Q: If I sent in five requests for payments or invoices on
the same day, why were they not processed at the same time?
Requests for payments are reviewed and processed based upon payment
due dates which will vary with each request. Delays may be caused
by the need for additional or corrected information for certain requests.
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Q: Why is address a required field on the check request?
Multiple
addresses are stored in the Banner system. We need to have the address
so that the payment is sent to the correct place.
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Questions
Q: Why is a New Vendor form required for every new vendor?
The IRS Rules require that we file a Form 1099-Misc Statement for
some recipients of miscellaneous income. The New Vendor form helps
us determine if a 1099-Misc from needs to be sent to the vendor
at year
end.
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Questions
Q: How long does it take to process a check request?
During peak periods it can take up to 7 to 10 business days to process
the request.
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Questions
Q: How do I get a rush check?
Please call Dotti Koulalis or David White to request a rush check.
If the request is for a new vendor we must have the New Vendor form
before we cut the check. This could add a day to the process. Please
see Rush
Check policy for more details.
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Questions
Q: Why do we need to submit an itemized receipt for meals
along with the credit card receipt?
The itemized receipt will list beverages. Alcohol charges must be
identified and coded to a/c 7848.
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Questions
Q: How do I get reimbursed for out-of-pocket expenses?
A reimbursement for $50.00 or less can be turned in at the Cashiers
window for the cash. The Check Request must have original receipts,
a complete FOAPAL, and an authorized signature. We can reimburse up
to
$50.00 per day per person between 11 a.m. & 2 p.m. For reimbursements
greater than $50.00, submit a completed Check Request filling in
all the necessary information (the form on-line indicates this information
in RED), attached original receipts, complete the FOAPAL to be charged
and approved by an authorized signer.
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Questions
Q: Why is it necessary to submit original receipts?
Original receipts are necessary to avoid double payment.
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Questions
Q: Is a New Vendor form needed for every entity that is not
on the system?
Even when we are paying the vendor only one time, it is necessary
to have their documentation in our vendor file. When the College
Pro-Card
is used a new vendor form is NOT needed.
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Questions
Q: How do I know if a vendor is on the system?
The BANNER form you want to check is FAIVNDH. Search in the vendor
ID for the entity. Remember businesses use the entire name in the
space for the last name. Individuals are searched with last, first
and middle
names. The Budget Office Web page has instruction on how to search
a vendor.
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Questions
Q: How do I get reimbursed for Conferences I attended and
paid admission?
Complete a Check Request Form filling in all the necessary information
(the on-line form indicates this in RED) attached original receipts,
complete the FOAPAL (accounting codes) to be charged and approved
by an authorized signer. A reimbursement for $50.00 or less can
be turned
in at the Cashiers window for the cash.
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Questions
Q: How do I get reimbursed for Airline tickets I purchased?
If you want to be reimbursed for airfare before the trip you will
need to complete a Request for Advance Form attached original receipts,
complete the FOAPAL (accounting codes) to be charged and approved
by
an authorized signer. You will also need to sign the form indicating
that you will complete and submit a Travel Expense form within
60 Days of the completed trip.
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Questions
Q: Can I use a Check Request along with an Invoice?
This is not necessary. All you need to do is put your FOAPAL (accounting
codes) on the invoice and get an authorized signer to approve the
expenditure.
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Questions
Q: How do I handle Vendor Credits?
A credit memo is handled as an Invoice. All you need to do is put
your FOAPAL on the credit memo and get an authorized signer to
approve the
expenditure.
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Questions
Q: Why is it necessary to complete the Authorized Signature
every year when there are no changes in the department?
The College must have proper internal controls over financial transactions.
Annual updates of authorized signers are an excellent form of internal
control.
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Questions
Q: Why is a separate Authorized Signature form necessary for
each of my Orgs/Funds/Grants?
Individual forms are necessary because the organization and processing
of this form is sorted by org number.
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Questions
Q: Who is the Primary Authorized Official on the Authorized
Signature form?
The Primary Authorized Official is considered by the Budget Office
to be the financial manager ultimately responsible for ensuring that
all financial transactions do not exceed the authorized budget.
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Questions
