|
Question: How often are checks issued?
Answer: Checks are processed once a
week on Thursday for mailing on Friday.
Question: How often are Direct Deposits
processed?
Answer: Direct Deposits are processed 2 times per
week.
Question: What is the deadline to submit
check requests?
Answer: Any check request that is received in the Payroll
and Disbursements office, College Hall #204, by Friday afternoon will be paid in
the check process on Thursday of the following week.
Question: I need to reimburse somebody
for mileage. What is the rate?
Answer: The College follows the standard mileage allowance
for business travel as set by the IRS. Please refer to the policy section
on the Controller’s Office web page.
Question: I think I have an invoice,
but I don’t know for sure.
Answer: If the words packing slip, acknowledgement or
statement are written somewhere on the document, then it is not an invoice.
Question: Can I use copies of receipts
for reimbursements?
Answer: No. Only original receipts are accepted for reimbursements.
Question: What is the difference between
an Expense Reimbursement Form and an Accounts Payable Voucher?
Answer: The Expense Reimbursement Form must be used for
all business-related travel and entertainment by Smith College faculty, staff and
students. All other check requests should be submitted on the Accounts Payable
Voucher.
Question: Can I approve a request for
reimbursement to a College employee or student?
Answer: The approval signature cannot be that of the
person to be reimbursed. The approval signature must always be that of that person’s
direct supervisor or higher authority.
Question: I have a stamp that was given
to me for paying purchase orders. Can I use that or do I have to use the Accounts
Payable Voucher?
Answer: The stamp can be used as long as it includes
all the information required on the Accounts Payable Voucher.
Question: I don’t like your forms.
I would like to design my own. Can I do it?
Answer: The forms are designed to include all the information
required by the Payroll & Disbursement Office; in a structured format for data
entry purposes. Please consult with the Payroll & Disbursement Staff
to discuss reproduced forms.
Question: I was asked to obtain a Form
W-9 for a new vendor, why?
Answer: The Form W-9 is now required for all new vendors
to Smith College and for those vendors for whom we do not have the form on file. Smith
College is required to report certain payments to the Internal Revenue Service
(IRS). This IRS form gathers all the pertinent information we need in order
to comply with IRS regulations. Proper name, address and tax identification
number submitted by the vendor ensure that we have the most accurate data in our
vendor database.
| 
