Page History

...

As described in the policy, direct payments do not require a purchase order and are usually processed on a Non-PO Payment Request form. As stated in the policy, the Non-PO Payment Request form can be used to process various payments, such as tuition reimbursements, student refunds, sales and Payroll tax withholdings, travel and other miscellaneous administrative disbursements. Below are the procedures for completing an Non-PO Payment Request form when requesting a tuition reimbursement.

1. Tuition Reimbursement
   Each bargaining unit has specific guidelines for handling the reimbursement of tuition. Please contact the Provost Office or Human Resources for specific details. Payment is contingent upon continuation of the Tuition Reimbursement Program in the successor agreement that is negotiated between the state and each bargaining unit.
   
   
2. Upon completion of the course:
   1. The employee prepares the Non-PO Payment Request for tuition reimbursement.
   2. Employee submits proof of completion of course with a grade of "C" or better to Supervisor
   3. Submit Non-PO Payment Request form to Human Resources for approval
   4. Follows procedure for reimbursement (see attachment number 3)

Attachment 5
Hire & Pay an Independent Contractor
Step by Step Summary

1. Hiring Director sends a Service Provider Questionnaire (SPQ) and W9 to the potential service provider to complete and return with supporting documentation.

2. Hiring Director completes the Independent Contractor Determination (ICD) Checklist based on information received and collected from the Service Provider Questionnaire (SPQ).

3. If the service provider qualifies as an independent contractor, the Hiring Director sends an Independent Contractor Agreement (ICA) or other approved form of agreement to the service provider for completion.

4. On the other hand, if the form indicates the provider should be treated as an employee, or if a determination could not be made, the Director should contact the Office of Human Resources for assistance.

5. Hiring Director creates a requisition in Banner, and scans attachment of the SPQ, ICD Checklist, ICA, and W-9/W-8 to requisitions@rowan.edu.

6. Independent contractor performs service and sends invoice or ICA to Accounts Payable.

7. Hiring Director receives authorization request through Banner and authorizes payment.

**For more information visit Independent Contractor Policy

...

1. 1. reimbursement (see attachment number 3)

Attachment 5

Petty Cash Procedure

Steps for establishing Petty Cash Fund:

1. Request A request to establish or increase the amount in Petty Cash account must be sent to the Director of Accounting Services for approval.
2. Request memo must include the name, phone number, and Banner ID of the custodian, the proposed amount of the fund, and a Miscellaneous Disbursement Voucher Non-PO Payment Request for the requested amount.
3. After approval, Accounting Services Office will take the necessary steps to establish the account in Banner and forward the Miscellaneous Disbursement Voucher ( Non-PO Payment Request ) to Accounts Payable for processing.

   Steps for reimbursement of Petty Cash Fund:

1. The reimbursement of petty cash will be processed on an a Non-PO Payment Request; the Non-PO Payment Request should be made payable to: "Petty Cash Fund, c/o Custodian Name" Banner ID.
2. All receipts and supporting documentation should be attached to the Non-PO Payment. Request and any cash on hand should be noted in the description of services box.
3. All normal Accounts Payable procedures regarding Non-PO Payment Request’s Request will be followed (i.e., authorized signatures, budget requirements, etc.).
4. Reimbursement for all receipts should be made no later than 45 days from the date received.
5. After the check is produced, Accounts Payable will notify the custodian for pick-up. The custodian can then cash the check to establish the fund.

* 

Attachment

...

6

Check Cycle Responsibility

1. Rowan University disburses funds for payment to vendors and for the reimbursement of employees/students through the Accounts Payable function of the Banner Finance system. Checks are processed in the Accounts Payable Department.
2. The Director and the Supervisor of the Accounts Payable Department handle the responsibility of check cycles. The check cycle disbursement reports are produced and maintained in Accounts Payable with each check run. After the check run is completed, check disbursement reports are reviewed by the Director of Accounting Services.
3. All disbursements of the University may be "facsimile" signed by an authorized officer of the University utilizing a laser printer. These officers include: President, Senior Vice President of Finance, Bursar, Assist VP of Finance/Controller and the Director of Accounting. The Rowan University Foundation checks require original signatures and no “facsimile” signatures are permitted. Authorized officers that may sign these checks are the Executive Director of the Foundation, Senior Vice President of Finance, Director of Accounting Services, Director of Accounting and the Foundation Administrator. The South Jersey Technology Park at Rowan University checks require original signatures and no “facsimile” signatures are permitted. Authorized officers that may sign these checks are the President, Executive Director of the South Jersey Technology Park at Rowan University, Senior Vice President of Finance of Rowan University and the Treasurer of the South Jersey Technology Park at Rowan University.
4. All University Accounts Payable disbursement checks that exceed $15,000, excluding student refunds, require two signatures; one signature must be an original. Student refund checks that exceed $10,000 require two signatures. All Rowan University Foundation disbursement checks over $1,000 require two original signatures. All South Jersey Technology Park at Rowan University checks over $10,000 require two original signatures.

