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Accounts Payable FAQ

 Q: How much is the mileage reimbursement?

  • January 1, 2017 through December 31, 2017
    • $0.535 cents per mile for business miles drive
    • $0.17 cents per mile driven for moving purposes
  • January 1, 2018 through December 31, 2018
    • $0.545 cents per mile for business miles drive
    • $0.18 cents per mile driven for moving purposes

 Q: When are checks processed in Accounts Payable?

  • Checks are processed every Tuesday and Friday.

Q: 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.

Q: 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

 Q: Why don’t we pay tax?

  • The University of Hartford is a tax-exempt institution.

Q: 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.