SJU Accounts Payable Policies and Procedures

Invoices

Turn original invoices (not copies, carbons, or statements) into the Accounts Payable Office as soon as they are received and approved. Each invoice must be signed with an authorized signature, the signature of the senate auditor who audits your club and the account number written directly on the invoice. (Do NOT use post-it notes, they fall off and get lost.) Do NOT fill out a check request for payment of an Invoice.

Registration Forms, Membership, Magazine Subscriptions, Order Forms, etc.

Copy the form or notice.
Sign and put account number on the copy.
Attach the original form or notice to the copy and turn into the Accounts Payable Office for payment. We will pay postage (standard $.34) and send the check to the Vendor. If the check has to be picked up, DO NOT drop in the A/P box, bring it to Ginny’s attention

Checks are printed on Tuesday and Thursday nights and are available for pick-up on Wednesday and Friday mornings after 10:00 a.m.

Requests for checks must be in the Accounts Payable Office by 10:00 a.m. on Tuesday for Wednesday pick-up and by 10:00 a.m. on Thursday for Friday pick-up. If requests are not received by 10:00, they will be ready the following pick-up day.
Due to the enormous amount of invoices and check requests, a five day processing time is needed for reimbursements and 1099’s.

Be sure to bring in your request for payment as soon as you become aware of it to allow time for processing!

Reimbursements

CSB/SJU Club Disbursement Vouchers are available from your Senate Treasurer and are used for reimbursements that total $50.00 or less. Reimbursements will not be approved without an authorized signature, the signature of the senate auditor who audits your club and the original receipts. A check request must be filled out for reimbursements over $50.00. Follow the procedure for filling out check request forms. Make sure to copy the receipts for your Club records before going to the A/P office for reimbursement. SJU AP keeps original receipts

Check Request Forms

Check request forms are used when payment is issued to an individual for reimbursement of expenses for miscellaneous purchases, personal services or payments to companies who do not issue an invoice. A legal tax address must be used for the address – we cannot use SJU or CSB addresses. Please read the check request carefully and fill out all information requested. All information requested is important in the processing of your check request. Incomplete check requests could cause delays in processing.

1099 Payments

1099 payments are Tax Reportable payments, and are payments to individuals or businesses for service such as lectures, consulting, entertainment, awards, honorarium, etc. 1099 payments cannot be processed without the following information:

Legal name – First, Middle, Last
Legal Tax Reportable Address – NOT SJU or CSB address
Reason for payment
Date of Event
Social Security or Tax I.D. Number

If payment is being made to someone who is not a US Citizen, Form 8233 or Form 1001 MUST be filled out prior to issuance of payment. You can get these forms from Sandy in Wimmer 203.

Minnesota law provides for a 2% tax on the gross compensation paid to non-Minnesota entertainers for any performances in Minnesota. The law defines entertainers as musicians, singers, dancers, comedians, actors, athletes, and public speakers. The law requires the person or corporation that is legally responsible for payment to the non-resident entertainer to deduct the tax and submit it to the Department of Revenue. See Sandy in Wimmer 203, for fact sheet and more information on this 2% tax. ALL payments to CSB or SJU students for services have to go through the Financial Aid Office. Questions regarding 1099’s, call Sandy at #3468.

Purchases – Tax Exempt Purchases and Charging Purchases

Saint John’s University has charge accounts at the majority of business in the St. Cloud and surround areas. When making purchases for your clubs, please ask the clerk if you can charge your purchase to St. John’s University. Give the clerk the necessary information, such as your name and club name so that the invoice can be routed to you for proper approval and account number. By charging at these various places, we avoid paying unnecessary sales tax. If St. John’s doesn’t have a charge account, please use our corporate sales tax exempt number which can be obtained from the Accounts Payable office. The Corporate Tax Exempt Number cannot be used for personal purchases, it is to be used for business purchases only!

Please feel free to call Ginny at ext. 2995 in the Accounts Payable Office, Wimmer 201, if you have any questions. For questions regarding 1099’s, please call Sandy at ext. 3468.