Accounts Payable

Accounts Payable

Bole Hall
201 Mullica Hill Road
Glassboro, NJ 08028
Phone / 856.256.4115
Fax / 856.256.4443
Email / invoices@rowan.edu

Office Hours:
8:00am - 5:00pm
Monday - Friday

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Banner Information

Banner Training

Form Instructions

FAQ


FAQ Answers

Banner

The following 2 screens in banner will be able to assist;

Vendor Detail History screen (FAIVNDH) - If there is a check number listed on the same line as the invoice, a check has been issued. If no check number, verify the date in the Due Date column. If the date has passed contact AP for assistance.

Document History screen (FOIDOCH) - Requisition, Purchase Order, or Document "I" number, entered in FOIDOCH will show if a check has been issued, check number will be shown in Check field.

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Can I tell if a Requisition, Purchase Order, Invoice, or check has been canceled?

Yes. You can go to Banner form FOIDOCH. There will be an "X" in the status box next to the document type that was canceled.

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Can I tell if a check has been processed, the check date, and the mailing address?

Yes. You can go to Banner form FOIDOCH (Document History).
You can enter one of these codes, REQ (Requisition), PO (Purchase Order), INV (Invoice), CHK (Check) or RCV (Receiving) in the Document Type.
Then tab to document code to enter the number that coincides with the document type (e.g. Doc Type: PO, Doc Code: P170001).
Click Go
Under Document Type look for Check Disbursement. If you do not see Check Disbursement then a check has not cut for this order.
To find the check date, select the line of the check you want to review, then select Related from the top menu, then Query Document. Enter the bank number in the Bank Field. The Bank number is the first two digits of the check number.
For electronic checks (the check begins with a “!”), the Bank number is 30.
Click Go
The check information including number, date and amount will be at the top of your screen.
The invoices paid on that check will be listed below in the Check Payment History section.
To view the mailing address, select the Invoice number in the Document Number column. Select Related, Document Inquiry, Go. You will see the mailing address.

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How would I receive goods in Banner?

Training and inquiries are provided for Banner users on how to receive goods in Banner through IRT training services. Visit the website for further information http://rowan.edu/irt-training

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Can I tell if a Receiving Notice has been completed and payment will be processed?

Yes. You can go to Banner form FOIDOCH (Document History).
There will be a "C" in the status box next to the receiver number.
There will be an "A" in the status box next to the invoice number.

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General/Miscellaneous

What days are check runs?

Monday, Wednesday and Friday

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Can Accounts Payable payments be set up on Direct Deposit?

Yes, Accounts Payable and Payroll departments share the same direct deposit table. Please email directdeposit@rowan.edu with your Banner ID and the last four digits of the account you wish to use.

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What are the University’s standard payment terms?

In general and unless otherwise noted, invoices will be processed for payment Net 30 days from the date a properly completed invoice is received in Accounts Payable.

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How do I pay for a Guest Speaker?

Follow procurement established guidelines and required documents listed on the website.

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How do I stop payment on a check?

Complete the Void Check Request Form and forward to AP.

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What would I do if I just received a call or email from AP with one of the following issues (Non-Sufficient Funds, Change Order or Receiving)?

Non-sufficient funds – Money needs to be transferred into the account that is being charged.
Change order – The amount of the purchase order needs to be increased. Email your request to the Purchasing department changeorders@rowan.edu.
Receiving – In order for a check to be issued, receiving in Banner needs to be completed.

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Invoices

Can I submit a statement, quote, packing slip, order confirmation, Rowan University purchase orders, etc. for payment?

No. Accounts Payable can only issue payment from a Vendor invoice.

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How would I submit an invoice?

Send invoices only once to Accounts Payable for processing.
Make sure that the Purchase Order is clearly visible on the invoice.
**Please note: All invoices should come directly from the Vendor to Accounts Payable

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MDV

Can I pay people for services out of my own pocket?

No.

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If I pay for a product out of pocket, how can I be reimbursed from Rowan University?

The department must complete an MDV form, include original itemized receipts and a detailed description of purchased product or service. Include a statement that describes the circumstances that required this method of purchase rather than using the procurement department.
*If the reimbursement exceeds $500 a requisition must be processed via the procurement department.

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What is the turnaround time for a submitted MDV?

Most direct payments will be processed within five (5) business days.

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Where can I find a Direct Payment (MDV) form?

Go to the forms tab in the Accounts Payable website

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Tax Exempt

Who do I contact for a tax exempt certificate?

