Accounts Payable Policies and Procedures

Payments and reimbursements for goods and services need to be processed on the appropriate check voucher. All forms should be completely filled out, signed by the person authorizated to charge the Project Grant, and sent to Financial Services in Firestone, B-13-E for processing. All purchases and transfers for materials that are added to the collection of the Library must be processed by Technical Services Order Division.

Payments to employee for non-travel related expenses

Requests for payments for goods or services to employees should be requested on an Employee Voucher .

Payments to non-employees and vendors

Request for payments for goods or services to either non-employees or vendors are made by completing a Vendor/Honorarium Voucher with the exception of student and travel expenses which are defined below.

Payments to students

Student vouchers (undergraduate or graduate) are used for payments to students for both educational and non-educational expenses. These expenses can include but are not limited to travel, research support, and supplies for events. Please note that students must not be paid for services rendered on a student voucher. For services rendered, students must be approved for work and must be entered into the Time Collection system.

Payments for Travel Expenses

The business travel expense report or non-employee travel voucher is used for requesting payment for expenses related to University business travel. Please refer to the Library's complete travel policies and guidelines here for more information.

Vouchers cannot be processed unless all required information is included. The following information is required:

• Name and address of payee
• Social Security Number, if payee is an individual
• Description of and quantity of item(s) or service(s) being claimed
• Original receipts for all items claimed or an explanation for any missing receipts
• Appropriate account code and project/grant numbers
• Signature of department manager and payee (if applicable)

In addition to those items noted above, travel vouchers must include the following items.

• Entered locations where travel started and stopped along with dates and purpose of travel
• Calculated mileage reimbursement by multiplying the current mileage rate by the total miles driven
• Converted all receipts in a foreign currency into U.S. dollars by using a currency converter. Rate applied should be applicable to the time of travel.
• Prepare an employee voucher (or Vendor/Honorarium voucher for non-employees) for any non-travel purchases made during your trips for books, supplies, etc.
• Included any travel advances given to you on the appropriate lines
• All receipts must show proof of payment. A statement that shows a balance due is not sufficient.

Interdepartmental Transfers

Transfers between project grants are executed with the Interdepartmental Invoice (I.I.) Form . Complete instructions for completing the form are located here.