Number: ADMIN 050
Effective: March 2, 2017
Department: Finance and Business
Last Revision: April 28, 2017

Purpose

To provide a framework for consistency, structure and guidance for CWI’s general business operations by establishing guidelines for the administration of accounts payable.

Scope

Applies to all vendors, contractors and other third parties requesting payment for goods and services provided to CWI and employees requesting reimbursement for local mileage, travel and approved expenses.

Definition

Epayments (ACH): CWI’s established instrument for electronic payment for goods and services.

Student Organizations (50) funding: Funding for a student group approved and sponsored by CWI. Each student organizations has individual budgets and bylaws to which they adhere. Student groups are overseen by the Student Life Division. All student organizations must comply with CWI’s policies and procedures.

Project ID: An assigned individual identifier in CWI’s system of record (“Colleague”) which is used to ensure the correct tracking and monitoring of the project budget.

Policy

CWI is committed to satisfying its financial obligations to vendors and others that have provided goods and services to CWI. All employees must comply with applicable policies and standards for receiving goods and service on behalf of CWI, as well as adhere to providing the necessary documentation and approvals for any requested reimbursements for payment.

Guidelines

Payments Schedule And Methods

  1. The Accounts Payable office will process vendor, employee and student reimbursement payments once a week. These payments are initiated by Payment Requests, Employee Out-of-Town Travel, Non-Employee Travel, and Local Mileage forms.
  2. All payment requests (vendor, employee and student reimbursement requests) are due to the Business Office by 5PM on Friday, a week before the check is needed. Payments will be distributed the following Friday, after 3PM.
  3. CWI is tax exempt and therefore does not pay or reimburse sales tax.
    1. Any incomplete paperwork or items received after the Friday deadline may delay the payment.
    2. Vendor payments are not issued during the weeks of Thanksgiving and Christmas.
    3. Employee reimbursements will be issued each Friday, unless a notice is posted to the contrary in “CWI Newletter”.
  4. Typically, payments are mailed on Friday afternoons. However, in some circumstances and upon request a check may be held in the Accounts Payable office. Identification is required before payments will be released.
  5. Vendor reimbursement may also be made through Echeck (ACH). Please contact the Business Office for additional details at Businessoffice@ciwdaho.cc
  6. Employee reimbursements are made by Echeck (direct deposit/ACH).
    1. The account is set-up at hire or changed through payroll.
    2. The deposit is made on Friday each week.

Payments Requests

  1. Payment requests are originated by the department receiving the goods or services. All payments to vendors and employees must have original invoices attached.
  2. Employees will not be reimbursed if they pay a “Service Provider”. These services are always paid by Accounts Payable.
  3. A payment request for a capital item or any amount over $2000 should always have a PO attached.
  4. Payment requests for any of the “Organizations” (50) accounts must comply with CWI policy.
  5. Invoices in the amount of $2,000 or more that are received without a previously-approved PO may be approved, if all of the following conditions are satisfied:
    1. An explanation is attached to the “Payment Request” explaining the reason a PO was not completed before the charges were incurred.
    2. The VPFA or Comptroller has approved the payment request.
    3. If the invoice is over $9,999.00, the additional signature of the President or EVP is required.
  6. For further instructions, please refer to: AP Payment Request.

Employee Reimbursement For Travel

  1. Reimbursement for employee travel is to be submitted within 30 days of travel.
  2. Items to be included in the reimbursement request include but are not limited to: a copy of the prior approval, conference or meeting agenda, airline schedule, and original receipts for reimbursable items.
  3. The employee requesting reimbursement is required to sign the form and check the box acknowledging the expenses were in accordance with CWI travel policy and not purchased with a P-card.
  4. After the employee signs the form (original signature is required), it shall be given to the Dean/Department Head/Budget Officer for approval and then sent to the Business Office for review and processing. Original signatures are required for reimbursement.
  5. For further instructions, please refer to: TRAVEL-OutOfTownTravel.

Gift Cards

  1. Gift cards are considered cash and must be held in a locked safe for storage. Please contact the Accounts Receivable Manger or Business Office for this service.
  2. Gift cards in any department at CWI that have not been delivered to the recipient within 30 days from the purchase date should be held in the Business Office.
  3. All recipients of a “Gift Card" are required to be documented with a legal name and date. The information must be submitted to the Business Office within 10 business days.
  4. For further instructions please refer to: I/procedures/ARCR-procedures Documentation/Gift Card Handling.

Gifts/Prizes Or Awards

  1. All gifts, prizes or awards must be pre-approved before purchase.
  2. Please read the CWI Gifts, Awards, and Incentives policy before purchase. Be aware that depending on the prize or award, the recipient of a prize or award may be taxed on the value. Gift cards are considered cash and are always taxable.
  3. For further instructions please refer to: APPROVAL-GiftPrizeorAwardPreapproval

Meals And Refreshments

  1. Prior approval is required before refreshments or meals may be purchased for meetings or CWI events.
  2. For further instructions, please refer to: APPROVAL-EventsFoodEntertainment

Travel

  1. The CWI travel policy is intended to establish guidelines to promote cost-effective and efficient methods for travel and related expenses while performing official CWI business and attending training/conferences.
  2. CWI employees, students and non-employees requesting reimbursement of travel expenses are required to have prior approval before the expenses are incurred.
  3. For further instructions, please refer to: APPROVAL and TRAVEL forms - Employee, Student and NonEmployee.

Local Travel

  1. The local mileage reimbursement form is used to reimburse employees for local vehicular travel in a personal vehicle for CWI official business purposes.
  2. Mileage forms should be submitted monthly, within two weeks of the last day of the previous month.
  3. Please refer to the “Frequent Trip” matrix or attach a map of your travel miles. For further instructions, please refer to: TRAVEL-LocalMileage

Echeck

  1. A vendor may request to be paid by Echeck (ACH) EPaymentAuthorizationAgreement 2017 . To do so, the vendor should contact the Business Office and request the necessary documentation. businessoffice@cwi.edu
  2. Once the information is received and entered (takes two weeks), the vendor may receive payments via Echeck (ACH) using the correct vendor terms.
  3. EPayments are deposited on Friday, each week.

New Vendor

  1. If a new vendor/contractor is to be set-up in Colleague, a W-9 is required from the vendor/contractor. This form is to be completed, signed and dated and returned to the Business Office. After obtaining IRS verification, the new vendor will be eligible to receive Purchase Orders and Payments.
  2. If any of the information is not correctly completed, the form will be returned to the vendor/contractor. For further instructions, please refer to: AP-BlankW9

Check Replacement

After 30 days of issue, a “Lost” check may be replaced, by completing a “Check Replacement Request”. This form is completed by the Business Office or the department requesting the replacement check.

  1. The vendor, employee or student receiving the “replacement” check must sign the Check Replacement Request” form. (An email from the vendor/contractor will also be accepted).
  2. The Accounting Manager will verify the status of the check with the bank and place a “hold” on the check. After receiving the approved form, A/P will void the check in Colleague and reissue the check on the next full check run.
  3. The vendor, employee or student will be responsible to all fees incurred by CWI. For further instructions, please refer to: AP-CheckReplacementRequest.

Fuel Card Pin # Request

  1. A CWI employee is required to request a “Fuel Card Pin” when there is a need to fuel a CWI-owned vehicle. Please refer to the Fuel Card Pin # Request procedure and form.
  2. Employees should review the Vehicle/Fuel Card Procedure before making a request for a Fuel Card Pin or fueling a CWI vehicle.
  3. At least one week is required for the request to be processed. For further instructions, please refer to: AP-FuelCardProcedures.

Missing Receipt Form

  1. If a CWI employee or student otherwise eligible for reimbursement cannot locate a necessary receipt and attempts to obtain a duplicate receipt from a merchant have failed, a missing receipt form should be completed by the purchaser and signed by the department head/budget officer.
  2. If paid by a credit card or check, a copy of the statement showing payment must be attached. For further instructions, please refer to: AP-MissingReceipt.

Professional Development Preapproval Form

  1. This form is used to request approval for professional development before paying for either tuition & fees or certificate programs.
  2. This form is not used for conferences, seminars, workshops or subscriptions.
  3. Employees should be aware that reimbursement for professional development may have tax implications.
  4. A Professional Development Form must be completed by the requestor, approved by the Budget Officer, approved by the Dean/Department Head, and sent to the Business Office for final approval. If approved, the request is returned to the requestor.
  5. For further instructions, please refer to: Professional Development Request 2017