Accounts Payable Policies and Procedures Manual

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
Official Website:  http://accountspayable.uconn.edu/

 

EXECUTIVE SUMMARY

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.

APPLIES TO

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:

http://accountspayable.uconn.edu/negative-receiving-procedure-auto-pay/

  • 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/.

  • Memberships

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

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:

http://accountspayable.uconn.edu/check-pick-up/

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FORMS

TAX INFORMATION