Business Office

ACCOUNTS PAYABLE POLICIES

 

The information below outlines the current Accounts Payable Policies for the University. Please take a moment to familiarize yourself with them and do not hesitate to contact our office with any questions you may have.

  • All check requests must have some type of backup documentation attached that reflects how the requested dollar amount is derived. Examples of adequate documentation are ORIGINAL ITEMIZED RECEIPTS, invoices, renewal slips, order forms, etc. (Check Request Form)

  • If the amount requested is less than $50.00 and you have the proper approved documentation, you can save time and pick up petty cash at the cashier's window.

  • Check requests submitted to be "Mailed with Enclosures" should have 1 original copy to remain with the request as backup and 1 copy to be mailed.

  • All check requests must have an authorized approval signature different than that of the payee. Dollar amounts up to $3,000.00 must have a Department Heads signature, $3,000.00 to $10,000.00 requires a Dean's signature, and anything over $10,000.00, must be signed by a Vice-President.

  • In order to save processing time and to ensure your request is not delayed, please be sure to include the Payee’s vendor and your department Banner index and account codes (your complete FOAP). If you are sending a list of individuals to be paid, please attach a sufficient number of copies of that list to be attached as support for each check written.

  • Any check request or travel expense report turned into Accounts Payable that does not have the proper documentation, proper signatures or complete index and account codes will be returned to the requestor, which could delay payment.

  • Travel advances are allowed for the Admissions and Athletic staff for recruitment purposes and for those faculty or staff who are taking a group of students off campus for school functions. Reasonable estimates can be used to determine the amount needed for an advance. Completed travel expense reports, with actual itemized receipts attached, should be prepared and submitted to the Business Office within 30 days after return of trip.

  • Original itemized receipts are required for all expenditures that exceed $10.00. Proof of payment may be in the form of an itemized vendor receipt or a vendor marking on the invoice document that the charge has been paid. Proof of payment may also be in the form of an itemized credit card receipt and not just the copy of the signature indicating the totals. A copy of the credit card statement showing the charge or a copy of a personal check that has been canceled by the bank may also be used. For online purchases, proof of purchase may be in the form of a verification page from the website reflecting payment for the items for which reimbursement is desired.

  • Banner ID Numbers and social security numbers must be listed for all individuals to be paid.

  • All check requests must be submitted to Accounts Payable by noon on Wednesday to receive a check on Friday (except during June & July, when requests must be submitted by 5 p.m. on Tuesday to receive a check on Thursday). Due to increasing workload and time constraints, this deadline will be enforced.

  • Hand cut checks are available for emergency only.

 

Listed below are a few travel regulations issued by the State of Missouri and followed by Missouri Southern State University. If more information is needed please contact accounts payable. (FY10 Travel Expense Form)

  • Reimbursable travel expenses are limited to those expenses authorized and essential to the transaction of official business of the university.

  • Expenses incurred for the sole benefit of the employee, such as any type of insurance, finance charges, personal credit card fees or dues, movie rental, bar bills, extra meals, newspapers, magazines and other like charges shall not be allowed as reimbursable travel expenses.                      

  • Telephone, fax and telegraph expenses shall be allowed only when necessary for the transaction of official business.

  • Incidental expenses not directly concerned with travel (such as postage, small emergency supplies, etc.) may be allowed when necessary to the performance of official business while traveling. These necessary incidental expenses shall be itemized on the expense report with receipts attached.

  • Employees and officials are expected to exercise the same care in incurring expenses, as a prudent person would exercise if traveling on personal business.

  • Meal and hotel expenses shall be in reasonable relationship to their average cost for the cities where the expenses are incurred. Hotel expenses shall be at the single room rate and air travel is limited to no more than coach fare. The make/model of rental vehicles should be reasonable in relation to their business needs.

  • Officers or employees shall not incur expenses for the purchase of alcoholic beverages for reimbursement as a travel expense.

  • Employees may pay for airfare and receive reimbursement on their expense report if circumstances require it; however, the general practice should be direct billing.

  • Prepayment may be made when direct billed to the University for airfare, conference fees, and lodging required by the vendor or advance payment results in cost savings. Reimbursement to the employee for airfare, conference fees and lodging can only be made after the travel has occurred.

  • When more than one person travels in the same automobile only the owner of the vehicle shall be allowed mileage.

  • For travel by rented auto, the employee will be reimbursed the actual cost of the rental plus fuel.

  • Any unusual expenses incurred shall be itemized on the expense report and accompanied by receipts for payment. The justification for incurring any unusual expenses shall be fully explained by letter or notation on the expense report form.

  • All claims for reimbursement of expenses must be itemized and attested to by the claimant and approved by the director of the department. Primary responsibility for authenticating travel reimbursement claims rests with the department directors.

  • The State of Missouri travel policy adopted January 6, 2003 will not reimburse meals unless an employee is in travel status for a minimum of 12 hours. Employees claiming meals on their expense report that are not documented with overnight lodging must note in the description column of the expense report “12 hour travel status”.

  • When traveling away from home in the state of Missouri under the “12 hour status” policy, actual meal expense, up to a maximum of $50.00 per day is reimbursable. If less than three meals per day are subject to reimbursement, amounts (including tips) should not exceed:

        • Breakfast         $10.00

        • Lunch              $15.00                        

        • Dinner             $25.00

  • Should your institutional travel take you out of the state of Missouri, the above reimbursement limits will be increased to:

        • Breakfast         $15.00

        • Lunch              $20.00

        • Dinner             $35.00

  • Breakfast on the day of departure and dinner on the day of return are not allowed.

  • Itemized receipts must be obtained for amounts greater than $10.00 (regardless of the number in the party).

  • Note:  Prescribed maximums are not to be treated collectively as per diem allowances nor are they to be used individually without regard to the actual and necessary expenses. If actual expenses are less than the prescribed maximums, reimbursement will be allowed only for actual expenses.

 

In addition to the accounts payable and travel policy, the current petty cash policy is as follows: (Petty Cash Form)

  • Petty cash reimbursements may be made for any authorized institutional expenses of $50.00 or less. Please be sure to include your complete FOAP and appropriate approval signatures on the Petty Cash Voucher form and attach itemized receipts. An immediate supervisor must approve all receipts in order to receive reimbursement.

  • Examples of unauthorized expenses not eligible for reimbursement include, but are not limited to, the cost of any type of cards, office parties, flowers for special occasions and coffee for the office.

Any questions regarding these policies can be directed to: Kris Steddum (9512), Michelle Arwood (9837) or Linda Eis (3797).

 

To contact us: Monday-Friday, 8:00 am - 5:00 pm, 417-625-9381   Fax: 417-625-9388

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