Accounts Payable Policy and Schedule

The Accounts Payable Department is responsible for:

  • reimbursing individuals for approved College expenditures not paid for with their/their department College purchasing card
  • payment to vendors for approved College expenditures that have not been purchased with your/your department College purchasing card or a purchase order
  • payment to independent contractors for goods or services
  • reimbursement to College students or their families.

Requests for reimbursement of approved College expenditures totaling $50.00 and under should be processed as petty cash through the Cashier's office in Alliot Hall.

The Human Resources Department is responsible for payroll for College employees and work study students.

Complete the appropriate form with authorization:

Employee Business Expense Report and Credit Card Reconciliation Form for:

  • reimbursement for College expenditures  
  • mileage reimbursement - as of July 1, 2011 the IRS mileage reimbursement rate related to the personal use of autos for business purposes (including vans and pickup trucks) changed to 55.5 cents per mile.  Please use this rate for any SMC-related travel beginning July 1, 2011. 
  • travel expenses (See Credit Card and Expense Reimbursement Policy and Procedure.).

Request for Payment for:

  • items and services not contracted for or purchased through the Purchasing Department (invoice or copy of contract must be provided)
  • payment for guest speakers (W9; Payment for Independent Contractors)
  • purchases from vendors that will not accept your/your department College purchasing card card as payment
  • contract vendors.

Deliver to Accounts Payable Department - Salmon Hall Room 102 or SMC BOX 261.  Accounts Payable office hours are 8:00 a.m. - 4:30 p.m. Monday-Friday; closed from 12:00-1:00 p.m. For information, contact Marta Goodwin 654.2662.

Checks are processed once a week on Wednesdays. Accounts Payable needs ten (10) days for processing. Please use this schedule according to the campus calendar which accounts for all College holidays and designated time off (e.g. Christmas break).  

Checks will be mailed to a requested address, a campus box or held in the Cashier's office for pick-up.  If an address is not specified, the check will be mailed to the current Datatel address of record.  Checks are usually mailed within 24 hours of printing.