What's New in Accounts Payable

UPDATE TO CSU TRAVEL POLICY - The CSU Travel Policies and Procedures manual has been updated effective September 28, 2011. Please note that the list below includes some of the highlights and does not include all of the changes.  Click here for the entire CSU Travel Policies and Procedures Manual.

Updates:

1. A Travel Authorization is required for any in state travel involving any non- mileage expense greater than $50.00 (previously $25.00).  See Travel Components for more information. 
2. When a revised TA is needed (see Travel Authorization Revisions), the revision requires signatures only for new funding sources or increases in funding amounts (previously required all original signatures).
3. When approval has been granted to rent a passanger car or minivan for state business, the state contracted vendor should be used (currently Enterprise).  When renting from Enterprise ONLY, collision and personal accident insurance is no longer required to be purchased by the employee and will not be reimbursed if it is purchased.  Please see Car Rental and Other Transportation for information regarding other vehicle types or other rental companies.  
4. See Parking Permits for information on what to do if parking in economy lot 3 is not available.

CHANGES IN ACCOUNTS PAYABLE - In October 2010 Accounts Payable welcomed Mrs. Megane Watkins. As a result we have adjusted the payment responsibilities as of July 1, 2011. Please be aware of the changes so that you know who to contact with questions regarding vendor payments. 

• Diane Marino - Vendors A-L and Bond Fund Payments
• Megane Watkins - Vendors M-Z and Utility Payments
• Renee Knight - Travel (as well as Sam's Club & Ryan Business Systems)

 Click here for complete contact information.

THE TRAVEL AUTHORIZATION FORM HAS BEEN REVISED!! The TA form has been modified to accomodate the increasing use of the University P-Card. Expenses such as registration, airfare, lodging etc. to be paid by the P-Card, after the TA is approved, can now be indicated on the TA. Only items not charged to the P-Card will be encumbered.   In addition, when a P-Card is not available and a check is needed, the revised TA eliminates the need for additional vouchers for prepayments such as registration, lodging or travel advances.  Now you can indicate right on the TA the need for a prepayment (a separate voucher is no longer necessary).  Please see the new TA form and the new step by step Travel Authorization instructions for additional information regarding these two new changes! 

IMPORTANT UPDATE FROM EXECUTIVE VP JIM BLAKE - In March 2009 procedures were established to determine essential university purchases and/or expenditures.  Purchase requisitions and direct pay vouchers, regardless of cost, required the review/approval of the President, Vice President or designee.  EFFECTIVE JULY 1, 2011, essential purchases and/or expenditures involving purchase requisitions and direct pay vouchers will require approval of the President, Vice President or designee only when the cost is $1,000 and above. This approval procedure matches the acquisition level of the university P-Card.

Note: Above essential approval process does not apply to grants, student activity or bond funds. Click here to view entire announcement. 

UNIVERSITY P-CARD - SCSU has established a Procurement Card (P-Card) program designed to provide a cost effective manner in securing low cost goods.  The P-Card eliminates the need for a purchase requisition, purchase order and/or voucher for these low cost purchases.  In addition, the P-Card provides faculty and staff a convenient way to pay for travel related expenses such as registration and lodging without the use of personal funds.  For more information on the P-Card program click here.  You may also contact Robin Kenefick at ext. 25266 or at Kenefickr1@southernct.edu to get your P-Card today!

CURRENT MILEAGE RATE - $0.50 for travel on or after 1/29/2010.

IMPORTANT MESSAGE FROM EXECUTIVE VP JIM BLAKE - On March 9, 2009 Exec. VP Jim Blake announces some important changes that directly impact AP processing.  Effective March 9th, the Banner Org financial manager must sign and date any and all documents involving procurement, contracts and payment.  Banner Org managers may no longer delegate a colleague or support staff to sign on their behalf.  Additionally, procurement requests must be encumbered prior to the purchase of goods, services or travel.  Click here to view entire announcement.

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.  Please have the vendor send the W-9 directly to Accounts Payable or have them fax it to a secure fax at (203) 392-5057.  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.  Have the vendor 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 are revised each October by the US General Services Administration.  Please visit their website at www.gsa.gov/perdiem for a detailed listing of all localities and the most current rates.    Foreign per diem rates may be found here as well .

TRAVEL POLICY REMINDER

• 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