Accounts Payable

• Deadlines
• Check Request/Invoice Payment
• Payments made for Services (W-9)
• Purchase Requisition Forms
• Budget Authorization Forms
• Travel Advance and Expense Reimbursement Form
• Business Related Travel
• Employee Stipends
• Tax exempt status
• End of fiscal year procedures
• Mileage rate

Staff:

Donna Matthews, dmatthews@csbsju.edu, 320-363-5187

Deadlines:

Checks are processed each day at 8:00 a.m. and are available within 24 hours. If the check is less than $200.00 it may be cashed at the CSB Student Accounts cashier window.

Check Request/Invoice Payment:

A check request for advances, travel reimbursement, consultant fees, prepaid orders or other needs is submitted to Donna Matthews (Main 230, #5187) in the CSB Business Office. Support documentation must be attached to the check request and the "purpose" line must be completed. A tax or social security number and address must be included before a check for individuals or businesses can be issued for services rendered (not when merchandise is received). Reimbursement to out-of-state individuals, partnerships and corporations who entertain in Minnesota will be subject to a two percent tax on the gross compensation paid to them. Wisconsin, North Dakota and Michigan are exempt from this tax. Any questions relating to accounts payable can be directed to Donna Matthews in the CSB Business Office.  Check request forms can be found at checkrequest.

The department chairperson is responsible for authorizing all expenditures for the department and must sign all invoices, check requests and budget authorization cards before they can be processed. Any delegation of this responsibility requires an authorized signature of the person delegated to be on file in the CSB Business Office. A check request made payable to the department chairperson requires the signature of the appropriate vice president/provost or dean.

Payments made for Services (W-9):

All requested 1099 payments (payments made for services, which include labor, to individuals or businesses) will only be made once the Accounts Payable Office receives a completed W-9 form from the individual/vendor. The W-9 form provides the Accounts Payable office with verifiable tax identification numbers and addresses. Without the form, the AP offices will be unable to make the payment. Please assist the AP office in providing the form to your vendors prior to turning in the AP check request forms. The form can be found at W-9.  You may also contact AP for additional forms. Unless this completed form is received by the AP office, the requested payment cannot be released. To avoid late payments to vendors, your assistance is important. Please remember that because of IRS tax reporting requirements, employees must not personally pay individuals or vendors for these types of payments and subsequently request reimbursement from the institutions. These payments must be processed through the Accounts Payable office.

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Purchase Requisition Forms:

For all purchases off-campus a purchase requisition must be completed online.  Your purchase order, which is prepared from the information on the requisition, will be ready after appropriate approval has been given.  The requisition must have the following information: complete address of vendor; where to ship merchandise; detailed description of merchandise with price; department code to be charged. Please specify if you want the Purchase Order sent directly to the vendor or if you want to pick up the Purchase Order at the Purchasing Office or have the Purchase Order returned to your department.

The vendor will then send an invoice to you. Before the invoice can be paid, it must be signed by the authorized person for that budget and have the budget code number written on the invoice. The signature indicates that the merchandise has been received and is acceptable. If a remittance copy is included, the original invoice and the remittance copy should both be turned into Donna Matthews in the CSB Business Office. Please turn in your invoices as you receive them. Invoices are paid weekly to take advantage of discounts.

If you have questions on the purchasing system, please contact Doris Gangl at 5353.

Budget Authorization Forms:

Budget Authorization forms should be used for Bookstore and other on-campus purchases and must be signed by the department chairperson or by an authorized person delegated by the department chairperson. Cash withdrawals are limited to $100.00 for reimbursement purposes and must be approved by one of the designated Business Office employees before processing in the Student Accounts window.  Receipts must accompany the request for reimbursement.  All reimbursements over $100.00 should be made by a check request.  These forms are available in the CSB Student Accounts Office.

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Travel Advance and Expense Reimbursement Form:

Travel advances require a completed "Travel Advance and Expense Reimbursement Form" with documentation of expenses to be returned within ten days after travel advance is received. Any undocumented items over $25.00 will not be reimbursed. These forms are available from Donna Matthews in the CSB Business Office or at  travelform.  Additional information can be found in the Travel Guidelines distributed by the CSB Business Office.

Business Related Travel:

St. Ben's has set up a "ghost" VISA account with all the travel agents in the St. Cloud area to be used for all travel pertaining to the College of Saint Benedict. St. Joseph Travel is the preferred agency. When you make travel arrangements, ask the agent to charge St. Ben's VISA account. If you have any questions please contact Donna Matthews in the CSB Business Office.

Employee Stipends:

Requests for payments for services rendered to CSB and SJU employees or students must be processed through the payroll offices. Please note that requests must be received seven working days prior to paydates to be processed with the payroll. If you have any questions regarding payment to CSB employees please contact Julie Straka (Main 235, #5899) or Diane Van Beck (Main 236, #5103) or for a SJU employee contact Jan Jahnke (Quad 127, #2874). If you have questions regarding payment to a CSB/SJU or SOT student please contact Angie Mareck (Main 243, #5049) or Barb Fahnhorst (Quad 154, #2186).  Forms for CSB and SJU employees can be found at stipendform.

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Tax Exempt Status:

The College of Saint Benedict is a tax exempt organization.  Therefore, most purchases should not include sales tax.  Please deduct sales tax from any invoices.   If the vendor needs verification of our tax exempt status, please contact Donna Matthews in the CSB Business Office.

End of fiscal year procedures:

June 30 is the end of the fiscal year at the College of Saint Benedict.  Purchases of less than $50 can continue to be made through June 30. Purchases over $50 which are to be funded out of your current fiscal year budget must comply with the following policy:

1) Merchandise or services must have been ordered by May 31; 2) The invoice must be turned into the Accounts Payable Office on the campus where your budget is administered by June 30. Of if you have not received an invoice, forward a copy of the purchase order to Bill Patefield at Saint John's (Q125) or Sue Palmer at Saint Ben's (Main 235) by June 30. Please make sure the dollar amount and account number are clearly indicated on the purchase order. Invoices/purchase orders received after July 1 will be paid with "new year" funds. 

Mileage rate:

The rate of reimbursement for the use of a personal car is 50.5 cents per mile. 

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