The business office accounts payable staff is responsible for researching and interpreting policies and regulations pertaining to College expenditures and reimbursements. The accounts payable staff audits all payment and reimbursement requests before issuing payments in accordance with College and federal policies and regulations. As part of the auditing process, the office is responsible for ensuring appropriate documentation is in place for 1099 reporting and employee business expenses. The office is also responsible for ensuring travelers are following the IRS accountable plan rules so that travelers can be reimbursed without taxable income implications.

Check Processing Schedule

The business office processes checks weekly. Checks are processed no later than Thursday and mailed on Friday morning. The exceptions to this schedule are the Thanksgiving and Winter break schedule. If you are concerned about a possible change in check processing dates, please contact the business office.

Payment requests must be submitted no later than 5 p.m. on Friday to be included in the next week’s check process.

A Petty Cash Reimbursement Form should be presented to the cashier for reimbursement of $50.00 or less.

Documentation needed:

1. For payments, a Payment Request Form should be completed in accordance with the College’s Payment Request Procedures.
2. The original invoice or statement should be coded with the appropriate Banner account codes (foapal) and have an authorized approval signature.
3. Original invoice or statement with invoice tickets attached
4. The Payment Request Form must be properly completed and have department head/director approval.

Signatures on Expenditure Documents

Each department is responsible for ensuring that only authorized individuals approve expenditure documents. Authorized individuals should be restricted to department heads/directors or a responsible designated person. All signatures on College documents must be originals or electronic; an individual signing another person’s name and initialing it is unacceptable as is anyone using another person’s electronic ID and password. Signature stamps seriously weaken internal control of disbursements, and their use is strictly prohibited.

Out of Turn Checks

The business office will make every attempt to process last-minute requests with the regular check process. Out-of-turn checks processed separately from the normal check process will be subject to a $50 processing fee. The Payment Request Form for the out-of-turn check must be signed by the department head/director.

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If you need assistance with payment requests, please contact:

Jan Campbell
P | 434-381-6335
E | businessoffice@sbc.edu