Independent Contractor Update

There are two situations when an Independent Contractor (IC) form and a Professional Services Agreement (PSA) are not required.

The first situation is when the payment is being made to a business entity.  A business entity is defined in the Independent Contractor Policy as a Governmental Entity, Corporation, Partnership, or a Limited Liability Company that is classified as a Corporation or Partnership for tax purposes.  A business entity will have its own EIN and will not use a Social Security Number for tax purposes. While some type of contract should exist between the business entity and the university, it does not have to be a PSA.

Second, the IC form and the PSA  are not required when the agreement is for expense reimbursements only and no fee is paid.  In this situation, the expense reimbursements do require appropriate documentation in compliance with the UA Spending and Travel Policies.

Updated Travel Vouchers

When submitting travel vouchers for reimbursement, it is important to make sure to use the correct version of the voucher for the dates of travel.  The mileage rates change each year, and using an older form causes that amount to be calculated incorrectly.  We want to make sure that we are reimbursing travelers the correct amount due to them!

For your convenience, the In-StateOut-of-State, and International Travel Vouchers for 2015 are located on the Accounts Payable website.

Documentation Reminders

The following procedures should be followed when submitting documentation for Travel Vouchers, MDV’s, and Petty Cash Receipts.

Any documentation smaller than 8 ½” by 5 ½” (one-half page) must be taped (not stapled) to a piece of paper that is 8 ½” X 11″.

If the receipt is longer than 11”, cut the receipt in to segments that will fit on an 8 ½” X 11″ piece of paper.

The top and bottom must be taped down to ensure the documentation processes through the scanning equipment correctly.

Place tape carefully on the documentation, as certain types of ink disappear, when tape is placed on it.

Use only yellow highlighters. Highlight only what is necessary.

Thank you in advance for your cooperation.

Travel Voucher Signatures

Travel vouchers must be signed on the line marked “Signature of Claimant” by the traveler.  This signature acknowledges acceptance of the terms and conditions of reimbursement.  If a traveler pays reimbursable travel expenses for a fellow traveler, both must sign the travel voucher, certifying the payment arrangements.

New Mileage Rate

Effective January 1, 2015, the mileage rate paid to persons traveling in privately owned vehicles on official business for the state increased to 57.5 cents per mile and the mileage rate for moving will decrease to 23 cents per mile.   The updated mileage rate reference page is available on the Accounts Payable website.
If you have any questions regarding the changes, please contact Accounts Payable Customer Service at 348-7377.

Customer Service Email

Did you know that Accounts Payable has a Customer Service email?

acctspay@bama.ua.edu

Please email your questions regarding vendor payments, employee reimbursements, vendor setup or verification, direct deposit setup, 1099 questions, travel and spending questions, etc.  You can also have vendors send their PO invoices directly to this email address.  The emails are reviewed and responded to throughout the day.

Vendor Registration Website

The University does business with thousands of vendors, beginning with the bid process all the way through to payment.  In an effort to simplify the procure-to-pay process while allowing the University to capture accurate and complete vendor information, we developed an online vendor portal for vendors to register to either be added to the bid list or to be added as a provider of goods and services for which they will receive payment.  This site replaced the former paper forms that vendors completed and provides more secure handling of the information.

All entities interested in doing business with the University should complete vendor registration.  Departments should direct vendors to the  Vendor Registration Website to enroll.  Vendors may also use this portal to update their existing data.

For further information, visit the Vendor Registration section of the Accounts Payable Website.