Fordham University            The Jesuit University of New York

Office of Procurement | Accounts Payable

The Accounts Payable Office is located on the fifth floor of Faculty Memorial Hall at the Rose Hill Campus. It is the responsibility of the Accounts Payable staff to perform a timely review of all University disbursement requests to ensure compliance with University policies and external regulatory requirements.

General Instructions

To aid in the timely processing of your requests, please review your requisition for the following information:

An authorized signature is on the check request form. Requests that do not have the proper signature will be returned to the department. Individuals may not sign for personal reimbursements if it exceeds $100.

There is adequate supporting documentation substantiating the expenditure. Check requests must include, as applicable: invoices, letters of agreement or original receipts (no copies or facsimiles and/or statements) with proper explanation of the business purpose of the expenditure, W9 and check list for services that exceed $500 must be approved by the Director of Human Resources, etc.

The account to be charged should reflect a proper recording of the expense.

Ensure sufficient funds are available in the budget appropriation against which expenditures are being charged. Transactions which cannot be processed due to insufficient budget funds will be referred to the Budget Office, which will result in delay of payment.

Requests for holding checks, as opposed to direct mailing to the vendor, will be reviewed on an exception basis only.

Expense Reimbursements

Invoices must be made out to Fordham University, and payment requests must be for an obligation of Fordham University. The documentation must show, at a minimum, the date of the transaction, the name of the party being billed, and an itemized listing of purchases or services rendered.

Expenses (travel) incurred by an employee as a direct result of conducting University business are reimbursable. These requests are submitted on a special travel check request form which is filled out and approved by the appropriate budget administrator. All reimbursements must specify the business purposes of the expense.

When traveling locally on University Business from your home to a location other than the normally assigned place of work, those transportation expenses that exceed the employees’ usual commutation cost will be reimbursed.

Because individuals are not tax exempt when making a purchase for which they will later be reimbursed, such spending should be kept to a minimum so as not to incur unnecessary costs to the University.

Scheduling and Printing Checks

Accounts Payable checks are scheduled three times a week for disbursement by the Accounts Payable Manager.

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