The Accounts Payable is responsible for processing disbursements and issuing checks (with the exception of Payroll) to all vendors for services and supplies provided to Mansfield University, as well as travel reimbursements to all employees. Payments are made in accordance with established Travel Procedures and Purchasing Card Policies and Procedures where applicable.
NOTE: Questions regarding STUDENT BILLING AND REFUND CHECKS should be directed to the Student Registration and Financial Services.
A W-9 is required for all new vendors in order to be added to the vendor file. Periodic updates may be requested to insure the vendor file has current information.
Employee travel reimbursement checks are processed every Tuesday and Thursday. Checks are available the next business day. Please review the Travel Procedures so you know what paper work and approval forms need to be filled out prior to event to ensure compliance with regulations and proper reimbursement. You can contact Vicky Wyman with any questions related to travel off campus.
Payments to a foreign country vendor require special processing based on IRS regulation. Please contact the Accounts Payable department at least 90 days prior to payment being needed in order to have all appropriate and necessary documentation on file for payment.
A MRR (Miscellaneous Request for Reimbursement) form needs to be used to make a direct payment when the use of a Purchase Requisition (PR) or purchasing card is not appropriate. Use of MRR is not permitted for contracted services or travel reimbursements. Before submitting a MRR the original itemized receipts need to be attached to the form and all necessary approval signatures obtained to ensure accurate and timely payment.
Timely payments are important to maintain good vendor relations. Our general payment guidelines are as follows:
Confirmation Purchase Orders should be used on an exception basis. The university internal controls are weakened when confirmation orders are done and our leverage for obtaining a receiving copy may require additional follow-up requests.
All university departments using a purchasing card must complete the fund center allocation on J.P.Morgam's website. A monthly Purchasing Card Log must be completed if you have any expenses hitting a grant, splitting between fund centers or posting(s) to a fund center other than the one tagged to your card. The log must reconcile to the monthly statement received from J. P.Morgan. For questions related to the purchasing card allocations contact Connie Black or Vicky Wyman. For questions related to Log On problems contact Jason Welch in the Purchasing Depatment.
Any individuals, sole proprietors or partnerships who have provided services for the university during any calendar year will receive a 1099-MISC by January 31 of the corresponding calendar year. Questions relating to the issuance of these forms should be directed to Denise Hopkins.
POLICIES & PROCEDURES: