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Seton Hall University
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Frequently Asked Questions

Accounts Payable-Related Questions

  • How do I request a sales and use tax exemption certificate? 
    Contact Procurement on our main telephone number (973-761-9370) and request a certificate. Confirm that the purchase to be made will be made via SHU Chase or AMEX credit card or via SHU AP check.  Provide the name and address of the vendor to purchase from and what is being procured.  Procurement will fax a copy of the filled out exemption form to the user to forward to the vendor.
  • In what states does Seton Hall have tax exemption status?
    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
  • How come Seton Hall doesn't have exemption in all 50 states?
    Most states require that in applying for exemption the company applying resides in that state or a neighboring state.
  • How often does Procurement cut accounts payable checks?
    Twice weekly for regular AP checks and an additional two times per week to produce student refund checks.
  • How much lead time should I routinely provide Procurement to process a vendor invoice, check requisition or expense report?
    As much time as possible, but four to five business days at a minimum please.
  • Who should I contact in Procurement if I have a question related to the processing of a vendor invoice, check requisition, expense report, etc.?
    Please contact either our main number x9370 or contact the Procurement Supervisor on x9780.
  • 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 Procurement Supervisor on x9780 or 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?) Where was the expense incurred?
    When 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 »
  • 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 my mileage reimbursement?
    Calculate mileage reimbursement based on mileage above and beyond the employees 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 Procurement for copies or employees can find the forms on the University's Banner Blackboard 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.
  • Can Procurement create an address in the Banner financial system for an employee or student?
    No.  Students and employees must work with Enrollment Services and HR respectively to maintain their current mailing addresses so that when reimbursement requests come to Procurement, the proper address in Banner we see/use ties to their student or employee ID in the system. 

 Corporate Credit Card-Related Questions

  • Whom should I contact if I have a question about my credit card?
    Contact the University's Compliance Accountant who at this time is Ms. Patricia Cook.  She can be reached at:  (973) 313-6337 or via e-mail at:  cookpat@shu.edu.
  • How do I request a new credit card?
    All applicants must have supervisory approval to obtain a card and fill out the  card application form on our website.  This form is then submitted to Pat Cook for handling.
  • How do I request a permanent or temporary increase in my card per transaction or monthly spending limits?
    The cardholder's supervisor must e-mail permission to do so to Pat Cook with sufficient notice for us to change the limits.
  • How do I obtain permission to use my card for travel and expense related expenditures?
    The cardholder's supervisor must e-mail permission to do so to Pat Cook with sufficient notice for us to add travel and expense spending to the cardholder's profile.
  • What is considered a proper business purpose?
    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?)
    Where was the expense incurred?
    When did the expense take place?

Purchasing-Related Questions

  • When do I need to obtain competitive bids?
    As per University Policy on Competitive Bidding, unless the purchase to be made is from a preferred vendor or sole vendor, bids must be obtained whenever items or services being procured are for more than $10,000.
  • Do I have to establish a purchase order (PO) to make a purchase for Seton Hall?
    A Purchase Order (PO) must be established when ordering goods/services from a vendor that total either $10,000 for a single order or if the fiscal year purchases made from the one vendor are expected to be for $10,000 or more.  Exceptions to this $10,000 threshold would be when the Index used is a capital/project (Index starts with a "7") or if the Account number used begins with a 2, 5 or 6.  Additionally, purchase orders over $10,000 do not need to be established for legal services or if the payee is an individual.  When ordering goods or services under $10,000 it is encouraged that all SHU employees consider setting up a PO to make a purchase when use of a Seton Hall credit card is not an option but it is not required.  Whenever an authorized PO is set up, the funds associated with the order are set aside (encumbered) for the expected delivery of goods and then payment is made using the set-aside funds.
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