Accounts Payable

32 West South Street, Third Floor

• Wilkes University
• Accounts Payable / Finance Office
• 84 West South Street
• Wilkes-Barre, PA 18766

ACCOUNTS PAYABLE POLICY

CHECK REQUEST

Prohibited items that will NOT be paid for or Reimbursed by Accounts Payable:

• Items personal in nature - products or services for personal, private, or non-University use.
• Alcohol purchases

GIFT CARDS

Gift cards may be purchased for giveaways/door prizes. Gift cards are prohibited as employee bonuses unless part of an approved HR employee recognition program.

The Following options are available for purchasing gift cards:

1-Use the Gift Card Purchase Form to submit a request to purchase gift cards from one of two approved vendors: Barnes & Noble or Price Chopper. Both offer a large variety of various store cards as well as Visa, etc. from which to choose.(If you are selecting a Visa card, please remember to include the activation fee in your purchase price!).

2-Purchase your gift card out-of-pocket from any store and submit a standard AP check request along with your gift card purchase form for reimbursement, noting the business purpose for the gift card. You must have the original receipt attached.

TRAVEL AND MEALS GUIDELINES

• The University reimburses employees for preapproved business travel
• Receipts must be attached for all expenditures.
• Meals and incidentals are reimbursed up to a maximium of $60 per day while traveling. Amount varies based on length of travel. Refer to travel policy.
• The names of the individuals present at the meal MUST be listed on the back of the receipt.
• The Office of Sponsored Programs must sign all grant funded travel reimbursement requests, including FDC grants.
• Only expenses incurred by the employee and approved by the Budget Manager will be reimbursed.
• Use of Personal Vehicle is reimbursed based at the IRS approved mileage rate.
• Employees must use the Employee Travel Reimbursement Request to submit requests for reimbursement.
• Use the Non-Employee Travel Reimbursement form for non-employees to be reimbursed for travel as part of a pre-approved arrangement.
• Items of a personal nature will not be reimbursed (airline upgrades, movie rental, speeding tickets and other vehicular violations, etc.)

REVIEW FULL TRAVEL POLICY HERE

Other Information:

Fly America Act: When scheduling international travel that is federally funded, you must ensure that all flights, where possible, are scheduled on U.S. flag air carriers or on foreign air carriers that code share with a U.S. flag air carrier. In addition, it is highly recommended that you contact the Office of Sponsored Programs prior to making travel arrangements.

DEPARTMENT PETTY CASH; ADVANCES FOR TRAVEL AND OTHER BUSINESS EXPENSES

EMPLOYEE (NON-PAYROLL) ADVANCE POLICY

Employee Advances for Travel (and in some limited cases certain other expenses) may be requested for employees who do not have PCARDs or for expenses allowable but ineligible on a PCARD.

Which Form do I need? Please see below for the scenario that best describes your circumstances.

• Change Fund - can be given as cash from Bursar if available or check from AP to the custodian for events where change will be need to give to customers - Funds will be returned in full at conclusion of event.


• Department Petty Cash Fund - a revolving fund held by a department, established via a check from AP to the custodian, which will be periodically replenished via checks to the custodian upon the submission of valid receipts and a check request.


• Cash Advance - advances of small cash amounts up to a maximum of $199 obtained from Bursar for incidentals such as tolls - receipts to be provided to Bursar after the trip or event.


• Cash Reimbursement/Tips - reimbursements for small cash amounts up to a maximum of $199 from Bursar for incidentals such as tolls - receipts required; OR cash for bus driver'stips, etc. up to a MAXIMUM of $50.


• Travel Advance - Cash (<$199 from Bursar) or check check/direct deposit (>$200 obtained from AP) in advance of a trip - Supporting Employee Travel Reimbursement form to be supplied to AP with receipts within 30 days.
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• Non-travel Advance - Cash (<$199 from Bursar) or check/direct deposit (>$200 obtainted from AP) in advance of a purchase. Supporting receipts to be supplied to Bursar or AP with receipts within 30 days.