Employee Payment Requests

Weekly Check Process

  • Payment requests must be submitted no later than 5 pm on Friday for the next week’s check run process.
  • Checks are printed each week no later than Thursday and mailed/picked up on Friday morning (except for Thanksgiving and Winter break - plan ahead).
  • A Petty Cash Reimbursement Form should be presented to the cashier for reimbursements of $100.00 or less.

Payment documentation needed:

  1. Original invoice (statement must have original invoice attached), Banner account code(s) (Index or Fund/Org/Acct/Prog), and authorized approval signature.
  2. For special instructions or irregular invoices, complete a Payment Request Form with authorized approval signature.
  3. For new vendors, completed W-9 form. 
  4. Submit documents through interoffice mail, email: businessoffice@sbc.edu, or drop off at the Business Office.  Must submit original receipts for employee reimbursements. 

 

Signatures for payment requests
  • Each department is responsible for ensuring that only authorized individuals approve expenditures.
  • Authorized individuals should be restricted to department heads/directors or another responsible designated person.
  • All signatures on College documents must be originals or electronic ID.
  • Signing, initialing, or using another person’s electronic ID is unacceptable.
  • Signature stamps seriously weaken internal controls and are strictly prohibited.

 

 

 

IRS Mileage Reimbursement Rate
The mileage reimbursement rate for business travel is 75% of the IRS-approved business rate. Effective January 1, 2024, the new rate is $0.50 per mile. The rate for moving reimbursements is 100% of the IRS rate, which for 2024 is $.21.
Accounts payable staff is responsible for researching and interpreting policies and regulations pertaining to College expenditures and reimbursements. The accounts payable staff 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 office is responsible for ensuring appropriate documentation is in place for 1099 reporting and employee business expenses. The office is also responsible for ensuring travelers are following the IRS accountable plan rules so that travelers can be reimbursed without taxable income implications.