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Modified Processes for Invoices, Reimbursements, and AMEX Cards

Modified Processes for Invoices, Reimbursements, and AMEX Cards image

Accounts Payable has implemented an electronic process for any paper-based processes.

New Vendors:

All new vendors must to be vetted for Visual Compliance as well as record duplication.  Finance policy requires a completed W9 for all new payees.  If this is the first time that you are paying a vendor, please submit a completed W9 from the vendor along with your payment documentation.

Invoices:

I have a paper invoice that needs to be paid in USA currency:

  • There is a PO established to pay for this invoice.

1) If the 7 digit PO number is not printed on the invoice, then please manually write the PO number on the invoice. Scan or take a picture of the invoice with your mobile device and save it as a PDF on your computer.

2) Scan the invoice to invoice@northeastern.edu and type ‘approved invoice’ in the subject field.

  • There is not a PO established to pay for this invoice

1) Scan or take a picture of the invoice with your mobile device and save it as a PDF on your computer.

2) Complete an electronic DPAY form and save to your computer.

3) Attach completed DPAY form and invoice to an email and send to invoice@northeastern.edu. Please type ‘approved invoice’ in the subject field.

* If any of the expenses on the DPAY will be charged to a Banner Index that begins with a ‘5’, then please email the documentation directly to Research_Finance@northeastern.edu and they will forward it to AP after approval

I have a paper invoice that needs to be paid in international currency or wired to an international bank:

* If any of the expenses on the DPAY will be charged to a Banner Index that begins with a ‘5’, then please email the documentation directly to Research_Finance@northeastern.edu and they will forward it to AP after approval

I have an electronic copy of an invoice:

  • Choose from the scenarios above that best fits your situation without the need of scanning or taking a picture of the invoice.

 

Expense Vouchers:

I have a paper Expense Voucher that needs to be reimbursed in USA currency:

1) Scan or take a picture of the expense voucher (pages 1 and 2 if necessary) with your mobile device and save to your computer

2) If a single receipt, then scan or take a picture of the receipt with your mobile device and save it as a PDF on your computer

3) If multiple receipts, then tape receipts to an 8.5 X 11 sheet of paper, then scan or take a picture of the paper with your mobile device and save it as a PDF on your computer. Repeat this step as necessary if all receipts do not fit on one piece of paper.

4) Attach completed Expense Voucher and receipt file to an email and send to invoice@northeastern.edu. Please type ‘approved expense voucher’ in the subject field.

* If any of the expenses on the DPAY will be charged to a Banner Index that begins with a ‘5’, then please email the documentation directly to Research_Finance@northeastern.edu and they will forward it to AP after approval

I have an electronic copy of an Expense Voucher and receipt(s):

1) Follow same steps as scenario above EXCEPT for the Expense Voucher and receipt(s)’  scanning step.

American Express Card:

How do I obtain an American Express card:

1) Complete the appropriate application and save file to your computer:

– American Express® Travel Card Application

– American Express®Purchasing Card Application

2) Requester attaches copy of the completed application to an email and sends to his/her supervisor.

3) Supervisor reviews the application and forwards the application to m.walsh@northeastern.edu. Please type ‘amex application’ in the subject field and supervisor approval in the body of the email.

4) Card will be received at requester home address.

      • Requester completes online Amex/Concur training on Blackboard:
          • Login in to myNortheastern
          • Click on Services and Links
          • Click on Northeastern Blackboard in the Academic Resources and Services section
          • Click on Concur Training and complete it

 

5) Attach copies of above form to an email and send to m.walsh@northeastern.edu. Please type ‘amex cardholder agreement’ in the subject field. Your email will be used as your acknowledgement that you will accept and abide by the terms of the agreement.

I have to cancel an American Express card:

1) Please call Amex customer service at 1-800-528-2122 and request card cancellation.

2) Send an email to m.walsh@northeastern.edu.  Please type ‘cancel amex card’ in subject field.

3) Reconcile any outstanding Amex card activity in Concur.

4) If physical card is in possession, then please shred/cut up.

I need to cancel and reissue an American Express card:

1) Please call Amex customer service at 1-800-528-2122 and request card cancellation.

– Request a replacement card during same phone call.

2) Replacement card will be received at your home address.

– Requester completes a Cardholder Agreement form:

 

3) Attach copies of above form to an email and send to m.walsh@northeastern.edu. Please type ‘amex cardholder agreement’ in the subject field. Your email will be used as your acknowledgement that you will accept and abide by the terms of the agreement.

There is activity on my American Express card that I do not recognize:

1) Please call Amex customer service at 1-800-528-2122 to discuss and/or to open an investigation. If necessary, please follow obtaining card instructions from above.

Concur:

As the Concur system is already an electronic reconciliation system, employees are expected to create, submit and approve reports as they do today.

    • The expectation is that Concur reports and corporate card transactions will be processed in a timely manner

All Other AP-Related Business:

    • All AP business/inquiries that have not been addressed above should be communicated via an email to ap@northeastern.edu