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Payments & Invoice Processing

 

Where can I pick up my business reimbursement expense or vendor payment check?
The preferred method of distributing checks is via mail. If you have been granted an exception then checks are available at the Cashier’s Office on Monday through Friday between the hours of 9:00 am and 4:00 pm once the checks have been printed and processed.

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What form do I use to pay for services?
A Vendor Invoice is required for services that have been provided under an executed Dartmouth Purchase Order: consulting, performers, lecturers and entertainers (who do not have a signed contract), scorekeepers, statisticians, time keepers, and penalty box attendants; a Miscellaneous Payment Voucher is required for services of: performers and entertainers (who have a signed contract), lecturer honorariums, reader fees, referees, judges, athletic officials, stipends, and human subject fees; a Vendor Invoice is required for all other types of professional or personal services.

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What form do I use to request reimbursement for a business expense that I paid for?
A Request For Payment is used for reimbursement of items such as office supplies, scholarly books, etc.  A Business Reimbursement Expense Voucher is used for reimbursement of business travel or entertainment, such as meals, mileage, lodging, etc.

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When was an invoice paid and what was the check number?
This information can be obtained by calling the Accounts Payable Office at (603) 646-3878.

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What are the percent used for withholding of federal taxes on payments to non resident aliens (NRA) when there is no tax treaty and tax exemption between the United States and that person’s country?
Fourteen percent will be withheld from payments to NRAs being paid a scholarship, fellowships or stipend. Thirty percent will be withheld from all other payments made to a NRA.

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When are accounts payable checks printed?
Checks are printed weekly on Tuesday and Thursday.

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What is the procedure for submitting an invoice for payment that is in the amount of $25,000.00 or greater?
When submitting an invoice that is $25,000.00 or greater, the invoice must be the original invoice bearing an appropriate original authorizing signature, copies of invoices will not be accepted or processed for payment. If you are unsure of who is authorized to approve an invoice for payment please contact the Accounts Payable Office (as it could be different from an approver of a purchase requisition). If the invoice is being charged to a grant then the Office of Sponsored Projects must also approve the invoice before payment can be made. All checks in the amounts of $25,000.00 or greater must be manually signed by two authorized check signors after the check is printed.

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When should I request that a stop payment be placed on a check?
If a company or individual has not received their check within 10 business days of the check being mailed, please contact Accounts Payable to begin the process of placing a stop payment on that check. If a check has been lost or stolen please contact Accounts Payable immediately so that a stop payment can be placed on that check. Before a new check can be issued a signed statement verifying that the check has not been cashed by them may be required from the payee on the check.

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How do I order a check in foreign currency?
Submit the Invoice, Request For Payments, or Miscellaneous Income Payment Voucher as you normally would but clearly indicate that you are requesting a foreign currency check be issued; You will need to specify the foreign currency the payment should be made in and the amount to be paid in that currency. Since the College uses a 3rd party vendor for its foreign currency checks, please keep in mind when you review your account transactions that the payment will show up with a vendor name of “Associated Foreign Exchange” rather than the name of the vendor that you are paying.

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Last Updated: 7/16/12