Credit Card Purchases can be made by the Executive Council for Student Organizations. Please consider this option instead of using personal funds and then being reimbursed later. These purchases are under the control of authorized EC officers only.
Invoices for Student Organization payments should be scanned to the Accounts Payable email - firstname.lastname@example.org, either as an attachment using a direct email from the sender or from a BizHub scanner. The BizHub scanners and printers are set up with an "accounts payable key" to scan the invoice directly to the accounts payable email. Make certain you always scan a copy to yourself to verify that a clean image has been sent and serve as back-up for your records. Use dark ink and legible handwriting on the invoice. The invoice needs to include the full Student Organization account number, i.e. 92-7xxx-222xxx. The invoice needs to be signed legibly by an Officer of the Organization or an Officer of the Executive Committee.
There will be a delay in payment if emails are missing information or correct authorization is missing.
Checks are mailed directly to the vendor. If a check needs to be picked up at the Business Office and not mailed directly, the voucher must indicate such requests. Invoices for services, i.e. bands or catering must include a tax ID number for payment. Checks are written on Tuesdays and Fridays. They may be picked up after 12 noon on those days.
Important: The invoice or vouchers must be in the Business Office by noon on Thursday, for any check needed the following Tuesday, and by noon on Tuesday for any check needed by Friday. Please see the Accounts Payable Schedule for Disbursements for the normal and holiday schedules.
A W-9 form is a request form for the taxpayer's identification number from the service provider. The University is required to report payments for services (including rents, medical fees, honorariums, prizes, awards, and attorney fees) to the IRS on a form 1099- Misc. The University makes payments directly to vendor/individuals. When an employee/student is reimbursed for payments made for services, rents, prizes and awards, etc., a W-9 is required from the vendor or person paid because this is the same as the University paying for services directly. Please review the W-9 Requirements for more information.
Contracts with bands, outside catering etc. may take additional time to process. Please submit any contract payments as early as possible.
Reimbursement of Expenses for mileage and other expenses can be emailed by an Officer of the Organization or an Officer of the EC. If the person on the reimbursement is the recipient of the reimbursement, then a second officer or an EC officer needs to send the email. A paid invoice or receipt is required to be attached to the email and must include the amount, date, and detailed description of purchase. The email must include the full Student Organization account number, i.e. 92-7xxx-222xxx, along with the purpose of the reimbursement. To be reimbursed the documents need to answer the following questions:
- What was purchased?
- When was it purchased?
- Why was it purchased?
- How much was spent?
- Who purchased the items?
Direct Deposit for reimbursements is available. Instructions can be found on the Accounts Payable Direct Deposit Instructions page.