|Title:||Accounts Payable Policies and Procedures Manual|
|Policy Owner:||Accounts Payable|
|Applies to:||Faculty, Staff, Students|
|Campus Applicability:||All University departments at all campuses except UConn Health|
|Effective Date:||March 28, 2012|
|For More Information, Contact||Accounts Payable|
|Contact Information:||(860) 486-4137|
The following Policies and Procedures insure that the University pays claims in a timely and accurate manner, while safeguarding the University by adhering to Federal and State regulations. Moreover, these Policies and Procedures provide efficient, effective and professional service to our students, faculty, staff, and vendors.
These policies and procedures apply to faculty, staff, and students on all University of Connecticut campuses.
POLICIES AND PROCEDURES
- Payment of Personal Services
For services costing less than $2,000, please visit: http://accountspayable.uconn.edu/payment-for-personal-services/ .
- Payment of Meals
For meal expenses incurred while attending meetings held in connection with University Business, please visit: http://accountspayable.uconn.edu/payment-for-meals/. (for Travel meal expense policies, please visit: http://travel.uconn.edu/wp-content/uploads/sites/481/2014/01/Travel-Policy-web-version.pdf)
- Direct Payment Stamp
The Direct Payment Stamp expedites invoice processing. Please visit: http://accountspayable.uconn.edu/direct-payment-stamp/ .
- Out of Pocket Purchases
University employees may make small out-of-pocket purchases of emergency allowable goods and services for official University use. There is a limit of $499.99 per item. Please visit: http://accountspayable.uconn.edu/out-of-pocket-purchases/ .
- Negative Receiving
For information on negative receiving, please visit:
- UConn Co-Op Purchases
Please use the BO-46 Form or the University procard for purchases at the University Co-Op. Please visit: http://accountspayable.uconn.edu/uconn-co-op-purchases/.
- Accreditation Expenses
Payment of the services of a team or an individual for the purpose of gaining or maintaining accreditation requires a Personal Services Agreement (Form 802-A) when the cost is $2,000 or more.
Please visit: http://accountspayable.uconn.edu/accreditatation-expenses/.
Professional organization memberships may be processed using the Co-17UC, the departmental purchasing card, or direct pay stamp. Please visit: http://accountspayable.uconn.edu/membership-in-professional-organizations/
- Recruitment Expenses
Any department performing a national search, may, with the approval of their Dean or Director, pay either full or partial travel expenses of candidates for the position. Please visit: http://accountspayable.uconn.edu/recruitment-expenses/ .
Subscriptions to magazines, newspapers or periodicals may be processed using the Co-17UC, the departmental purchasing card, or direct pay stamp. Please visit: http://accountspayable.uconn.edu/subscriptions-to-magazines-newspapers-or-periodicals/ .
- Transfer Invoice
The Transfer Invoice Form (CO-608 – Intra-Department Transfer Invoice) is available on the Accounting Office’s Website. Please visit: http://accountspayable.uconn.edu/transfer-invoice/.
- Debtor & Transfer Invoice-Creditor
The Transfer Invoice Form (CO-608 – Intra-Department Transfer Invoice) is available on the Accounting Office’s Website, and the form is prepared by the Creditor (the University department rendering the service or furnishing the supplies). Please visit: http://accountspayable.uconn.edu/transfer-invoice/.
- Check Pickup in the Accounts Payable Office
The Accounts Payable Office is located on the second floor of the Central Warehouse Building, Room 225. Please visit:
- ACH authorization for Employees (pdf form)
- ACH modification for Employees (pdf form)
- ACH authorization for Vendors (pdf form)
- ACH modification for Vendors (pdf form)
- BO-700 (payment request against local funds)
- Petty Cash Request Form NOTE: This is a new form
- Purchase Order Cancellation form
- Tax forms
- International Visitors Checklist (pdf)
- F-1 and J-1 Student Check List
- Non Resident Alien Information
- Tax Forms
- Visa Waiver Program
- State of CT, Department of Revenue Services – Policy Statement 2008 (1)
- Withholdings for Athletes and Entertainers: Policy | Form
- IRS Ruling 1.861-4 – Nov. 13, 2007