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GENERAL ACCOUNTS PAYABLE INFORMATION

Checks, Check Runs & Deadlines

The Accounts Payable department has a check run once a week on Fridays. All vouchers received by 4 pm on Thursday, are guaranteed to be processed for payment in the following weeks check run. Please note that if time allows every effort is made to continue processing vouchers received after the deadline.

Please read the Monthly Financial Newsletters 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 click on the attached web form *broke.

A/P checks marked "dept to pickup" are available to be picked up in the Accounts Payable department during the following hours: 

  • Thursday: 3:00 - 4:00 pm
  • Friday: 8:30 - 4:00 pm

It is the responsibility of the requestor to know when a check is to be picked up.

Note: A check marked as "dept to pickup" will be mailed directly to the payee if it has not been picked up by Friday at 4 pm 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 of a Travel Advance is submitted directly to Tami Sabo in the Financial Office.  See Travel Policy
  • A Travel Expense Reimbursement is submitted directly to the Accounts Payable department.  See Travel Policy
  • Mileage rate - The University will reimburse transportation costs to the extent such costs exceed the normal daily cost to commute to their office.  The University will reimburse for business miles driven in a personal vehicle at a rate of $.555 cents per mile.   This rate is updated on a fiscal year basis every July.
  • When processing a Travel or AP Voucher for a US Citizen or a Permanent Resident, a completed W-9 form must be attached to the voucher along with original receipts and submitted directly to Accounts Payable. W-9 Form
  • When processing a Travel or AP Voucher for a Non-US Citizen, vouchers must be submitted directly to Christine Rodrigue in the Finance Office.  See Policies & Procedures for Paying & Employing Non U.S. Citizens at Wesleyan 
  • When processing a voucher for an honorarium, a Social Security or Federal ID # and a homeaddress must be completed on the voucher.  Note: Performance payments greater than $1000 for Athletes or Entertainers living outside Connecticut are subject to 6.5% State of CT A&E Tax withheld from the payment.
  • Vendors who require payments in foreign currency must submit the request on a Foreign Wire Request Form


Authorization

Payment requests must include appropriate approval as follows:

Vendors - Payments greater than $500 require 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.  Payment requests 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.  Requests must be signed by both the employee and their immediate supervisor and be supported by original documentation, including the business purpose of the purchase.   (Note:  Students are not considered University employees for this purpose.)  Payments made to Wesleyan employees for services performed must 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.  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.  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)

Questions concerning these policies may be directed to Tamara Harley, x2843 or Janet Gyurits, x2842.