Attachment

...

7

 Check Cycle Disbursement

Accounts Payable produces all checks on local MICR Laser printers. Regular check runs are completed Monday, Wednesday, and Friday of each week.

1. Banner Finance batch check/direct deposit process.
   1. This produces the check or Direct Deposit file.
2. Evisions Intelle-Check Print Program
   
   1. This program produces the actual checks by check type (payroll or general disbursement).
3. Intelle-Check Audit Reports
   
   1. These reports show the actual number of checks produced by payee and dollar amount. The dollar totals must agree with the Banner Finance reports.
4. Intelle-Check Positive Pay
   
   1. This anti-fraud program generates a file that is sent to the bank prior to the issuance of checks.
5. Check Cycle Disbursement Report
   
   1. This worksheet verifies all data produced. It is maintained in Accounts Payable for audit purposes. This worksheet is completed by either the Director of Accounts Payable or the Accounts Payable Office Supervisor and reviewed by the Senior Vice President of Finance, Assist VP of Finance/Controller and the Director of Accounting or Bursar.
   2. This worksheet includes a summary of the number of checks per bank, dollar amount per bank and the register and audit trail of all of the checks.
6. Accounts Payable Department
   
   1. Check Cycle is validated in accordance to this policy.
   2. Accounts Payable Staff reviews the check cycle for accuracy and completeness.
7. Accounting Service
   
   1. Check Cycle Disbursement Report is distributed to the designee for review and signature where required, per this policy.
   2. Report is returned to Accounts Payable Department upon completion.
8. Accounts Payable Department
   
   1. Distributes the checks accordingly.

**Demand checks are run as requested. Proper paperwork is required at all times. Members of the Accounts Payables staff enter these requests into the Banner Finance system. The process to complete a regular check run is followed to produce the check.

Attachment

...

8

Types of Payment Requests

1. Regular Payment Requests
   1. Payment requests are entered into the Banner Finance system from invoices received for payment as a result of a University purchase order,
   Miscellaneous Disbursement Voucher (
   1. Non-PO Payment Request
   )
   1. , Travel expense or batch file request. Various voucher forms indicate types of payments and/or special handling instructions (e.g., enclosures, payroll-related items, bursar-related items, etc.) and are used to collate the different payment requests.
2. Demand Payment Requests
   1. Payment requests are handled as required. The need for immediate payment, outside the normal processing periods, are reviewed and approved as needed.
          
3. Electronic Payment Requests
   
   1. Payment requests that are sent via Wire or ACH (Automated Clearing House) for the same type of invoices listed above.
4. Types of Checks:
   1. Self-sealing checks are used for all types of payments.
5. Checks that require special handling:
   1. Enclosures for documents without invoice numbers
   2. Student-related refunds
   3. Rowan University Foundation payments
   4. South Jersey Technology Park payments
   5. Demand checks
   6. Payroll-related items

Attachment

...

9

Wire Transfer Request Procedure

1. Wire Transfer Request is appropriate under specific conditions, such as payment of a foreign vendor, tax remittance and when no other source of payment is accepted. Only appropriate authorized individuals may initiate the transaction. Supporting documentation is required to complete the transaction. Wires are processed by the Finance Division after all appropriate approvals have been met.
2. If you are submitting a Wire Transfer:
   1. Complete  Complete the Wire Transfer Request Form
   2. Ensure  Ensure Banking Information is correct “vendor’s banking information"information”
   3. Payee  Payee Name (must be exactly the same as the name on the bank account)
      
      1. Bank Name
      2. Bank Physical Address
      3. Swift Code
      4. Account Number
      5. International Routing Number
   4. All documentation (including the invoice) must be in English  English.
   5. Supporting documentation and invoice
   6. Form must have appropriate approvals before submitting to AP
   7. Once AP receives the document – wire is processed and submitted to Accounting Services for second approval
   8. Accounting  Accounting Services reconciles at the end of each month and enters a journal entry to clear expense of wire to proper FOAPAL
3. Notes for Departments:
   
   1. If  If the dollar amount changes due to foreign exchange rates, AP will change the amount on the Wire form to match.
   2. Domestic transactions should be completed as direct deposits not wire transfers, whenever possible.
   3. Due to East Coast banking times, all wires must be submitted to Accounts Payable by 10 a.m. for same day processing.
   4. If there are any questions about the Foreign Wire Transfer Process, please email the Accounts Payable Director prior to submitting the Wire Transfer Request.

**For forms visit Account Payable website and click on tab call “Forms”