Accounts Payable Services
Accounts Payable is responsible for processing all University invoices, check requests, and expense reports as well as all Federal and State of New Jersey 1099 tax filings pertaining to payments to independent contractors.
Joan Pavick
Accounts Payable Manager
[email protected]
[email protected]
Prerequisites
University employees with responsibility for approving and submitting invoices, check requests, and expense reports to Accounts Payable for processing should contact Accounts Payable for guidance on the policies and procedures pertaining to these items.
Process
Authorized invoices, check requests, expense reports are submitted to Accounts Payable at [email protected] for review and payment into the Banner Financial System. Invoices are paid according to vendor payment terms. When resulting checks are produced, copies are retained by Accounts Payable and the original checks are mailed to the payee.
Sales and Use Tax Exemption Certificates
To requst a Sales and Use Tax Exemption Certificate, contact Accounts Payable by calling (973) 761-9370 or sending an email to [email protected]. When requesting a Tax Exemption Certificate, please provide the name and address of the vendor and a description of the item(s) to be purchased. Accounts Payable will send a copy of the Tax Exemption Certificate to the employee requesting it for them to forward to the vendor.
As of March 2010, Seton Hall is exempt from sales and use tax in the following states: CT, FL, IL,ME, MA, MN, NJ, NY,PA, RI, TX, VT, VA
FAQ
How often are checks issued by Accounts Payable?
Twice weekly for regular AP checks and an additional two times per week for student
refund checks.
Once an invoice, check requisition or expense report is submitted to Accounts Payable
for processing, what is the turnaround time ?
Typically, five to ten business days.
Who should I contact in Accounts Payable if I have a question related to the processing
of a vendor invoice, check requisition, expense report, etc.?
Please contact Accounts Payable at (973) 761-9370.
Who can I contact if I have a question about what Banner Account number I should use
to code my vendor invoice, check requisition, expense report, etc.?
Please contact the Budget Office on x9369.
What is considered a proper business purpose for an item on my expense report?
A proper business purpose as deemed by the IRS answers the following questions pertaining
to the expense:
Who received the benefit of the expense list? (list all who did).
What was the purpose of the expense? (why was the expense needed?)
On what date and where did the expense take place?
What is the current university mileage reimbursement rate?
The current mileage reimbursement is included in the latest version of the Travel
and Expense report. Download the Travel and Expense Form - see link below under Related Documents.
Am I allowed to submit my expense report and request mileage reimbursement and a gasoline/oil
receipt?
No. Employees submit for either mileage or provide specific receipts for gas/oil purchases.
How do I calculate mileage reimbursement?
Calculate mileage reimbursement based on mileage above and beyond the employee's normal
commute to the office multiplied by the current rate provided in the Travel and Expense
report.
Where can I find the university's check requisition and expense reports?
Contact Accounts Payable for copies or employees can find the forms on the University's
Banner Canvas site.
When do I have to obtain a W9 from a payee?
W9s must be obtained from all doctors and lawyers and their firms or from non-employee,
non-students providing services or receiving non-work related income from Seton Hall.
My mailing address has changed - how do I update it?
Employees and Students can update their address online via Self Service Banner (look for View/Update Personal Information on the Student Dashboard or Employee Dashboard as appropriate).