Payment to Vendors by Check

School: Southern New Hampshire University - Course: ACC MISC - Subject: Accounting

Hospital-wide Policy Title:Payment to Vendors by Check Issuing Department:Finance Effective Date:August 2014 IMPORTANT NOTICE: The official version of this policy is contained in the Policy and Procedure Manager (PPM) and may have been revised since the document was printed. I.Purpose The purpose of this Policy is to describe the appropriate use of Check Request Forms. The Check Request Form was designed for the purpose of providing payments to vendors for expenses that are outlined on the following pages. Usually, due to their nature, these expenses are not covered by a Purchase Order. Employees will not be reimbursed for expenses incurred and claimed through a Check Request form.Employees must use the Employee Expense Reimbursement form for that purpose. II. Scope This policy applies to all employees, staff members, residents, students, volunteers, researchers and physicians of Tufts MC. III. Policy This Policy applies to Tufts Medical Center and all named Affiliates. Submitted Check Request Forms will be paid through the Hospital Accounts Payable Department if in compliance with this Policy. Check Request Forms not in compliance with this Policy will not be paid and will be returned to the requester by Accounts Payable. All Check Request Forms must be accompanied by an original invoice (not statement), the signature of the Cost Center Manager, and one other authorized signature (Refer to Authorized Signature Policy # 2015E). When original invoices are not available, a VP signature is required. If check request is over $10,000, three signatures are required. The following is a list of items and services that are to be paid through submission of an accurately completed and properly approved Check Request Form, unless otherwise noted.A description and required documentation is as follows:

2 Printed copies are for temporary reference onlyITEM/SERVICEEXPLANATION/DOCUMENTATION Catering ServicesSigned in-house catering serviceform. Compensation/Awards/Recognition tonon-employees(For Corp 250, refer to policy9014:Spending Policy For SundryFunds)The IRS requires that payments to individuals for compensation (i.e. awards, recognition) be reported as compensation income (Form 1099).To comply with this requirement each employee submitting a Check Request Form for a new vendor must include a New Vendor Set-up Form with a social security number and resident mailing address and a W-9. Compensation Non-EmployeeConsultants (individual - TIN or SSN)HR documentation required. Letter or bill attached describing work or period worked.Must include a home address (1099 recipient).Must submit a New Vendor Set-up Form and a W-9. Honoraria (fees paid for speaking)Payment must be made directly to speaker. Must include a home address (1099 recipient).Must submit a New Vendor Set-up Form and a W-9. Consultants-Foreign NationalsIRS Form 8233 must be filled out by consultant. Contract Labor (agency)Refer to HR Policy Manual. Contract Labor (non-agency)Home address and period participated must be completed on the Check Request Form (1099 recipient).Must submit a New Vendor Set-up Form and a W-9. Stipend for volunteers-study recipientsHome address and period participated must be completed on the Check Request Form (1099 recipient).Must submit a New Vendor Set-up Form and a W-9. Event-related Lodging & Meals,including depositsAttach original invoices for payment directly to the vendor. Professional Conferences, MeetingRegistration Fees, including DepositsAttach original invoices for payment directly to the vendor. Organizational:- Dues-Professional- License Fees- Subscription Fees/Periodicals (Refer to policy 9007: Processing & Payments of Subscriptions, Reprints, Professional Dues and License Fees) Attach original applications and copies of same.Accounts Payable will include copies with checks and mail to the Organization. Recognition Monetary AwardsAttach documentation and/or Award Letter, mailing address and New Vendor Set-up Form and a W-9