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ACCOUNTS PAYABLE- COMMONLY USED FORMSAn Invoice Voucher is used to pay an individual or company not employed or affiliated with the College for services rendered. This type service would be categorized by an object code indicating it as a contracted service, honorarium, or in some cases, staff development. This form requires a supervisor’s signature and is sent to Accounts Payable for processing. This form is never used to pay College employees.
A Request for Travel Approval form must be completed and submitted prior to travel whether or not an advance is requested. Allowable advances are up to 75 percent of meals and lodging and 100 percent of transportation and registration fees. This form must be signed by the employee traveling, and requires approval from a College Officer, a Budget Officer, and the President (anticipate 3-4 weeks from start to finish in order to allow enough time for all required signatures). Once all signatures are obtained, the request is sent to Accounts Payable where an advance check (if requested) is issued. Request for Travel Approval Form A Travel Expense Report is required upon completion of overnight travel and is used for reimbursement of expenses incurred. All expenses are recorded on this form; hotel, meals, registration fees, mileage, etc. and all require itemized receipts. Travel advances received are deducted from the total expense, and a check for the balance is paid to the employee. In some cases, expenses may not exceed the original advance; in those cases the employee must submit a check reimbursing the College along with the Expense Report. Required signatures include the traveler and the supervisor, and should be sent to Accounts Payable for processing. Travel expense reports are time sensitive and must be submitted within ten working days after the return date. If there is an outstanding travel advance not in compliance with Board Regulations, the employee will not receive any additional funds for future travel until the matter is resolved. A Monthly Expense Report is used to reimburse an employee for daily out of pocket expenses, such as mileage to a business meeting, parking, tolls, and meals (including over time meals). This form requires a supervisor’s signature, itemized receipts and per college regulation the completed report should be sent to Accounts Payable for processing by the 10th day of the following month. The Petty Cash Reconciliation Sheet is used to receive a reimbursement for Petty Cash. The maximum allowable individual reimbursement is $25.00, and should only be used by those departments that are approved for petty cash. Detailed receipts must be attached. The form and receipts should be forwarded to Accounts Payable for reimbursement. |