All University acquisitions over $50.00 must have the Purchasing Process. Please relate to the buying manual for overview of the authorized buying procedures.

The Controllers workplace has built that regular check runs (AP) should be done regular on Thursdays by having A friday circulation:

Checks are mailed straight to vendors through the Controllers workplace.

Checks for cost Reports and Travel Advances received (with appropriate approvals) by 10:00 a.m. on Tuesday will undoubtedly be readily available for pickup regarding the after Friday.

Checks for cost Reports and Travel Advances are mailed right to worker.

Always Always Always Check Demands

Always check needs must feel the division signature approval procedure, as dependant on each division mind.

Wire Transfers

Wire transfer demands will need to have exactly the same approvals and documents as some other accounts request that is payable. They need to have proper approval signatures (as dependant on each division mind), along side appropriate account coding and documentation that is supporting. The Wire Transfer Request type is present right right right right right here.

1. If an invoice may be the backup paperwork, a cable demand kind will nevertheless be needed with appropriate approvals and coding.
2. Wire Transfer Requests without invoices must-have supporting paperwork showing payee in addition to quantity.
3. Wire Transfer Requests for vendors maybe maybe perhaps not presently inside our system will need to have a completed W-9 connected. W-9’s can be found right right here.
4. Reports Payable won’t ever spend from a Statement or a estimate; initial invoices are needed.
5. The Controller’s workplace will likely not accept transfer that is wire via email.

Travel Improvements

Travel Advance Request kinds could be submitted for travel improvements to pay for costs maybe perhaps maybe not being compensated with business charge cards or purchase requests.

1. Such needs should really be submitted at the very least fourteen days prior to the travel date so that the prompt issuance regarding the check.
2. All checks released for an advance shall be entered as an Account Receivable (A/R) due through the worker until an adequately documented and authorized Travel cost Report is submitted to Accounts Payable.
3. To make sure credit that is proper your outstanding stability, connect all initial receipts and a finished Travel Expense Report along side all the supporting documents.
4. Any money staying should always be deposited during the cashiers screen with a Deposit Form and must reference the cash advance that is original. A duplicate associated with the deposit/receipt should really be connected to the Travel cost report.

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5. Travel Advance demands can be found right here.

Cost Reports

Cost reports can be used for function of travel, training and any expenses that are non-travel for the duration of college company. Needs must feel the division Signature Approval procedure. Reimbursements for costs is supposed to be manufactured in conformity with all the Universitys Travel Policy. Here are some excerpts from that policy:

1. Initial receipts with information of purchase (summary receipts from restaurants aren’t appropriate) should be connected. Into the occasion that is rare a receipt should really be lost, a memo should be connected acknowledging this lacking receipt with a reason associated with cost. Nonetheless, this will be considered an exception that is rare any reimbursement made with no receipt is susceptible to addition as taxable earnings in your W-2. (see: Universitys Travel Policy)
2. U.S. State dept. per diem prices can be utilized for international travel whenever receipts aren’t available.
3. Work relevant expenses which can be perhaps maybe maybe maybe not pertaining to travel or training such as for instance resort rooms for site site site site visitors, activity, mobile phones and mileage, may be reimbursed by publishing a cost report.
4. MapQuest mileage totals can be utilized for mileage reimbursements, and evidence of mobile phone fees must certanly be connected to reimbursement demands.
5. Take note that mileage rates are updated occasionally according to the GSA internet site prices. In order to prevent confusion, we ask that the proper execution for Travel Expense Reimbursements be obtained through the Controllers Office website each and each right time you distribute these demands.
6. The trouble report type for pupils can be located right here.
7. The cost report for staff and facualty can be located right here.

AP Due Date Calculations

The vendor that is normal be on one month re payment terms. The thirty days is determined through the Invoice Date. In the event that invoice is more than 1 month old, the device will probably pay from the check run that is next. In case a merchant is initiated as thirty day period and also you need certainly to spend an invoice sooner, please suggest your requirements regarding the Check Request/Invoice so we might accommodate you.

Repayment dates can be seen on invoices through WebAdvisor. In the event that you drill in to the document, you are able to start to see the entry for the invoice at issue.

re re re Payments are built 13 days right out of the date associated with the check run. This means if an invoice happens to be submitted having a February 15 date that is due the invoice is likely to be compensated on February 2. In the event that invoice has a deadline of February 16, the re re re re payment is supposed to be made on February 9.

All POs have actually this stipulation printed from the document so that the merchant shall know precisely when you should expect re re payment. You will find exceptions to the – please talk with AP if you’d like informative data on any specific merchant.

Tax Status

Jacksonville University is a tax-exempt company. Advance preparation of acquisitions will eradicate rejection of product product product product sales income tax reimbursement. Product product product Sales taxation shall never be reimbursed. Tax-exempt certificates can be found right here.