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ACCOUNTS PAYABLE - Frequently Asked Questions

Process Forms Required

 

Process: Requesting personal reimbursement
Form Needed: "Personal Reimbursement" form, available in the AP Office SNGL 128 or from our Online Forms

Process: Requesting personal reimbursement
Form Needed: "Personal Reimbursement" form, available in the AP Office SNGL 128 or from our Online Forms

Process: Requesting a petty cash reimbursement
Form Needed: "Personal Reimbursement" form, available in the Accounts Payable Office, SNGL 128 or from our Online Forms
(Receipts and, if for food purchases, a Food Expense Justification form is also required)

Process: Requesting personal reimbursement for food expenses
Form Needed: "Personal Reimbursement" form
"Food Expense Pre-Approval" form, available in the AP Office SNGL 128 or from our Online Forms

Process: Requesting a Purchase Order (PO) or Blanket PO
Form Needed: Purchase Requisition
CONTACT PURCHASING DEPARTMENT FOR QUESTIONS RELATED TO POs

Process: Requesting payment of an invoice $2500 or less for goods already received such as dues and subscriptions (when no PO was done)
Form Needed: No form is necessary. Write the account number to charge on the invoice and have the budget officer sign the invoice. Then forward to Accounts Payable.

Process: Requesting reimbursement for moving expenses
Form Needed: "Authorization for Reimbursement of Relocation Expenses", available in the AP Office, SNGL 128
"Relocation Expense Reimbursement Form", available in the AP Office, SNGL 128

 

If I've had a Purchase Order generated, do I need to let anyone know when I receive the goods ordered?

If you receive the goods directly in your office instead of through the Receiving Department, you must notify Receiving in writing - e-mail is the most convenient method (Suzanne Beverly, beverly@coastal.edu) that you have the goods. They must be "accepted" in the computer system before AP can pay the bill. If the goods come to you through the Receiving Office, no notification is necessary.

 

Must I have an original receipt(s) when I request reimbursement for goods/supplies I have purchased for the University?

Yes, you must attach original receipts to the reimbursement form. Reimbursement requests for less than $30 can be submitted to Accounts Payable and are reimbursed from Petty Cash. Reimbursements for more than $30 are submitted to AP and are processed for a check write.

 

How long does it take to receive a personal reimbursement?

Petty cash reimbursements are immediate. Check reimbursements are processed within 7 - 10 working days from receipt of the request.

 

Who must approve personal reimbursements?

Personal Reimbursement forms must be signed by the Budget Officer for the account to be charged.

 

Can I approve my own Personal Reimbursement form?

Yes, but only if you are the budget officer for that account.

 

Can I pay for food from a "10" account?

Generally, food and beverage expenses are not allowed in 10-funds. There are certain exceptions, such as Commencement or Recognition activities, meals for individuals while in travel status, Board of Trustees activities, candidate interviews, University sponsored student activities, and other special uses as approved by the President.

 

When do I need to complete a Food Expense Pre-Approval Form?

You must complete a Food Expense Pre-Approval Form anytime you are requesting reimbursement for food (meals or food purchased for meetings, etc.).

 

How do I complete a Food Expense Pre-Approval Form?

You must complete the top section of the form, then list all individuals who attended the event. The budget officer signs as Cost Center Director or if the expense has been authorized by an Executive Officer (President, Executive Vice-President, or Provost) for payment from an account for which he/she is the budget officer, he/she must sign as Executive Officer.

 

How do I pay Aramark when I have food catered?

You should complete a Food Expense Pre-Approval Form, print it, obtain approval signatures and forward it to Aramark. They will submit an invoice to AP for payment.

 

What do I do with a packing slip that I receive?

Send any packing slip that you receive to the AP Office. Please sign and date the packing slip to indicate your approval to pay.

 

What if items I receive are different from those listed on my Purchase Order (more than I ordered of one or more items OR a different item that was not listed)?

Contact Purchasing and request a Change Order if you wich to keep the items. If you do not want to keep the items, contact the Receiving department for assistance in returning the items to the vendor.

 

Can I reimburse moving expenses to a new employee?

Yes, you can reimburse a new employee for moving expenses as long as the following procedures are followed:

  • The amount of the moving expense reimbursement allowed must be approved by the President or his designee during the hiring process and should be stated in the new employee's offer letter.


  • Once the move has occurred, an Authorization for Reimbursement of Relocation Expenses form and a Relocation Expense Reimbursement form should be completed and submitted to the Accounts Payable Office along with original moving expense receipts.

 

What are acceptable moving expenses?

Qualified Moving Expenses:

  • Moving of household goods and personal effects from former residence to new.
  • Cost of lodging during the move from the former residence to the new.
  • Shipping charges for cars and pets.
  • Mileage reimbursement (at current IRS moving reimbursement rate) or gas receipts during dates of move.

Non-qualified Moving Expenses:

  • Meal Expense
  • Temporary Living Expenses
  • Pre-move house hunting (after accepting employment)
  • Loss on sale of home
  • Home improvements
  • Security deposits
  • Early termination of lease agreement fee
  • Expenses related to changing of address
  • Rental of Storage Units

 

How do I access Foundation funds for an expenditure?

You should charge the expense to your regular University account number and submit on regular University forms. Neither AP nor Purchasing can enter a Foundation account number into our payment system. Your University account will be reimbursed by the Foundation.

 

Can I pay an individual for services and request reimbursement on a "Personal Reimbursement" form?

NO, ANY PAYMENT FOR SERVICES RENDERED, HONORIA, SPEAKING FEES, ETC., MUST BE PAID THROUGH AP OR PAYROLL. In all instances, appropriate paperwork must be prepared and AP or HR procedures must be followed.

 

Where do I get reimbursed if I lose money in a vending machine?

http://www.coastal.edu/businessservices/vending.html