The accounts payable staff is responsible for making payments owed by the college to suppliers and other creditors. There are three basic functions of the accounts payable department: vendor payments, employee and student payments, and business/travel expense reimbursements.
The business office writes checks on Wednesdays and Fridays. In order to have a check written on one of those two days, a completed disbursement request or invoice voucher must be received in the business office no later than noon the day before. Need help? Contact Irene Lyczko at 503/788-6633 or firstname.lastname@example.org.
A disbursement request(PDF)is used for reimbursement of expenses paid out of pocket on behalf of the college. Include the name and address of the payee, the account number, purpose of payment and description of the expense, amount due, and the department budget manager signature.
Entertainment and meal expenses must include the names of attendees or the name of the group. Payments made on behalf of another person (such as hotel or registration expenses) must reflect the individual's name and reason for the expense.
The original receipts should be put in chronological order and stapled to the back of the Disbursement Request. Securely tape small receipts to an 8.5"x11" sheet of paper to facilitate scanning of the document.
Mileage will be reimbursed at the standard business rate as set by the IRS.
Upon receipt of a vendor invoice, the budget manager (designated signer) verifies that the goods and/or services have been received. The budget manager requires the following information in the Invoice Voucher:
- Name of Vendor (Payee) and address
- Date invoice was received
- Date of invoice
- Total invoice amount
- Organization and Account numbers
- Description of purchase/services
The budget manager must sign the invoice voucher approving payment and print their name where indicated on the form. The signer is responsible to verify that the department budget is adequate to pay the invoice.
How do I pay an independent contractor?
Independent contractors are vendors who perform services for the college but are not employees of the college. They include many occupations where the worker is considered self-employed. It is important that the college make the correct determination as to whether the person is an independent contractor, or should be paid as an employee.
The compensation paid to independent contractors is taxable. Accounts Payable does not withhold taxes from the payments. The income is reported to the recipient and to the IRS at the end of each tax year on Form 1099.
In order to make a check payment to an independent contractor, submit a completed Disbursement Request or Invoice Voucher, with invoice attached, to the Administrative Coordinator in the Business Office Eliot Hall 308.
In addition to the payment request, please attach a Form W-9 and a Personal Services Agreement(PSA) that has been completed and signed by the contractor. The W-9 form provides the tax identification number (TIN) of the contractor and certifies that the TIN is correct and that the contractor is not subject to backup withholding.
Information on the Personal Services Agreement (PSA) can be found on the Risk Management Website.
International Independent Contractors
If the individual is from a foreign country, please contact the business office as soon as you decide to contract services. It takes several weeks to complete the paperwork necessary to pay nonresident aliens. You will need to complete a Form 8233 and a W-7.
The Form 8233 is used by non resident alien individuals to claim exemption from withholding on compensation for personal services because of an income tax treaty or the personal exemption amount. The W-7 is used to apply for an IRS individual taxpayer identification number (ITIN). An ITIN is a nine-digit number issued by the U.S. Internal Revenue Service (IRS) to individuals who are required for U.S. tax purposes to have a U.S. taxpayer identification number but who do not have and are not eligible to get a social security number (SSN). Read the directions for 8233 and directions for W-7 or contact the business office for more help.