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Accounts Payable
Frequently Asked Questions
What is required for an invoice to be paid?
Will copies of backup documentation for payment suffice?
Can I request payment of invoices billed to a third-party?
When would I use a Check Request form?
What is required when submitting a Check Request?
What is required for reimbursement of Meal and Entertainment expenses?
Can I get reimbursed for purchases I make on behalf of the University? What is the dollar limit?
What is the school policy regarding gifts to friends of the University?
Can University funds be used for staff morale-building events such as retreats and staff gatherings?
Can University funds be used for donations to charitable organizations or not-for-profits?
What is required for faculty and staff awards/recognition?
What is a procurement card and how do I use it?
Accounts Payable FAQ
What is required for an invoice to be paid?
All invoices must have a completed voucher tag and original backup documentation confirming the invoice is a legal liability of the University.
Will copies of backup documentation for payment suffice?
No. Only original documentation will be accepted as backup for payment. Accounts Payable management must approve any exception.
Can I request payment of invoices billed to a third-party?
No. Invoices are to be billed to Southern Methodist University. Third-party invoices will not be paid with university funds.
When would I use a Check Request form?
Use the Check Request form only when an invoice is not available. This includes items such as registration fees, order forms and student stipends.
What is required when submitting a Check Request?
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Check requests must have original backup documentation that confirms the requested payment is a legal liability of the University.
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Check requests must have original signed signatures.
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Include a contact phone number on all payment requests in case of a problem.
What is required for reimbursement of Meal and Entertainment expenses? (Learn More!)
All Meals/Entertainment expenses must be properly documented to be reimbursed. Documentation for external expenses includes:
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Original vendor receipt or credit card charge.
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Business purpose and names of individuals involved.
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Location and Date of event.
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Appropriate approvals.
Can I get reimbursed for purchases I make on behalf of the University? What is the dollar limit?
Single full payments for locally purchased goods and materials not exceeding $5000 can be reimbursed by check request. Procurements in excess of $5000 must be substantiated by a purchase order in advance of the financial commitment by the University.
The Procurement Card (VISA charge card) gives selected employees the ability to charge small dollar purchases eliminating requisitions, check requests and petty cash reimbursements. This gives departments greater convenience, control and flexibility in purchasing. Click here to learn more about procurement cards.
Where can I find out more about the University's Travel policy? For example, what kind of Travel expenses does the University reimburse?
Click here to view the University's Travel policy.
Our department is having a Christmas party. Will the University reimburse expenses associated with it?
Awards banquets and holiday and social celebrations may be paid from University funds if the celebration is primarily for students or is for the entire University community and is approved by the authorized parties. Office social events and celebrations for select groups of faculty and staff may not be paid from University funds unless an exception to policy is authorized by the President or vice-president.
What is the school policy regarding gifts to friends of the University? (Learn More!)
Gifts to friends of the University are permitted when a legitimate business reason for the gift exists (e.g., custom, appreciation) and the transaction is approved by the President, a vice president, athletic director or a dean. Gifts may be reportable and must be reviewed by Vice President for Business and Finance staff prior to being made to ensure appropriate tax treatment.
Can University funds be used for staff morale-building events such as retreats and staff gatherings?
Employee cultivation events such as retreats, staff gatherings (i.e., meals, outings, etc.) or other events to build morale, build group development, or show appreciation may be paid from University funds only if approved by the President, vice-president, athletic director or dean.
Can University funds be used to purchase flowers and cards for celebration of birthdays, holidays, etc. or as expression of sympathy?
Use of University funds to pay for decorations, floral arrangements and greeting cards for holiday occasions, sympathy, and celebration of birthdays, births, graduation and other accomplishments is not permitted except as described in University Policy 13.5. Click here to view the policy.
Can University funds be used for donations to charitable organizations or not-for-profits?
University Policy precludes the use of University funds, regardless of their source, for donations of any kind, including donations to non-profit or charitable organizations or to other causes. However, the President may permit exceptions to this policy if it's determined that participation in an event will promote the relationship between the University and the community. Occasionally there are business reasons for expenses that may incidentally involve making charitable contributions. For instance, some portion of the cost of tables or seats at community sponsored events that University representatives attend for fundraising or community involvement may be considered a contribution. These tables and other nominal charitable contributions to other institutions may be made if there is a business reason for the expense and the exception is approved by the President or a vice president of the University.
What is required for faculty and staff awards/recognition?
All faculty and staff awards and/or recognition must be approved by the President or vice-president and reviewed by the Office of the Vice President for Business and Finance or designee prior to making the award to ensure appropriate tax treatment. Student awards in addition to financial aid must be approved by the manager fiscally responsible for the budget account to which the expense will be charged and reviewed by the Vice President for Business and Finance or designee for proper tax treatment.
What is a procurement card and how do I use it?
Click here for information on procurement cards.
Questions? Contact Accounts Payable
