The accounts payable function is responsible for paying and tracking invoices for vendors and expense reimbursements for employees.
- Invoices: All invoices under $10,000 must be approved by the budget manager in charge of that budget. Invoices over $10,000 must be approved by a Vice President or the President. Original invoices should be submitted with an authorized signature indicating approval and the appropriate budget code clearly identified.
- Check Requests: A check request should be used when seeking reimbursement for expenses such as subscriptions, office supplies or hospitality. A check request is also used to request payment for professional services, such as musicians, guest speakers, or consultants, or to request an advance. Receipts, a contract, or supporting email should be attached to show the reason for requesting the amount. In order to clear an advance, you must submit supporting documentation along with an Expense Report documenting the use of the funds. A copy of the “Advance Guidelines” is included with each advance check issued. Check requests for reimbursement are paid in the next check run. Other requests are scheduled to run on the closest Thursday to when they are needed and sent to the person indicated on the request.
- Expense Reports: An Expense Report is used to request reimbursement for travel on behalf of the College. All receipts and other supporting documentation should be attached. At the bottom there is a space for the requester to sign and for the approval. At the top there is a space for the budget code. The A/P Coordinator verifies the totals and schedules payment for the next check run. Checks are run every Thursday morning.
- Expense reimbursement and use of the Hood College credit card are subject to the College's expense reimbursement and credit card policies and guidelines.