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The Accounts Payable Department with the cooperation of the Purchasing Department is responsible for researching and processing all financial obligations (disbursements) for the College. This area also maintains vendor records, prepares annual IRS Form 1099, and provides customer service to vendors and the entire College community. This department is located in College Hall, room 108, and telephone number 781-768-7205.

Disbursements Procedures

The five generally accepted documents required to process disbursements are:

• Original Invoice
• Purchase Order
• Check Requisition Form
• Contract Service Form
• Weekly Expense Report

  Original Invoice
  This is the most common form of disbursement. For the Business Office to process an original invoice, this document must contain the following vendor information:

  • Name
  • Address
  • Telephone number
  • Invoice number
  • Invoice date
  • Date of service performed or product delivered
  • Detailed description of service performed or product delivered
  • Dollar amount to be paid, for service performed or product delivered (Product invoices should also include per unit pricing and a packing slip for support documentation.)

In addition for an invoice to be processed it must contain

1. A Three-digit department number (xxx) and four-digit account number (xxxx) to be charged and
2. Authorized approval signature.

*Please note a photocopy or fax copy of an invoice or an invoice missing any of the above information is considered unacceptable.

*If you are doing business with a non-taxable vendor please request a tax-exempt certificate. This certificate must be maintained on file in the Business Office.

In addition, we recommend that you notify each vendor to include your name or the Regis College three-digit department code (xxx) and four-digit account code (xxxx) on each invoice to ensure expediency.

Purchase Orders
Purchase orders must be used for

• Capital expenditures (items that cost $1,000 or more and have a useful life of three or more years)
• Vendor requests the use of a purchase order
• Items that cost over $1,000

Do not use purchase orders for items under $1,000.

Check Requisition Form
Some vendors do not use invoices or purchase orders a check requisition is required for payment. It must contain similar information listed above under original invoice requirements. When using this form please use proper names for "pay to" information, do not use slang names.

*Do not use a check requisition form if you are paying from an invoice or purchase order. 

Contract Service Form
This form is to be used for all 1099 vendors. A 1099 vendor is an independent contractor who performs a service for the College and therefore is not an employee. Some examples of independent contractors include consultants, lecturer, disc jockey and referee. Before payments are processed to independent contractors, the following information is required:

• Federal tax identification number or social security number
• Certificate of Insurance containing liability insurance and Massachusetts worker’s compensation insurance
• General information listed above under original invoice requirements

*A tax identification number or social security number must be maintained on file in the Business Office for 1099 vendors. This information is recorded on a W9 Form.

Please do not confuse this form with the Casual Labor Form, which is used for college employees who perform extra services for additional departments for time to time and is processed through the Human Resources and Payroll Departments.

Employee Expense Report
this form is used to reimburse employees for travel and travel related expenditures during the normal course of business.

The College will reimburse expense reports as quick pay vendors provided the form is properly completed and appropriate original receipts are attached. The College encourages employees to submit original credit card receipts for support documentation. This will ensure the expeditious reimbursement to the employee.
It is recommended the employee photocopy their expense report prior to submission to the Business Office as a precaution. This is a weekly expense report and should be submitted once a week if applicable.

*Using an employee expense report or a check requisition form to purchase items during the normal course of business is discouraged. These items should be purchased through the use of an original invoice or a purchase order.

General Procedures
Accounts Payable checks will be processed weekly on Thursdays unless otherwise informed. The majority of vendors maintain a regular status, which is payment 30 days from the invoice date. However, this may fluctuate between 30-45 days at any period given our cash requirements. Some vendors maintain a quick pay status, which is less than the period stated above. Quick Pay vendors are limited to critical vendors such as utilities and employee expense reports.

Authorized Approvals
The appropriate Department Chair or Department Director must sign all forms. Department Chairs, Department Directors and Administrative Council Members must have their expense reports approved by their immediate supervisor.

Suggested Policy
Please establish a policy where disbursement documents are forwarded to the Department Manager, approved by the Department Manager and distributed to the Business Office on a weekly basis.

Contact the Accounts Payable Manager if you have any questions.

Grace Gruber
Accounts Payable Manager
PHONE: 781-768-7205
FAX: 781-768-7209
EMAIL: grace.gruber@regiscollege.edu