Financial Services and Operations

Accounts Payable

Accounts Payable is responsible for accurate and timely payment of all invoices for the University. This includes all payments on purchase orders, blanket purchase orders, check requests, travel advances and travel expense reports, petty cash, freight bills, and fellowship payments.

Invoices for purchase order items should be received directly by Accounts Payable. If received by departments, in lieu of sending the documents through campus mail,  the invoices can be sent to Accounts Payable by fax (7-2119),  emailed as a tif/tiff document to apinvoice@mtu.edu, or uploaded. Approved blanket order invoices can be forwarded using any of these methods, also. For additional information see Department Receipt of Vendor Invoice.

Accounts Payable processes direct deposit payments daily and checks are cut once a week.  Employees and students are encouraged to sign up to receive payments such as travel and supply reimbursements via direct deposit.  The Non-payroll direct deposit is separate from the Payroll direct deposit.

 

Payment Policies and Procedures

The following policies and procedures are guidelines for processing all expenditure documents through Accounts Payable. These guidelines apply to both purchase-order and non-purchase-order items and pertain to all University employees and departments, regardless of the index to be charged; the responsibility to observe them is that of both the employee and the department dean/director/chair who approves such expenditures.

Individuals submitting payment requests or approving invoices must ensure that all payments are supported by proper documentation.  Itemized invoices or receipts which include the payee name and address, date of purchase, a description of each item purchased, price of each item and a total cost must be provided.  If reimbursement is being requested, proof of payment is required.

Expenditures on Sponsored Projects are reviewed and approved by Sponsored Programs Accounting to ensure the reasonableness, allocability and allowability of costs charged to Sponsored Projects. Charging Expenditures information: https://www.mtu.edu/research/sponsored-programs/accounting/post-award-management/charging-expenditures/

If you cannot find information that relates to your situation or if you need interpretative assistance, contact the General/Auxiliary Accounting area.

Petty Cash Payments

A department may establish a petty cash fund to purchase minor supplies. A check request and original receipt must be sent to Accounts Payable for replenishment of petty cash funds.

Further information on the establishment, administration, and discontinuance of petty cash funds follows: