Accounts Payable FAQ

What are the year-end deadlines?
The 2013 Year-End Deadlines and Procedures are available by clicking here.

How much is the mileage reimbursement?

January 1, 2013 through December 31, 2013:
			56.5 cents per mile for business miles driven
			24 cents per mile driven for moving purposes


January 1, 2012 though December 31, 2012:
			55.5 cents per mile for business miles driven
			23 cents per mile driven for moving purposes

When are checks processed in Accounts Payable?
Checks are processed every Tuesday and Friday.

How long does it take for a check to be cut?
Accounts Payable usually requires at least 10 business days to ensure checks are audited and processed accurately and completely. There is an additional review process for checks over $10,000, which may take an additional 1–2 days.

Why has an Order for Check (“OFC”) or Travel and Expense Voucher (“TEV”) been returned unprocessed?
Some of the reasons an OFC or TEV may be returned include:

Insufficient business purpose
Insufficient documentation
Insufficient funds
No signature, or no supervisor signature
Accounting distribution is not completed properly
Expense is considered compensation, payment must go through Payroll
Expense is a vendor payment that must be requested through a Purchase Order
Commuting expenses are included in request; commuting miles must be deducted from mileage
Request includes expenses that are unallowed per University policy
Request includes alcohol purchases that are not identified as for donor relations or pre-approved
Request includes gas reimbursement for a personal vehicle; reimbursement for personal vehicle use must be as a mileage reimbursement
TEV does not appear to include all travel expenses

Why don’t we pay tax?
The University of Hartford is a tax-exempt institution.

What does Non-Sufficient Funds (“NSF”) mean?
NSF means that there are not enough funds in a particular budget line for a payment request to be processed. Prior to sending a payment request, the department should check to ensure enough funds are available in the appropriate budget line. For example, if an OFC for $50 is submitted, and the budget line only has $15 available, the OFC may be returned to the department or delayed until a budget revision has been completed.