Accounts Payable Quick Reference on Payments

Please review the scenarios below to determine how to process your expenses and/or reimbursements in the most expedient manner possible.

If you have...
 

... a vendor invoice

  • Use Accounts Payable stamp or label for approval. Add the FOAPAL code on the invoice
  • Sign, check appropriate box and send to AP

... receipts for misc. purchases that total more than $50.00 for either an employee or non-employee

  • Attach the receipts to a completed Check Request/Petty Cash Request Form
  • Send to AP

... receipts for misc. purchases that total less than $50.00 for employee reimbursement

  • Attach the receipts to a completed Check Request/Petty Cash Request Form
  • Bring the info to the Cashier's window at the Controller's Office and a cash reimbursement will be provided immediately

... receipts for misc. purchases that total less than $50.00 for non-employee reimbursement

  • Attach the receipts to a completed Check Request/Petty Cash Request Form
  • Send to AP

... payments for future travel

  • Complete Travel Advance Form
  • Send to AP

... receipts for Travel

  • Attach receipts to a completed Travel Expense Report
  • Send to AP

... receipts for a meal during which you met with colleagues

  • Attach the receipts to a completed Check Request/Petty Cash Request Form. Remember to add the purpose of the meeting and the names and affiliations of colleagues
  • If $50 or under, bring to Cashier's window for immediate cash reimbursement. If over $50 send to AP

... Faculty Long-term Research: (greater than 1 week international travel for faculty research).

  • Attach receipts to a completed Faculty Long-Term Research Expense Report
  • Send to AP

 

Download printable version of the above

Download list of Commonly Used Accounts

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