- Check Requisition: Checks are processed twice per week and available for pick up in the Business Office according to the details below.
- Check Processing: Checks are processed on Tuesdays and Thursdays. Check requests, expense reports, and invoices submitted by 3:30 pm on Monday will be processed on Thursday of the same week. Check requests, expense reports, and invoices submitted by 3:30 pm on Thursday will be processed on the following Tuesday.
- Check Availability: Checks processed on Tuesday will be available after 9:00 am on Wednesday; checks processed on Thursday will be available after 9:00 am on Friday. Checks may be picked up in the Business Office between 9:00 am and 12:00 pm and between 1:00 pm and 4:30 pm.
- Tax Exempt Certificate: The College is not required to pay sales tax, nor are employees reimbursed for it. If a vendor asks for verification of the College’s 501(c)3 tax exempt status as a non-profit organization, please contact the Office of Procurement or Business Office to obtain a copy.
- Standard Rate of Deposit: Normally, the College does not make deposits on purchases. Exceptions to this are determined on a case-by-case basis by the appropriate Vice President.
- Standard Payment Schedule: Each contract will vary in the terms of payment. As a general rule, payment needs to be tied to a specific deliverable, service, or progress step in the implementation. The most efficient way to follow a payment schedule is to prepare the purchase order showing dates and amounts of future payments. The purchase order will encumber amounts for the total amount of the purchase. Periodic invoices can then be forwarded to the Business Office for timely payment. The following Sample Payment Schedules should be used as a reference.
- Deposits in Future Fiscal Years: To encumber money to be used in a future fiscal year, a purchase order or check request with full detail (e.g. payee, amount, account number, date of deposit) should be forwarded to the Business Office. The College’s fiscal year runs from July 1 through June 30 (e.g. Fiscal Year 23 runs from July 1, 2022 through June 30, 2023).
- Payment via Foreign Currency: When ordering goods and services from a foreign vendor, all attempts should be made to request payment in U.S. dollars. When this is not possible, the Business Office uses the services of the College’s Primary Bank to exchange funds. For details, contact the Business Office at extension 2321.
- Payment via Wire Transfer: The Controller is the only College employees authorized to conduct wire transfers. The Controller may be contacted at extension 2018 for additional information.
- Certificate of Insurance: Some vendors may ask for a Certificate of Insurance when College employees or students will be using products (e.g. inflatable Sumo wrestling costumes) or facilities (e.g. an off-campus practice facility for a varsity sport). A Certificate of Insurance can be obtained from the Institutional Insurance Liaison by emailing the Vice President for Finance and Business Executive Assistant with the following information:
- Name, address, and email of certificate holder.
- Description of event or purpose of the certificate, including relevant dates if applicable.
- Whether or not the certificate holder needs to be named as an “additional insured”.
Please provide at least five business days notice for this procedure.