The Account Payable team strives to provide high quality and professional services to vendors, students, employees, and other Stonehill College's affiliates. This team is responsible for promptly and accurately processing payments for invoices and check request, ensuring a clear, concise and timely dissemination of accounts payable policies and procedures, and verifying the proper approval of all expenditures.
Vendor payments are processed every Thursday (unless otherwise notified).
(Note: in order to maximize the College’s cash flow, vendor payments are issued based on the terms of the invoice).
Employee Reimbursements are also processed every Thursday (unless otherwise notified). These will be directly deposited into the employee's bank account. A direct deposit notification will be sent to the employee once the reimbursement is processed.
All reimbursement vendor payment requests must be in the Controller’s Office by end of the day on the Friday before the check run in order for the request to be processed in that week.
Items physically received prior to July 1 will be charged to the current year’s budget.
Items physically received July 1 or after will be charged to next year’s budget.
If a third party performs services for the College prior to July 1, the cost of those services will be charged to the current year’s budget.
If a third party performs services for the College on July 1 or after, the cost of those services will be charged to next year’s budget.
Dates appearing on the associated invoice will be used to determine when delivery of items or performance of services has occurred. The above holds true regardless of the date of the purchase or when the respective invoice is received and paid.
All departments that have received any goods or services prior to July 1 that have not received an invoice must complete the Expense Capture Form.
All invoice submissions must be attached to a fully completed and approved request for payment form. It must include the department’s account number to be charged, the requestor’s signature, and the department head’s signature.
The A/P Coordinator receives the invoice and reviews for the date due. Invoices will not be processed until due.
The A/P Coordinator will match invoices to open purchase orders for that amount. If the purchase order is fulfilled, the A/P Coordinator will close the purchase order in the system.
For all new vendors, a W-9 form must accompany the request for payment form.
Vendors now have the option to have reimbursements put directly into the vendor's bank account. The Direct Deposit for Payment form should be completed and sent to the Accounts Payable Supervisor for this option.
An employee may request a miscellaneous cash advance to cover the cost of expenses not chargeable to the Stonehill Purchasing Card or the College. (A Petty Cash advance can be obtained in amounts of $100 or less). These advances are obtained by completing a Cash Advance Form.
Cash Advances must be reconciled with the Accounts Payable Supervisor within 30 days of travel.
Statements with the above completed should be forwarded to the Controller’s Office with receipts for ALL charges attached to the statement.
Employees must complete the Travel Accounting Form for all travel related reimbursements.
Original receipts must be attached to the completed and approved form.
Any cash advances obtained related to the employee's travle must be deducted from the amount due to the employee for reimbursement.
Reimbursements will be directly deposited in the employee's bank account.
The Controller/Accounts Payable Supervisor reviews the account number to be charged against the description to ensure that the cost is in the appropriate account, and the support behind the request (receipts or other documentation) agrees to the dollar amount.
If there is an incorrect account number, the Controller or the Accounts Payable Supervisor contact the individual requesting the funds to discuss the charge and the reason for the incorrect account number.
If there is a missing receipt, the Controller or the Accounts Payable Supervisor contacts the individual to request the receipt. If the receipt can’t be found, the individual must complete the Missing Receipt Form (with department head signature) describing the reason and verifying the dollar amount of the missing receipt.
The Stonehill College Procurement Card (Pro-Card) Program is designed to improve efficiency and reduce costs in processing low dollar value purchases ($2,500 or less). The Accounts Payable Office partners with the Purchasing Department to administer this program. All reconciliations are due to Accounts Payable Office by the 21st of each month.
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2019 Mileage Reimbursement Update
Beginning on Jan. 1, 2019, the standard mileage rates for the use of a car (also vans, pickups or panel trucks) will be:
- 58 cents per mile driven for business use, up 3.5 cents from the rate for 2018,
- 20 cents per mile driven for medical or moving purposes, up 2 cents from the rate for 2018, and
- 14 cents per mile driven in service of charitable organizations.