What's New in Accounts Payable

CURRENT MILEAGE RATE - $0.585 for travel on or after 8/29/2008

SOCIAL SECURITY NUMBERS - As many of you already know, the Accounts Payable office has recently migrated all forms to the web.  You will notice that these forms no longer ask for social security numbers, instead a Banner ID is required.  Please DO NOT submit social security numbers on any forms.  Banner ID's already issued to vendors may be found by utilizing the FAIVNDH screen.

W-9 REQUIREMENT - Effective immediately, all vendors must have an IRS W-9 form on file.  In order for a new vendor to be established in Banner, the University must first receive a completed W-9 from the vendor.  The W-9 must accompany the requisition, Honorarium, PSA or voucher accordingly.  This form is used to collect accurate taxpayer identification information such as the vendor name, address and status (sole proprietor, corporation, etc)  It will also provide the employer FEIN or in the case of a sole proprietorship, the vendors Social Security number.  Accounts Payable will issue all new vendors a Banner issued ID.  

The information provided on the W-9 form is also used to report qualifying payments to the IRS via a 1099.  The W-9 is required only once unless the vendor's taxpayer information changes (i.e. name change, change to vendor status, etc) and will be maintained on file in the Accounts Payable Office.  To inquire whether the University already has a W-9 on file, please contact the Accounts Payable Office at x26844. 

** Please note that as we clean up our vendor files, we may be requesting W-9's for vendors that previouly have been paid by SCSU but have no W-9 on file.  The information on this form is extremely sensitive.  Please send directly to AP.  Do not make copies of W-9's for your records. 

ACCOUNTS PAYABLE FORMS - Click on "Forms" on the AP website to find the most commonly used AP forms.  These are fillable forms that may be printed and submitted for processing.   

DIRECT DEPOSIT UPDATE - In an effort to improve efficiencies and reduce costs, SCSU will begin paying all vendors via ACH (direct deposit).  This includes vendors, students and employees receiving accounts payable payments.  For more information, click on Direct Deposit.     

TRAVEL AUTHORIZATION APPROVALS - As of July 1, 2008 travel authorizations for out-of-state and international travel will again require the written approval of the President.  

Presidential approval is required for:

• Out-of-state or international travel funded in part or entirely from the operating fund (111,113,1210,2110,2112)

*****Presidental review and approval is not required for out-of-state or international travel that is funded entirely from AAUP, SUOAF/AFSME and/or grant funds.

UPDATE TO PER DIEM RATES FOR TRAVEL WITHIN THE US - The Federal Per Diem Rates for travel within the United States have been revised by the US General Services Administration effective October 1, 2007.  Please visit their website for a detailed listing of all localities.     Foreign rates may be found on the US Department of State website.

TRAVEL POLICY UPDATE - The CSU office has recently made a change to the travel policy regarding insurance and the use of personally owned vehicles.   Some highlights of the changes effective May 3, 2006 include:                  

• Combined minimum liability coverage to $105,00
• Mileage for all travel other than between CSU universities and the system office will be determined by the use of Mapquest.  A copy of the Mapquest directions must be submitted with your travel reimbursement request.
• For travel between the CSU universities and the systems office, the following mileage chart must be utilized