Accounts Payable or Payroll?
Payments to employees for services performed must be made through payroll... |
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Approvals
Approvals Required... |
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Business Expense Reimbursement
Employees submitting vouchers for reimbursement of business expenses must attach original receipts... |
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Corporate Credit Card Policy
Card expenses should be for Davidson College business only... |
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Deadlines
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Employee Meal Policy (in-town meals)
Davidson College does not provide reimbursement for in-town meals involving only Davidson College employees (more) |
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Employee Gifts and Awards, including gift certificates
Gifts and awards made by cash, check, direct deposit, gift cards and gift certificates are always taxable income to the employee under IRS guidelines. |
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How can I tell if a payment request has been processed?
To verify that a payment has been processed, you will need the vendor number. |
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I need to have a check returned to me. What should I do?
If you will need a check(s) pulled, please send an e-mail by Wednesday at 5 p.m. to "Checks to be Pulled" |
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Mileage Reimbursement Rate
The mileage rate for reimbursement of employee business travel in personal vehicles is $.55 per mile, effective for travel on or after July 1, 2008. |
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Payments to Non-U.S. Citizens
Since some non-residents are prohibited from working in the U.S. and/or being paid compensation, it is imperative that you contact our office as soon as you are aware that you will be paying a non-U.S. Citizen, even for reimbursement of expenses... |
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Payments to Out-of-state Vendors and Individuals
Personal services rendered by non-North Carolina individuals and companies are subject to a 4 percent withholding under North Carolina law... |
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Payments to Third Parties
May a speaker/performer designate his/her honorarium to a charity in lieu of being paid? |
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Payment Schedule
Business Services processes vendor invoices, employee expense reports and reimbursements on a weekly basis, with checks ready after 2 p.m. on Fridays... |
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Requesting a Check or Direct Deposit Payment
(All faculty & staff expense reimbursements will be paid via direct deposit. Funds will be available on Friday morning, and a direct deposit slip will be sent to you through campus mail.)... |
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Sales Tax
Although Davidson is exempt from Federal and State income taxes, we are required to pay North Carolina sales tax on all purchases... |
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Supporting Documentation
To prevent duplicate payments and satisfy auditing requirements, all expenses greater than $25 must be accompanied by original documentation... |
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Unincorporated (1099-able) Vendors
Federal Regulations require us to report to the IRS payments for services rendered by unincorporated vendors, such as speakers, performers, and contractors... |
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What is a voucher package?
A voucher package consists of a fully completed Accounts Payable Payment Request Form and the documentation supporting the business purpose of this request. |
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When are checks cut?
Checks are issued on Friday for invoices received by 1:30 pm on Tuesday, as long as payment terms indicate immediate payment is due. |
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Who do I contact to set up a new vendor?
Please send an email to "New Vendor Request"... |
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Year End Processing
The College’s fiscal year runs from July 1, 20XX through June 30, 20XY. At the end of each fiscal year, the College must pay close attention to amounts being paid so that these payments are reflected in the proper fiscal year. This section includes guidelines on charging payments to the proper fiscal year. |
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