Accounts Payable

The Accounts Payable Office provides payments for services in support of the College’s mission to provide exemplary education and research opportunities

Deadlines

Check requests received in the Business Office by 12:00 noon Tuesday will be included in the next Thursday’s check run.  Checks are mailed directly to the vendor, unless otherwise specified to be held for pick-up in the Business Office.  Checks are available for pick-up 1:00 pm on Thursdays.   

Please contact Brenda Samuels for any urgent or off-cycle payment requests.

Payments to Vendors

Payments for service or reimbursement of expense are requested through a Check Request Form.  Please complete the entire form, obtain the necessary signatures of approval, and provide the vendor’s or individual’s W-9 form if they are not currently on file in the Business Office. 

Individuals paid $600 or more for services during the calendar year will receive a Form 1099-MISC at year-end as set by IRS regulations.

If the individual is not a U.S. citizen, please be sure all required documents have been executed in order for the Business Office to process your request for payment.

Payments to Faculty and Staff

Payments to Faculty and Staff of the College are processed with the next payroll cycle. 

Petty Cash Requests

Requests under $100 are reimbursed through petty cash, upon presentation of receipts and proper approvals. 

Mileage Reimbursements

Effective January 1, 2019, the standard Ursinus College travel reimbursement rate for use of your personal vehicle on College business will be 58 cents per mile. Our rate is tied directly to the standard IRS rate.

Sales Tax Exemption

The College has limited tax exemption from sales tax in the Commonwealth of PA and a few other select states.  

Not all purchases qualify for tax exemption (e.g. materials, supplies, or equipment used in construction, reconstruction, remodeling, repair or maintenance of any real estate) and misuse of the tax exemption identification number could lead to fines or the loss of status.

Use of the College’s sales tax registration number for personal purchases is prohibited.

Please contact Brenda Samuels for additional details

For questions relating to Accounts Payable, please contact:

Brenda Samuels
AP Coordinator
610-409-3323
bsamuels@ursinus.edu