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Accounts Payable Timetable
Invoices may be mailed via inter-campus mail or delivered to room
107 Reynolda Hall (lobby area). 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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Policy manual
 Delivery
of Invoices to Accounts Payable
Processing
Time / Check Distribution
Frequency
of Check Runs / Checks processed outside normal cycle
Original
Invoice Required
Approvals
Required
Reason
for Purchase
Account
Coding
Grant
Expenditures
Remittances
Requiring Enclosures with Checks
Items
purchased on Contracts and Purchase Orders
Payments
to an individual or group other than a Corporation (Partnershps,
etc.)
Personal
Credit Card Purchases made over the Internet or Telephone
Invoices
which include University and Personal items
Special
Note on Utility Payments
Payments
to Individuals
Aramark
Meal Plans
Travel
Advances
International
Travel
Reimbursement
of transactions completed with foreign currency
Mileage
and Gas Reimbursements
Employee
Reimbursements
Accounts
Payable Research Request Form
Lost
Receipts
Meal
Expenses
Miscellaneous
Reimbursable Expenses
Non-rembursable
Expenses
You
may also download the manual in Adobe Acrobat format.
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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 Allison Belton at
x5183.
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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 Expenditure Authorization Form
This form designates the signature approvals for individual departments. 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 Barbara Meredith at x5833
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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 Barbara Meredith at x5833.
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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 Allison Belton
at x5183.
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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 Barbara Meredith x5833.
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Travel and Entertainment Policy & 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
Barbara Meredith
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 Sharon Anderson at x4311 or Allison Belton at x5183 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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Questions and comments
If you need to ask a question dealing with accounts payable issues,
please contact one of those listed below. Fax documents to (336)758-6163.
You may also email questions by clicking on a name listed below.
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