Tax exempt certificates are online in the AP website

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What states are we tax exempt in?

New Jersey and Florida - forms are online in the AP website

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Travel

How can I be reimbursed for business travel?

Requests for travel reimbursements should be submitted on a completed, signed and approved Travel Expense Form accompanied by the required receipts and encumbrance number. Use one form per traveler per trip. See Travel Policy for further clarification.

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What is the current mileage rate?

Beginning January 1, 2017 the IRS mileage reimbursement rate is 53.5 cents per mile
Beginning January 1, 2016 the IRS mileage reimbursement rate is 54.0 cents per mile.
Beginning January 1, 2015 the IRS mileage reimbursement rate is 57.5 cents per mile.

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How do I calculate per diem rate?

Beginning October 1, 2016 the General Services Administration (GSA) per diem rates are subject to change. To calculate please follow these steps:

  • Go to GSA website
  • Under search box enter the state and city you will be travelling to and click “Find Rates”
  • Per Diem Rates are listed under “M&IE,” on the right hand side of the screen.
  • Review the information by ensuring primary destination is listing the city name. For example; New Jersey, Atlantic City per diem rate is $64.00 per day.
  • Additional Per Diem Rates and breakdown - scroll down to “Additional Per Diem Topics,” click “Meals & Incidental Expense Breakdown (M&IE).” This chart will show the meal breakdown for the per diem amount, and for the First & Last Day of Travel calculated at 75 percent. (See below)

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Can I prepay registration?

Registration for a conference can be reimbursed only if there is an approved Travel Request with an issued Encumbrance # from Accounts Payable.

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What is the Clery Act and how to comply?

Notice of Reporting Requirements for University-sponsored Student Trips and/or Academic Space Use to Off-Campus Locations. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (“Clery Act”) requires Rowan University to report publicly on any crimes that occur on University premises - a requirement that includes rental properties and University sponsored trips to off-campus locations under certain circumstances. University personnel who are responsible for students on University-sponsored trips (both domestic and international) are considered “Campus Security Authorities (“CSAs”) under the law who are legally obligated to report those crimes.

How to comply with the law?

Complete the forms and email to: studenttravel@rowan.edu listed on this link: Clery Act Student Trip Form

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W-9

Who should complete an IRS Form W-9?

The following people or entities complete the IRS Form W-9:
  • People legally living in the United States (including resident aliens)
  • Partnership, Corporation, Company, Association, Estate, or Domestic Trust which has been organized in the United States or under the laws of the United States.

If a person is a nonresident alien or if the entity is a foreign entity (i.e. outside of the United States), the foreign person or foreign entity completes an IRS Form W-8.

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I was asked to obtain a Form W-9 (Request for Taxpayer Identification Number and Certification) for a new vendor – why?

To comply with Federal and State laws and regulations, the University must have a correct and complete W-9 on file before the University is allowed to issue a payment to the vendor. The University is required to report certain payments to the IRS. This form gathers all the pertinent information we need in order to comply with the IRS regulation. Download Form W-9.

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How do I complete the name section of the W-9 form?

The name entered on the first line should be the name listed on file with the IRS on the individual or entity’s tax return. If the vendor is a partnership, the name of the partnership goes on the first line (not the name of the individuals). Important note: the “doing business as” or “dba” name never goes in the first line (Name) field of the W-9.

The vendor’s “doing business as” or “dba” name goes in the Business Name (second line) of the W-9 Form.

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What address goes on the W-9?

The address area must contain the address that the vendor has on file with the IRS.

  • If the vendor’s address and the vendor’s remit-to address are the same, then this address goes in the Address section.
  • If the vendor’s address and the vendor’s remit-to address are different, the vendor must use the address that is on file with the IRS. Remit-to addresses are NEVER listed on a W-9.

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What does “TIN” stand for? What is the difference between an EIN and a Federal Tax Identification Number (often referred to as a “Federal I.D. Number”)?

“TIN” stands for “Tax Identification Number.” There are two types of Tax Identification Numbers:

  • Social Security Number (“SSN”): The SSN is assigned by the United States Internal Revenue Services (“IRS”) for individual U.S. citizens.
  • Employer Identification Number (“EIN”): The EIN is assigned by the IRS for corporations and some other entities. The EIN also known as the Federal Tax Identification Number (commonly called a “Federal Tax ID”). So, the EIN and the Federal Tax Identification Number is the same number.

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