Mileage Reimbursement Rate
The current mileage rate that Wake Forest University is reimbursing is .51 cents per mile.
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Contact Accounts Payable
If you need to ask a question dealing with accounts payable issues, you may email ap@wfu.edu and one of the Accounts Payable Representatives listed below will contact you. If you prefer to contact the Accounts Payable Representative directly, each Representative is listed below with their main job duties.
Fax Number: 336-758-6163
Contact Name |
Phone Number |
Allison Belton,
Director |
336-758-5183
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Angie Downing,
Senior A/P Representative
- Sales and Use Tax
- Receipt Tax
- Amusement Tax
- Personal Service Tax
- 1099-MISC preparation
- Journal Entries for AP
- Account Reconciliations
- Pcard-Cardholder’s First Name begins with O-Z
- Initiation of ACH and Wire transactions
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336-758-1981
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Glenda Frye,
A/P Representative
- Invoices-Supplier’s name begins with A-H
- Pcard-Cardholder’s First Name begins with A-C
- Check run
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Teresa Leonard,
A/P Representative
- Invoices-Supplier’s name begins with I-Z
- Check run
- Data entry of ACH and Wire payment information
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336-758-5235
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Summer Peters,
A/P Representative
- Invoices-All suppliers relating to Athletics, Reynolda House, and Bookstore
- Credit Memo analysis
- Audit preparation
- Escheats
- Check distribution
- Void and reissue checks
- Initiation of ACH and Wire transactions
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Alice Hernandez,
A/P Representative
- Travel and expense reimbursements
- Student Disbursements
- Pcard-Cardholder’s First Name begins with M-N
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Sue Massey,
A/P Representative
- Entry and update of vendor information
- Pcard-Cardholder’s First Name begins with D-L
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Accounts Payable Timetable
Invoices should be mailed via inter-campus mail. To ensure that all discounts are
taken and that invoices are processed by their due dates, it is
critcal that invoices be forwarded to the Accounts Payable team
as quickly as possible. Properly authorized and coded invoices
and requests for reimbursement will be issued within five (5)
business days of receipt.
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AP Policies
- AP Policy (PDF
 )
This policy provides guidelines to University departments, employees, and students for submitting invoices and expenditure reimbursement requests.
- Business Expense Policy (PDF )
This policy provides guidelines to University employees (including faculty, staff, and students) seeking reimbursement, requesting direct payment through an invoice, or through transactions charged to the University Procurement Card. This policy describes the circumstances under which certain University paid or reimbursable expenses may be treated as taxable income to the recipient.
- Travel, Meals and Entertainment Policy (PDF )
This policy provides guidelines to University employees, students (for non-scholarship travel) and others who are traveling, entertaining or incurring meals expenses on behalf of the University.
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Commonly Asked Questions
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Accounts Payable Research Request Form
Use this form to request research of expense accounts. If you
have any questions about this form, contact Summer Peters at
x5690.
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Authorization and Approval Levels
Refer to the authorization and approval levels document when determining who
needs to approve University purchases. If you have any questions about
this document, contact Allison Belton at x5183.
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Departmental / Student Organization Expenditure Authorization Form
This form designates the signature approvals for individual departments or student organizations. Should
revisions to your approval authorities change, please complete this form and
send it to Accounts Payable. If you have any questions about this form, contact Allison Belton at x5183/
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Employee/Independent Contractor Checklist
This form should be used when a department needs the services of individuals to perform duties for Wake Forest. It is important for the University to properly classify potential service providers as independent contractors or employees. Prior to engaging in business with an individual that provides services to the University, a determination of status between independent contractor and employee is required by the Internal Revenue Service. The department should request that the individual complete this form and return to the department. The department should complete their portion of the form and forward the completed form, a copy of the contract and a completed W-9 to Human Resources Attn: Doris McLaughlin. If you have any questions, please contact Human Resources at mclaugda@wfu.edu
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Expenditure Voucher
Use this form to request miscellaneous expenses to be reimbursed.
Note that this form is not required when submitting an invoice
for payment. If you have any questions about this form, contact
to Alice Hernandez at x5833.
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Family & Guest Travel Form
The purpose of this form is to provide necessary information regarding the business purpose for family or guest travel while traveling on behalf of the University. This information will be used in the determination of taxability of the expenditures whether reimbursed to the employee or paid directly by WFU. If you have any questions about this form, contact
to Alice Hernandez at x5833.
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Foreign National Information Form
This form should be completed before a foreign national can receive any form of payment (honorarium, scholarship, wages, or business-related reimbursement).
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Monthly Departmental Sales Tax Form
Use this form to report sales tax collected during the month.
If you have any questions about this form, contact Angie Downing at x1981.
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International Travel Authorization Form
All individuals and groups traveling abroad on WFU funds are required
to complete the International Travel Information Forms. Please
see the Center for International
Studies' website for the appropriate forms.
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Tax Forms
Use these forms to submit all tax information to the Accounts
Payable office. To read and print these forms, you must have the
Adobe Acrobat Reader software, available at no charge from the
Adobe
Web site.
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Travel Advance Form
This form is for faculty, staff or students who are traveling on University business and cash expenditures are in excess of $200.00 and cannot be charged to the University Credit card or personal credit card. If you have any questions about this form, contact Alice Hernanadez at x5833.
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Travel and Entertainment Voucher
Use this form to request reimbursement
for travel and food expenses. Please refer to the policy document for updated rules and regulations regarding travel and entertainment.
If you have any questions about this form,
contact
Alice Hernandez
at x5833.
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Foreign Exchange Rates
This link may
be used when converting foreign currency receipts to U.S. currency when
completing the Travel and Expense Reimbursement Request.
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Wire and ACH Transfer Process
To better serve you and meet our customers’ needs, we offer wire and ACH transfers (i.e. electronic transfers) as a viable method for paying certain vouchers. The purpose and use of wire and ACH transfers, as well as an overview of the instructions when requesting this method of payment, may clarify when an electronic payment method is necessary. Please contact Angie Downing at x1981 with questions. Highlights of the more significant changes to the procedure, effective November 26, 2007 include:
- 10 AM cut off to get the completed requests to the Controller's Office each day,
- Controller does not have to sign the request form when the payment is less than $25,000,
- more signers are available when the payment request is $25,000 or more (i.e., Craig Thomas and Michele Phillips have been added as additional signers),
- Accounts Payable Office is now initiating the transfers with the bank, and
- a new form goes into effect that is more user friendly
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Requirements for International ACH transactions (IAT)
Effective September 18, 2009
Due to new banking regulations, effective September 18, 2009, funds electronically deposited through the Automated Clearing House (ACH), also known as “direct deposit”, into a U.S. bank, and either forwarded to a non-U.S. bank or funded by a non-U.S. bank, dollar-for-dollar, require the University to submit supplemental information with the ACH transaction. The supplemental information include: Name and physical address of the receiver (beneficiary), Account number of the receiver, Identity of the receiver’s bank, Correspondent Bank Name, Bank ID number and Bank Branch Country Code, and Payment Related Information – reason for the payment. The same information is also needed for any supplemental intermediary financial institutions that are involved. Click here to fully explore all the requirements of this new regulation.
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