Frequently Asked Questions

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Teachers College, Columbia University
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Accounts Payable

Accounts Payable

Office of the Controller

Frequently Asked Questions

  1. When can I expect a check to be generated to a vendor?
  2. How much money can a consultant earn before a 1099 is generated?
  3. What is A/P?
  4. Who/what is a vendor?
  5. If I have several invoices from one vendor and would like to have separate checks issued for each invoice, can this be done?
  6. What information is required for a vendor to be paid?
  7. What information is required for an employee expense reimbursement to be made?
  8. If I complete a Purchase Order, do I still need to complete a Check Request to process vendor payment?
  9. How do I know if a payment has been sent to the vendor?
  10. Does the College have to pay freight charges?
  11. Does the College have to pay taxes?
  12. Can checks be mailed to a vendor directly from the Accounts Payable Office?
  13. What are the hours that A/P is open?
  14. I have a one-time payment to an employee. Can I complete a Check Request to process such a payment?

 

Q: When can I expect a check to be generated?

A: Normally, a check will be generated for a vendor within two weeks from the date A/P receives it, there is money in the budget, and documentation is complete. Checks are generated on Monday through Thursday of each week.

 

Q: How much money can a consultant earn before a 1099 is generated?

A: $600 in a calendar year.

 

Q: What is A/P?

A: A/P stands for Accounts Payable. This department is responsible for the payment of all Teachers College expenses incurred. These include Consultants, utilities, employee expenses, miscellaneous expenses, etc.

 

Q: Who/what is a vendor?

A: A vendor can be either a company or an individual from whom Teachers College purchases either goods or services.

 

Q: If I have several invoices from one vendor and would like to have separate checks issued for each invoice, can this be done?

A: Yes, A/P has the capability to generate a separate check for individual invoices if necessary. This is usually not recommended due to the increased cost to TC for check stock and postage.

 

Q: What information is required for a vendor to be paid?

A: The vendor requires a T#. If the vendor has not been paid before, a W-9 form must be requested from the vendor and provided to the purchasing department who will assign the vendor a T#. An invoice from the vendor must also be provided in order for the vendor to be paid.

 

Q: What information is required for an employee expense reimbursement to be made?

A: The vendor requires a T#. If the vendor has not been paid before, a W-9 form must be requested from the vendor and provided to the purchasing department who will assign the vendor a T#. An invoice from the vendor must also be provided in order for the vendor to be paid.

 

Q: If I complete a Purchase Order, do I still need to complete a Check Request to process vendor payment?

A: No, if you complete a Purchase Order it is not necessary to complete a Check Request to process a vendor payment. You must authorize the invoice to be paid and also note the Purchase Order number on it. This then gets clocked into A/P and a check gets generated.

 

Q: How do I know if a payment has been sent to the vendor?

A: You have the capability of checking a vendor payment in Banner.

 

Q: Does the College have to pay freight charges?

A: Yes, the College will pay freight charges if it is noted as appropriate on the Purchase Order.

 

Q: Does the College have to pay taxes?

A: Yes, there are certain taxes that the College is required to pay (e.g., airline, car rental, hotel), but not New York sales tax.

 

Q: Can checks be mailed to a vendor directly from the Accounts Payable Office?

A: All checks can be mailed from A/P if it is noted on the check request. All checks for payment of Purchase Orders are automatically mailed from A/P. This will save the requesting the payment of the postage and also expedites getting the check to the vendor.

 

Q: What are the hours that A/P is open?

A: Accounts Payable is open from 9:00 AM - 5:00 PM, Monday - Friday.

 

Q: I have a one-time payment to an employee. Can I complete a Check Request to process such a payment?

A: No, a check request cannot be utilized to pay an employee for a one-time payment. The form utilized to pay an employee is a PAF - Personnel Action Form. Any check requests submitted to pay an employee a Payroll payment would be returned to the initiating department to submit the correct form

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