TIPS FOR HANDLING DEPARTMENT PURCHASES AND PAYMENT REQUESTS. PRESENTED BY BONNIE SAMSEL COORDINATOR, PAYABLE ACCOUNTING. Introduction General Guidelines Payments to Non-Resident Aliens (NRAs) Payments to Independent Contractors Form W-9 for 1099 Reporting
Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.
COORDINATOR, PAYABLE ACCOUNTING
Payments to Non-Resident Aliens (NRAs)
Payments to Independent Contractors
Form W-9 for 1099 Reporting
Tips For Purchase Order (PO) Processing
Tips For Non-Purchase Order (NPO) Processing
Payable Accounting Staff Directory
NEW – FAQs On Web Page!AGENDA
When this amount approaches zero (0), contact C&PS to add funds to PO to cover future invoices
Cable TV services
Advertising (requires contract & must be paid NPO with exception of job postings)
State, local or federal permits/licenses
Reimbursements of non-employee/student business and travel related expenses with proper substantiation and appropriate departmental approval **NPO ONLY**
Metered “postage” for the University Stores Central Mailroom
Building lease agreements (i.e., rental of space for CMU business) – lease/rental agreements do require appropriate contracting authority signature **NPO ONLY**
Copyright fees & royalty payments **NPO ONLY** (NOTE: Pmts may be reportable on a Form 1099-MISC - W-9 Form is needed from the vendor)
Contracted services, where both parties have signed a contract. (contracted services w/individual must go through HR) **NPOONLY**
Dining Services for food purchases (or contracted Dining Services vendors)
CMU Printing Services & Bookstore for supplies & materials purchased for “resale”
Commercial travel – Charlevoix and Beaver Island (air & boat)TIPS FOR NPO’s (CONTINUED)
NOTE: The NPO invoice voucher may not be a valid purchasing method for every 1099 reportable payment covered in this section (i.e., some may require a PO)
TIPS FOR NPO’s (CONTINUED)Examples of 1099-Reportable Payments (Continued)
If you are not sure if a payment would be taxable & reportable,
please do not hesitate to call Payable Accounting at 7369!
When returning or exchanging merchandise paid via NPO, 1.) notify Payable Accounting, 2) follow vendor’s return policy, and 3) request a credit memo or refund check from the vendor (see revised Returning/Exchanging Merchandise procedure).
Vendors that CMU makes frequent purchases from may issue a credit memo
Vendors that CMU does not use on a regular basis and vendors that will not be used again, must issue CMU a refund check for returned merchandise
If a credit memo is issued, department must place order(s) to use credit within six-months of issue. If credit cannot be used within six-months, request refund or credit memo will be charged back to department cost center
Send a copy of the “Return Merchandise Authorization” (RMA) memos to Payable Accounting immediately upon initiating the return/exchange.
Instruct vendor to send credit memo or refund check (which must reference original invoice and RMA number) directly to Payable Accounting.
If department receives the credit memo or refund check, forward to Payable Accounting for processing in SAP so there is an audit trail of the transaction.
The “Return MerchandiseProcedure” and Forms are available on Contracting & Purchasing Services web site at: www.purchasing.cmich.edu, (Select Purchasing tab).TIPS FOR NPO’s (CONTINUED)
Bonnie Samsel - 7369 notify Payable Accounting, 2) follow vendor’s return policy, and 3) request a credit memo or refund check from the vendor (
Elaine Card - 3523
Senior Specialist Clerk
Tammy Campbell - 7371
Senior Specialist Clerk
Charlet Sanders - 7372
Senior Specialist Clerk
Day-to-day Payables operations & compliance
New Hire Reporting for Independent Contractors
Vendor Table Maintenance
OneNet (stop payments, check inquiries/photocopies)
Change Funds (setup and reconciliation)
Purchase Order (PO) payments (all vendors)
GR/IR & PO invoice problem resolution
Non Purchase Order (NPO) payments (all vendors)
Non-employee/Student Expense Reimbursements
Warriner Hall Mailroom
MSU Laundry Payments
Bookstore Returns/Credits processing and reconciliationPAYABLE ACCOUNTING STAFF DIRECTORY
We are happy to help you….please call us with your questions !!
If have questions regarding any of the information covered in today’s training session, please call Payable Accounting at 3523 for assistance.
If you have questions regarding the ‘return to vendor’ process, or the Direct Delivery Form, call University Stores at 3917 or Central Receiving at 6535 for assistance.
THANK YOU !!