Mansfield University Home PagePolicies & Procedures
Accounts Payable is responsible for processing disbursements and issuing all checks (with the exception of Payroll) to all vendors for services and supplies provided and to employees for travel reimbursements.
The following procedure gives additional information that may be useful when inquiring about our Accounts Payable process:
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A W-9 is required for all new vendors in order to be added to the vendor file. Periodic updates may be requested to insure the vendor file has current information.
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Employee travel reimbursement checks are processed every Tuesday and Thursday. Checks are available the next business day.
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Timely payments are important to maintain good vendor relations. Our general payment guidelines are as follows:
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Pay in accordance with vendor terms stated on invoice.
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Take advantage of cash discounts when available.
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In absence of vendor terms on invoice, pay local vendors (50 mile radius) within 15 days and all others at 30 days.
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Checks are processed every Tuesday, Thursday and Friday.
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Confirmation purchase orders should be used on an exception basis. The university prescribed internal controls are weakened when confirmation orders are done and our leverage for obtaining a receiving copy may require additional follow-up requests.
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Purchasing card purchases are encouraged for supplies being purchased from vendors who accept VISA. By using a purchasing card, confirmation orders should not be processed. Please view purchasing card procedures relating to the accounts payable process for more information.
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All university departments using a purchasing card must fill out a monthly purchasing card log that reconciles to the monthly statement received from Paymentech Financial Services, our purchasing card vendor.
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Any individuals, sole proprietors or partnerships who have provided services for the university during any calendar year will receive a 1099-MISC by January 31 of the corresponding calendar year. Questions relating to the issuance of these forms should be directed to Denise Hopkins, the Accounts Payable Officer.