Accounts Payable

Beginning on January 1, 2020, the standard mileage rates for the use of a car (also vans, pickups or panel trucks) will be:

• 57.5 cents per mile driven for business use, down one half of a cent from the rate for 2019,

• 17 cents per mile driven for medical or moving purposes, down three cents from the rate for 2019, and

• 14 cents per mile driven in service of charitable organizations.

Click Here for the IRS Standard Mileage

WEEKLY CHECK RUN:

Vendor payments are processed every Thursday (unless otherwise notified). 

(Note: in order to maximize the College’s cash flow, vendor payments are issued based on the terms of the invoice).

Employee Reimbursements are also processed every Thursday (unless otherwise notified). These will be directly deposited into the employee's bank account. A direct deposit notification will be sent to the employee once the reimbursement is processed. 

All reimbursement vendor payment requests must be in the Controller’s Office by end of the day on the Friday before the check run in order for the request to be processed in that week.

YEAR-END:

Items Purchased:

Items physically received prior to July 1 will be charged to the current year’s budget. 

Items physically received July 1 or after will be charged to next year’s budget.

Services:

If a third party performs services for the College prior to July 1, the cost of those services will be charged to the current year’s budget. 

If a third party performs services for the College on July 1 or after, the cost of those services will be charged to next year’s budget. 

Dates appearing on the associated invoice will be used to determine when delivery of items or performance of services has occurred. The above holds true regardless of the date of the purchase or when the respective invoice is received and paid.

All departments that have received any goods or services prior to July 1 that have not received an invoice must complete the Expense Capture Form.

Invoices

• All invoice submissions must be attached to a fully completed and approved request for payment form. It must include the department’s account number to be charged, the requestor’s signature, and the department head’s signature.

• The Accounts Payable team receives the invoice and reviews for the date due. Invoices will not be processed until due.

• The Accounts Payable team will match invoices to open purchase orders for that amount. If the purchase order is fulfilled, the payment will be processed with the current check run.

• For all new vendors, a W-9 form must accompany the request for payment form.

• Vendors now have the option to have reimbursements put directly into the vendor's bank account. The Direct Deposit for Payment form should be completed and sent to the Accounts Payable Supervisor for this option.

Employee Reimbursements

• Employees must complete the Travel Accounting Form for all travel related reimbursements.

• Original receipts must be attached to the completed and approved form.

• Any cash advances obtained related to the employee's travel must be deducted from the amount due to the employee for reimbursement.

• Reimbursements will be directly deposited in the employee's bank account.

• The Controller/Accounts Payable Supervisor reviews the account number to be charged against the description to ensure that the cost is in the appropriate account, and the support behind the request (receipts or other documentation) agrees to the dollar amount.

• If there is an incorrect account number, the Controller or the Accounts Payable Supervisor contact the individual requesting the funds to discuss the charge and the reason for the incorrect account number.

• If there is a missing receipt, the Accounts Payable Supervisor contacts the individual to request the receipt. If the receipt can’t be found, the individual must complete the Missing Receipt Form (with department head signature) describing the reason and verifying the dollar amount of the missing receipt.

• What do I do if I don't have a receipt for reimbursement?
  • You must contact the Vendor to obtain a copy of the receipt.  If you cannot retrieve the receipt, you must complete the Missing Receipt form located on myHill.  
• What are reasons my request may be rejected?
  • Improper signature
  • Missing documentation
  • Note: All rejected requests will be sent to the requestor through interoffice mail. This may cause a delay in payment of the request. Requestor should carefully review the Accounts Payable policies and procedures to ensure that a request is fully complete based on the policy guidelines.
  • Invoices and reimbursements processed against an insufficient budget will be reviewed by the Budget Manager prior to payment.Missing documentation.
• What types of accounts can I charge?
  • Please contact the Accounts Payable team
• How do I know which travel expenses are reimbursable?
  • Please refer to the Travel and Expense policy for a listing of reimbursable expenses.