Northeastern University

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Accounts Payable

FAQ

Stop payments | Purchase Orders | Goods and Services | Travel and Related Expenses | Miscellaneous Inquiries

For questions regarding Procards, please visit the ProCard section of this website.

Click here for the funding approval grid.

Stop payments:

Question: How do I place a stop payment on a check?

Call Accounts Payable.  We will take the information such as company name, invoice number and amount and place a stop payment on the check. If you want the check reissued, let us know.

Question: How long do I have to wait until I can place a stop payment?

We ask that you wait at least 2 weeks before a stop is placed.

Question: How do I know it went through?

We will call you only if there was a problem placing the stop payment (i.e. the check was already cashed).

Question: How long does it take?

It normally takes 3 to 5 business days to place the stop payment and reissue the check.

Purchase Orders:

Question: When is a purchase order (PO) needed?

A. If you are purchasing goods and services that cost more than $3,000, submit a requisition to Procurement Services.

B. Independent Contractor/Consultants should be paid with a Purchase Order and invoice.

Question: How do I get a PO?

  • Obtain a quote from the vendor.
  • Create a Requisition in Banner which will feed to the Procurement Services.
  • Within 24 to 48 hours, a PO will be created.
  • Place the order with the vendor giving them the PO number.
  • When AP receives the invoice, it will be entered into Banner.
  • Approve teh invoice in Banner. Please note, if the invoice is not approved on line, a check will not generate for payment.

Question: I received a letter stating that my payment is being withheld due to incomplete receiving, what does that mean?

That is to let you know that the amount we have invoiced against your purchase order is more than the amount you have received on-line.

Question: What is "net 35" or "n35"?

It means that our checks will cut 35 days after the date of the invoice.

Goods and Services

A. Goods and services under $3,000

The ProCard should be used to purchase most goods and services under $3,000.

Exceptions:

  • Vendors who accept central billing (i.e. office supplies): For a list of these vendors and instructions, please contact Procurement Services at x. 2135.  You can also view this list on their website www.neu.edu/purchasing.
  • Vendors who do not accept the Procard: Use an Direct Pay Request (DPAY) form.
  • Procards should NEVER be used to pay an Independent Contractor/Consultant. This type of vendor should be paid with a Purchase Order and invoice.

Please note: DPAYs under $1,000 that are being paid from grant-related funding do not need the approval of DSPA.

B. Goods and services greater than $3,000

If you are purchasing goods and services that cost more than $3,000, submit a requisition to Procurement Services.

Travel and Related Expenses

Travel and Entertainment
If you travel and/or entertain for University business purposes, you will be eligible to apply for a no-annual-fee American Express corporate card through the Accounts Payable Department. These cards are to be used for University business only. Alternatively, you can charge travel and related expenses to your own personal credit card. Either way, you will receive a monthly bill from the credit card vendor, and you will be expected to pay the vendor directly for all your charges. You can obtain reimbursement from the University via an Expense Reimbursement Voucher. Accounts Payable will process properly completed vouchers within 5 business days of their receipt. Thus, in most cases you will receive reimbursement for travel before your credit card statement is due.

Frequent travel and entertainment
If you travel and/or entertain for University business purposes as part of your core job responsibilities, you may be eligible for a Procard with travel privileges.  Please contact the Procard Administrator at x.2652 for further information.

Travel arrangements for non-employees
If, as an administrative staff member, you make travel arrangements for others (job applicants, guest speakers, or students), you may be eligible for a Procard with travel privileges.  Please contact the Procard Administrator at x.2652 for further information.

Other: Subject reimbursement
If you reimburse research subjects in cash or have similar special needs, you may be eligible for a Procard with ATM privileges. This type of Procard is authorized for ATM withdrawals for specifically approved purposes only.  Please contact the Procard Administrator at x2652 for further information.

Please note: All applications for Procards with travel and/or ATM privileges must be supported by a good track record of Procard utilization and reporting, a need that merits the additional card features, and approval by your department or unit head, division head and your senior vice president. These cards carry with them responsibility for an increased level of reporting, reconciliation and audit.

Miscellaneous Inquiries

Question: How do I tell if this invoice/expense voucher, etc, requires funding approval?

Click here for the funding approval grid.

Question: What is a central bill?

Certain companies have contracted with the University to give lower prices or will bill the University directly. Federal Express and Corporate Express are two popular ones. Each department has set up an account with federal express where federal express will "hold onto" the invoices from the departments and submit them all at once. If your department does not have an account, you can call 1-800-GO-FEDEX and set one up. After you receive an account number from FED-EX, please inform AP so we can update our records. Corporate Express is our contracted vendor for office supplies such as paper, pens, tape, etc If our office does not have the catalog and order forms, please contact them. For a complete list, please visit the Procurement Services website.

Question: Will you call me to pick up a check instead of mailing it out?

Our policy is that checks are mailed out.  However, we realize there will always be exceptions. Please call Accounts Payable and exceptions will be handled on a case-by-case basis.

Question: What is a 1099?

A 1099 Miscellaneous form is sent to all vendors (non-corporation) to whom the university has paid a minimum of $600 for services rendered, awards/scholarships, rent, legal proceeds as well as a minimum of $10 in royalties. There are other categories of payments for 1099 Miscellaneous but the University seldom makes payments for them.

Question: I received a letter saying that my paperwork has been sent to the Payroll office because the payee is on their files. What does that mean? What do I do?

Due to IRS regulations, we must attempt to minimize if not eliminate the number of individuals to whom we issue BOTH a W2 and 1099 form. If the Payroll office has already paid the payee, we must send the paperwork to them to determine if they are going to process a W-2 for the current tax year. If so, payroll will process a check to the payee. Otherwise, the paperwork automatically comes back to AP and we will issue a check. No action is necessary by the department.

Question: A vendor is not located in the United States and is requesting to be paid in their foreign currency? How do I process payment?

Fill out an DPAY form as normal, but make a note on the form that payment is to be made in a foreign currency. We will then contact our foreign exchange company who will then create a foreign draft. The charge will show up on your budget report with the name of the vendor you are paying.

Question: Should I be charged sales tax on my purchases?

The University is a non-profit institution and should not be charged sales tax.

Question:  Who are the University's preferred vendors?
Preferred vendors (contract suppliers) are ones with whom the University has worked out 'least-cost agreements' that enable the University to get the best prices for goods and services. These vendors should be utilized for all purchases. Contact the Procurement Services or access their web page for an updated list of preferred vendors.

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