Accounts Payable
Payment Schedule
We request that departments submit paperwork for accounts payable invoices, direct deposit vouchers, advances and travel expenses daily, with the major portion submitted by Friday. The deadline is noon Tuesday. Early submittal will ensure that all properly completed paperwork received by the deadline will have a check mailed on the following Friday.
If a large number of invoices are turned in Tuesday morning, Accounts Payable will determine which invoices will be processed that week, with the remainder of the invoices held for payment until the following week. If you are submitting invoices on Tuesday and you have a particular invoice that you need paid, please separate this invoice from the rest and attach a note.
Bills and Direct Payment Voucher Requests
To conserve paper, direct payment voucher requests are not necessary if you are paying an invoice from a specific company, to that same company. Indicate the account number on the invoice and have the department head sign for approval.
For all payments, documentation should be stapled to the back of the payment request. Any information you would like sent with the check should be paper-clipped behind the payment voucher, including letters, envelopes, remittance slips, etc.
If you are sending in an order form, subscription renewal, conference registration, etc., you will need to make a copy of the form, staple the copy to the request and paper-clip behind the request all information you would like mailed with the check. (We need to have a copy of all paperwork for audit purposes.)
Please remember that all payment requests need an account number and authorized signature approving the charges before they can be paid.
Travel Advances
The deadline for submitting advances is noon Tuesday. If a properly completed advance is submitted by the deadline, the check will be ready on Friday. All advances must have the employee’s signature as well as the department head’s signature. The date of return from travel should also be indicated.
Any amount advanced is to be repaid within two weeks upon return from travel. Failure to repay an advance within this time period will forfeit the ability to receive future advances. By requesting a travel advance, you are authorizing Concordia College to deduct any unpaid amounts from your paycheck.
To repay advances, complete a travel expense report listing all expenses and attach all receipts. Receipts are needed for all expenses except mileage. If you owe money from the advance, write the amount repaid on the form and attach the payment. Sign the form, have the chairperson of that budget sign the form and send to accounts payable. Remember to indicate the advance given on the travel expense report.
Travel Expense Reports
Attach receipts for all expenditures except mileage.
Mileage: When using your own vehicle for travel, mileage is reimbursed at 33 cents per mile for travel on or after May 1, 2006.
Hotels: We are required by the IRS to have itemized billings for all hotel charges. If you did not receive an itemized billing from your hotel (listing room rate, tax, phone charges, meals, etc.) please contact them and have it faxed.
Reimbursements
Concordia College does not reimburse for alcoholic beverages or movies purchased in hotel rooms.
All Reimbursements must be signed by the person receiving payment, in addition to the authorized approver.
Special Instructions
Please note any special instructions regarding paperwork in the box marked “Instructions to Accounts Payable.” These instructions could include such things as routing the check to an employee instead of mailing it, etc.
Charging and Purchasing
When charging items for the college, please print your name and department on the invoice before signing it. This helps us to identify and distribute invoices received in the mail.
Concordia College is tax exempt. (This exemption does not apply to purchases of prepared meals or lodging.) If businesses require our tax ID numbers, they are as follows:
- Minnesota – ES 20743
- North Dakota – E-5479
Prizes, gifts and awards, when given to employees or students, are generally subject to Federal Income, Social Security and Medicare tax withholding. Whenever an invoice or reimbursement receipt is submitted for payment, please include a list of the recipients as well as the amount each received. For more information, please go to: http://www4.cord.edu/payroll/FAQ/guidelines-for-employee-prizes.htm.
Student Activity Accounts
For questions on student activity accounts, including procedures, policies, documentation and account numbers, please contact any of the following:
- The treasurer of the student activity account
- The Student Business Office treasurer at 218.299.4507
- Student Leadership, Service and Involvement at 218.299.4267
If you are a newly appointed treasurer for a student activity account, contact Cherryl Braton at 218.299.3330.
Service Reimbursements
Payments to an individual or to a company that are not incorporated for services rendered (including faculty, staff and students) need to be paid directly from the Business Office. This is for tax purposes – any reimbursement to you for a payment you make to an individual or to a company that is not incorporated is taxable to you, not the person you are paying.
Since some of these services may result in the transaction being processed through Payroll instead of Accounts Payable, please contact the office of Human Resources before engaging the individual.
Tax Exemption Guidelines
- Items purchased in or delivered to Minnesota are exempt
- Items purchased in another state and not delivered to Minnesota are taxable
- Meals and lodging are taxable
- Sales tax exemption does not apply to other excise taxes, such as airline taxes
Concordia currently also has sales tax exemptions with North Dakota and Florida.
Contact Accounts Payable at 218.299.3322 for those certificates if you will be traveling there.
Contact:
Julie Skogen
Phone 218.299.3322
Fax 218.299.4357
Accounts Payable and Purchase Cards
