The Accounts Payable Office aims to provide:

• Clear, concise and timely dissemination of accounts payable policies and procedures
• A control to ensure proper approval of all expenditures
• Prompt and accurate processing of invoices and check requests
• Timely payment of invoices and check requests
• Professional and helpful interactions with the College community on all accounts payable matters

Accounts Payable audits all payment and reimbursement requests before issuing payments in accordance with College and federal policies and regulations. As part of the auditing process, the department ensures appropriate documentation is in place to support the business purpose of an expense in accordance with IRS regulations.

 

Check Run Schedule
Accounts Payable runs checks once a week, on Thursday morning, and checks are normally mailed on Fridays. During holiday weeks or inclement weather, the check run schedule may be changed. The campus community will be notified in advance when the schedule is changed.

There is a 10-business-day turnaround on reimbursements and payment processing. Please allow at least 10 business days before contacting the office regarding the status of a payment.

Lost or Stolen Checks
If a Centenary College check is lost or has not been received, contact Nikki Holmes at (318) 869.5126 so that a stop payment can be placed on the check. Please allow at least two weeks from the check date before requesting a stop payment, unless there is reason to believe the check has been stolen or misappropriated. Please know the vendor name, check amount, and approximate date the payment request was sent, so that we may identify the check more readily.

Payments to Students & Employees
It is extremely important that any payment for work done by a student or employee of the college be processed through Payroll rather than through Accounts Payable. Failure to properly report these individuals as employees and remitting the appropriate portion of employer's tax puts the college and the individual at risk of incurring severe financial penalties from the IRS. If you are unsure as to the proper handling of payments to be made to an individual please contact the Human Resources department.  

Mileage Reimbursement Policy
The rate of 53.5 cents per mile is to be used for reimbursement requests for all mileage incurred on or after January 1, 2017.

The College will reimburse employees for the use of their personal vehicle used for College business. Reimbursement will be at the effective date and rate published in this policy.

Mileage reimbursement is meant to cover only those miles incurred above and beyond the employee’s normal commute to his/her place of business. For example, if the normal commuting round trip is 20 miles, and the employee goes on a trip that covers 75 miles, only the incremental 55 miles are reimbursable. The number of days should also be taken into account. If the 75 miles in the above example were incurred over three business days, then the incremental reimbursable miles would be 15 (75 – (3 * 20)).

Reimbursement requests should indicate the points of travel and the miles eligible for reimbursement. Mileage reimbursement requests should be sent to Accounts Payable either separately or as part of a larger travel reimbursement request.

Human Resources will update the policy website to reflect this change in rates.

Purchasing Policy
Purchasing Card Policy
Purchase Order Policy

Contact Info