Policies and Procedures

To expedite processing of invoices, check requests, travel reimbursements, and Visa bills, please follow these procedures:

Invoices

Invoices must include the following information:

• Vendor name and complete address – completed W-9 must be submitted with identical vendor name and address
• Unique invoice number
• Invoice date
• Detail of items purchased – item description and number purchased
• Authorized signature
• Account number
• Note – Statements may be submitted for payment. Past due balances from prior periods will not be paid. Original invoices for the past due charges must be submitted.

Check Requests

• Original receipts for the transaction must be submitted
• Proof of payment must be included
• Detail listing of items purchased, if internet purchases – company name, complete address, shipping/handling
• Detail listing of food, drinks purchased – names of individuals in attendance
• Brief statement providing purpose for expenditure
• Individuals may not approve check requests for payments to themselves. Their supervisor must approve.

Requests for Payment to Independent Contractors for Services Provided

• Payments must be made by Trinity College check for tax reporting purposes. Individuals may not pay them directly and request reimbursement from the College. A completed W-9 must be submitted with identical contractor name and address
• Description of services must be provided, examples – departmental event or academic class – include event name or class course number
• Date(s) services performed
• Hourly rate and number of hours or contracted amount for specific work performed (example – speakers, proofreaders)

Travel Expense Reports for Reimbursement

• Original receipts for all transactions must be submitted
• Proof of payment must be included
• Airfare – receipts must include flight numbers, dates and include all flight departures and arrivals, all fees paid
• Hotel receipts must include dates, and itemization of all charges – room, tax, media tech, all other charges
• Mileage – use current IRS mileage rate times number of miles – must provide to and from locations for travel
• Tolls, parking, other transportation – dates, amount paid, specific travel details must be provided
• Detail listing of food, drinks purchased – names of individuals in attendance
• Brief statement providing purpose for expenditures

Visa charges

• Refer to guidelines above for all types of transactions billed
• Visa statement reconciliation must be approved by employee’s supervisor

Please allow two weeks for processing. Requests for immediate processing of “emergency” check requests and past due invoices result in delayed processing of invoices and check requests submitted on a timely basis.

 

To print this information and save for future use, please click Trinity College Accounts Payable Procedures.