{"id":165,"date":"2020-10-20T21:10:22","date_gmt":"2020-10-20T21:10:22","guid":{"rendered":"https:\/\/www.trincoll.edu\/accounting\/?page_id=165"},"modified":"2025-06-25T21:46:09","modified_gmt":"2025-06-25T21:46:09","slug":"policies","status":"publish","type":"page","link":"https:\/\/www.trincoll.edu\/accounting\/accounts-payable\/policies\/","title":{"rendered":"Policies and Procedures"},"content":{"rendered":"<p>To expedite processing of invoices, check requests, travel reimbursements, and Visa bills, please follow these procedures:<\/p>\n<h2>Invoices<\/h2>\n<p>Invoices must include the following information:<\/p>\n<ul>\n<li>Vendor name and complete address &#8211; completed W-9 must be submitted with identical vendor name and address<\/li>\n<li>Unique invoice number<\/li>\n<li>Invoice date<\/li>\n<li>Detail of items purchased \u2013 item description and number purchased<\/li>\n<li>Authorized signature<\/li>\n<li>Account number<\/li>\n<li>Note \u2013 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.<\/li>\n<\/ul>\n<h2>Check Requests<\/h2>\n<ul>\n<li>Original receipts for the transaction must be submitted<\/li>\n<li>Proof of payment must be included<\/li>\n<li>Detail listing of items purchased, if internet purchases \u2013 company name, complete address, shipping\/handling<\/li>\n<li>Detail listing of food, drinks purchased \u2013 names of individuals in attendance<\/li>\n<li>Brief statement providing purpose for expenditure<\/li>\n<li>Individuals may not approve check requests for payments to themselves. Their supervisor must approve.<\/li>\n<\/ul>\n<h2>Requests for Payment to Independent Contractors for Services Provided<\/h2>\n<ul>\n<li>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<\/li>\n<li>Description of services must be provided, examples &#8211; departmental event or academic class \u2013 include event name or class course number<\/li>\n<li>Date(s) services performed<\/li>\n<li>Hourly rate and number of hours or contracted amount for specific work performed (example \u2013 speakers, proofreaders)<\/li>\n<\/ul>\n<h2>Travel Expense Reports for Reimbursement<\/h2>\n<ul>\n<li>Original receipts for all transactions must be submitted<\/li>\n<li>Proof of payment must be included<\/li>\n<li>Airfare \u2013 receipts must include flight numbers, dates and include all flight departures and arrivals, all fees paid<\/li>\n<li>Hotel receipts must include dates, and itemization of all charges &#8211; room, tax, media tech, all other charges<\/li>\n<li>Mileage \u2013 use current IRS mileage rate times number of miles \u2013 must provide to and from locations for travel<\/li>\n<li>Tolls, parking, other transportation \u2013 dates, amount paid, specific travel details must be provided<\/li>\n<li>Detail listing of food, drinks purchased \u2013 names of individuals in attendance<\/li>\n<li>Brief statement providing purpose for expenditures<\/li>\n<\/ul>\n<h2>Credit Card Charges<\/h2>\n<ul>\n<li>Refer to guidelines above for all types of transactions billed<\/li>\n<li>Credit card statement reconciliation must be approved by employee\u2019s supervisor<\/li>\n<\/ul>\n<p><strong>Please allow two weeks for processing. Requests for immediate processing of \u201cemergency\u201d check requests and past due invoices result in delayed processing of invoices and check requests submitted on a timely basis.<\/strong><\/p>\n<p>&nbsp;<\/p>\n<p>To print this information and save for future use, please click <a href=\"https:\/\/www.trincoll.edu\/accounting\/wp-content\/uploads\/sites\/118\/2020\/10\/Trinity-College-Accounts-Payable-expense-documentation1.docx\" target=\"_blank\" rel=\"noopener noreferrer\">Trinity College Accounts Payable Procedures<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>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 &#8211; completed W-9 must be submitted with identical vendor name and address Unique invoice number Invoice date Detail of items purchased \u2013 item description and number purchased [&hellip;]<\/p>\n","protected":false},"author":4,"featured_media":0,"parent":157,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-165","page","type-page","status-publish","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v24.5 (Yoast SEO v25.8) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Policies and Procedures - Accounting Services<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.trincoll.edu\/accounting\/accounts-payable\/policies\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Policies and Procedures\" \/>\n<meta property=\"og:description\" content=\"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 &#8211; 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