Accounts Payable

Accounts Payable (AP) is responsible for processing invoices for all non-payroll related transactions, i.e., vendor payments, students (non-service, awards, etc.) employees (travel and non-travel reimbursements) and non-employees (travel reimbursements). The Accounts Payable team is dedicated to providing timely payments to all internal and external customers. All requests for payment must be submitted in Workday.

Please use the following chart as a guide to determine the appropriate Workday task to use:

Late Invoice Payment Form
Supplier Invoice Request (SIR) Only use for the following non-procurement expenses:	Non-Staff Expense Reimbursement Student Non-Service Stipends Honorariums
Create Receipt Use for all procurement-related invoices:	Invoices for goods Invoices for services
Spend Authorization Use for pre-travel approval	Staff travel pre-approval Staff travel advances
Expense Reports	Commercial card allocation Expense reimbursement for travel (Spend Authorization required in advance) Expense reimbursement for non-travel Expense report using Workday Mobile

When submitting invoices, verify that the supplier is in Workday. If the supplier is not in Workday, use “Create New Supplier Request” to have the vendor added into the system.

Procurement-related invoices must have their associated purchase order number on the invoice

Non-Employee Student Stipends

Student stipends are paid only when the purpose is to further the student’s education and training and provided by Marymount University and does not represent compensation or payment for services. Examples are an Academic Award, Participation Support Allowance, or Honorarium. Process as an SIR in Workday. SIR Job Aid

Taxation: If applicable, domestic students will receive a 1099-Misc from Accounts Payable. Foreign Nationals/Non-Resident Aliens: Taxable/Reportable on 1042-S (any amount) with 30% tax withholding, unless a tax treaty or reduced rate applies.

Other: Scholarships and Fellowships are paid through Student Financials. Graduate Assistantships are paid through Payroll.

Non-Employee Honorariums

An honorarium is a one-time token gesture of appreciation for a special, non-recurring activity or event for which a fee is not legally or traditionally required. There is no contract, the fee is not set or negotiated by the recipient, and the honorarium may not be paid to a third party (corporation, business or partnership). If payment is negotiated and agreed upon, it is considered a contractual agreement, not an honorarium. The amount of an honorarium should not be set to compensate for lost fees, wages, or other opportunity costs incurred by the recipient. Process as an SIR in Workday. SIR Job Aid

Travel Expense Reimbursements

A. Reimbursement 

Travel related expenses must be submitted with required documentation and paid to the traveler within sixty (60) calendar days of incurring the expense or returning from the trip. 
Reimbursement requests for expenses older than sixty (60) calendar days will be taxable to the traveler. 
Reimbursement requests for expenses older than one hundred twenty (120) days will be denied. 
Payment of travel expenses by the University is limited to costs authorized in this policy. Departments and employees may negotiate a lower travel reimbursement than allowed by this policy. In this situation, the traveler will pay the remaining expenses as Personal Expenses. 
Reimbursement for travel expenses will not be made until the trip is complete.

B. Other Allowable Travel Expenses - Refer to Planning Travel

C. Third Party Reimbursements, Rebates, and Promotions 

When a third party pays for or intends to reimburse a Marymount University employee for travel expenses, the employee may only submit a reimbursement request for Allowable Expenses not covered by the third party. 
If the third party reimburses an employee for expenses after the employee has been reimbursed by the University, the employee must repay Marymount the lesser of (i) the total amount paid by the third party, or (ii) the total amount reimbursed to the employee by the University. It is the traveler’s responsibility to initiate reimbursement and to ensure that any funds received are remitted to the University. 
University employees may not use personal funds to pay travel expenses on behalf of faculty, staff, students, Guests or colleagues unless extenuating circumstances exist and there is no other means of payment. In such a case, expenses will not be reimbursed until the trip is complete and the trip expense report is submitted.

D.  Personal Expenses (not eligible for payment with P-card or reimbursement) 

Expenses of a personal nature incurred solely for the convenience or sentiment of the traveler. 
Expenses for Commuter Miles or for other non-official purposes. 
Expenses incurred while on personal leave even if scheduled in conjunction with University Sponsored Travel. 
Per Diem Expenses and lodging while on Vicinity Travel. 
Airfare obtained with frequent flyer miles or credits or program equivalent, travel vouchers, credits, gift cards, and other non-monetary methods.

E. Refer to Travel Policy for more information.

Expense Reimbursements (Non-Travel)

There are limited circumstances in which a personal payment (cash, credit/debit card) is the appropriate method to conduct university business. Most purchases must be made through Procurement and/or with a Marymount P-Card. Marymount employees and students may occasionally incur non-regular or emergency expenses while conducting official university business. Please follow the guidelines below when requesting an employee or student reimbursement.

Eligible reimbursement expenditures are limited to: