note: A check which was marked as "dept to pickup" will be mailed directly to the payee if it has not been picked up during hours listed above for the week requested.
   

• We request that you not hold vouchers for last minute submission on Thursday afternoons. Please send us your vouchers as you receive and complete them. This allows us to plan our staffing for keying and processing purposes. Note: AP can not pay by a statement, we need to have original invoices from the vendors and original receipts when requesting a reimbursement.
   

  Processing Vouchers
   

• A Travel Advance request or the clearing out of a Travel Advance should be sent directly to Tami Sabo in Financial Services.  See Travel Policy
   
• A Travel Expense Reimbursement should be sent directly to the Accounts Payable department.  See Travel Policy
   
• When processing any Travel or AP Vouchers for a Non-US Citizen (Visitor payments only, student payments should go through Payroll), vouchers must be sent directly to Christine Rodrique in Financial Services.  See Non U.S. Citizen policies & procedures
   
• When processing any Travel or AP Vouchers for a Permanent Resident, vouchers must have a copy of their green card and a W-9 form attached and they are sent directly to the Accounts Payable department.  See W-9 Form
   
• When processing a voucher for an honorarium, make sure you have a Social Security or Federal ID # and a home address listed on the voucher.
  Note: Any performance payments over $1000.00 for Athletes or Entertainers living outside Connecticut are subject to 5% CT A&E Tax withheld from the payment.
   
• Please see the back of the vouchers and the red highlighted block on the front of AP vouchers  for instructions on completing the forms.

        Authorization

        All requests for payment must have appropriate approval as follows:

        Vendors - Payments greater than $500 must have two signatures to certify the following:

• Validity of the expense – the product was received or work performed as expected

• Accounting – the account number is appropriate with available budget

• Compliance – the expenditure is compliant with applicable policies and regulations (e.g., payments to non US citizens, restricted accounts and grant awards)

One signature is acceptable only if the total invoice amount is less than $500 and with department approval.  Any invoice greater than or equal to $500 must be signed by two people.  Generally, the two signatures would be that of the purchaser and the supervisor, department head or fiscal manager

Wesleyan employees – Payments made to Wesleyan employees via Accounts Payable are generally made when the employee requests a travel reimbursement, travel advance or reimbursement for out of pocket expenses.  All requests must be supported by original documentation, which should include the business purpose of the purchase, and signed by both the employee and their immediate supervisor.  (Note:  students are not considered University employees for this purpose.)  Payments made to Wesleyan employees for services performed should go through Human Resources. 

Non-employee individuals – These payments are generally made to independent contractors for services performed, honoraria, travel reimbursements or athletes and entertainers.  All requests must be supported by original documentation and signed by a University employee and their supervisor.  (Note:  students are not considered University employees for this purpose.)

Students – Payments to students are generally made for expense reimbursement.  All requests must be supported by original documentation and signed by a University employee and their supervisor.  (Note:  students are not considered University employees for this purpose.)  Refer to the  Payroll website for making payments to students for hours worked.

If the supervisor is unavailable, Fiscal Managers may sign the documentation in the capacity of the supervisor if it is not a reimbursement to themselves or a superior.  When determining which University employee should sign for payments to non-employee individuals and students it should be someone who can certify to the following:

• Validity of the expense – the product was received or work performed as expected

• Accounting – the account number is appropriate with available budget

• Compliance – the expenditure is compliant with applicable policies and regulations (e.g., payments to non US citizens, restricted accounts and grant awards)

If you have any questions concerning these policies, please contact Tamara Harley at extension #2843 or Janet Gyurits at extension #2842.