Accounts payable processes payments for vendors, faculty, staff and students.\u00a0 The Accounts payable office is responsible for ensuring that disbursements comply with internal and external regulations and actively seeks to provide courteous, timely and professional service.<\/p>\n
Budget Authorization<\/strong><\/p>\n Department Head or Dean Authorization is required for payment requests from department and grant funds.\u00a0 Accounts payable will review payment requests to ensure that the appropriate budget authorization and funding availability is in place before invoices are paid.<\/p>\n All purchases should be made through the\u00a0purchasing department<\/a>.\u00a0 Invoices should be date stamped by the department when received on campus and invoiced purchase orders are forwarded by the purchasing office to accounts payable for processing.<\/p>\n Payment Request<\/strong><\/p>\n Payment requests should be submitted for payment on a Direct Payment\u00a0Voucher<\/a>.\u00a0 The form should be completed in full with appropriate department head or dean approval.\u00a0 Original receipts should accompany the payment voucher and be sent to the accounts payable accountant.<\/p>\n Accounts payable requires all vendors to have an IRS W-9<\/a> on file with the college. \u00a0Vendors payments can not be made without an active W-9 on file.<\/p>\n Sales Tax<\/strong><\/p>\n Greenfield Community College is a public institution of higher education exempt from Massachusetts sales tax on the purchase of goods and services in Massachusetts. \u00a0The College is however, not exempt from sales tax on hotel or restaurant purchases. \u00a0The College will not reimburse departments or individuals for sales tax paid on the purchase of goods or services.<\/p>\n Certificate of Exemption<\/a><\/p>\n Travel<\/strong><\/p>\n Whenever traveling for GCC a yellow Greenfield Community College travel authorization form<\/a> should be completed and signed by the appropriate department head or dean prior to travel.\u00a0 The College president must sign all out-of-state travel authorizations. The travel authorization should include all anticipated reimbursable expenses related to that trip.\u00a0 If conference fees or hotel deposits are required ahead of the trip, than the original travel authorization should be attached to the paperwork that is requesting payment of those expenses.\u00a0\u00a0 Once the trip has occurred a copy of the form can be submitted along with the state travel expense voucher<\/a> and actual receipts for payment.<\/p>\n Mileage reimbursements are based on the current IRS mileage rate. \u00a0Allowable reimbursement is for the distance between your home and the temporary assignment or your GCC work location and the temporary assignment, whichever is the lesser of the two.\u00a0 Supervisors should verify this prior to submitting reimbursement requests.<\/p>\n <\/p>\n