Accounts Payable are processed every two weeks. Invoices are required in the Business Office by 10:00 a.m. on the Monday of the week checks are printed in order to receive a check on Friday. All invoices and miscellaneous out-of-pocket expenses must be approved with the assigned budget manager’s signature, College account number and the purchase order number. Please contact the Purchasing Department to learn more about the purchase order process or review the Purchasing Guidelines for details on the Purchasing and A/P process.
Travel, Entertainment, and Business-Related Expenses
The Knox College Policy on Travel, Entertainment, and Business Related Expenses (PDF)
A Request for a Travel Advance Form (PDF) must be completed prior to receiving College funds to travel. The Travel Advance Form must be submitted to the Business Office by 10:00 a.m. on the Monday of the same week checks are printed in order to receive a check on Friday. All travel advances must be reconciled by submitting a completed Travel Expense Envelope to the Business Office. These envelopes are available in the Business Office, Room 108 Old Main, or can be mailed to you upon request. Failure to complete this form within 30 days of the advance will result in the Business Office charging your personal account for the expense.
Reimbursements for travel can be obtained by completing a Travel Expense Envelope. These envelopes are available in the Business Office, Room 108 Old Main, or can be mailed to you upon request. Note that it is necessary to include detailed receipts for expenses. If a travel advance was received prior to travel, complete the appropriate section of the Travel Expense Envelope. Travel Expense Envelopes should be completed within 30 days of travel. When completed, please forward to the Business Office, Campus Box 147, for processing. Failure to complete this form within 30 days of the advance will result in the Business Office charging your personal account for the expense.
Special Payments to Individuals
Examples of special payments to individuals, including non-Knox employees, are: honoraria, stipends, fees to sports officials and awards to prize winners. In order to make payment to these individuals, it is necessary to complete a Check Requisition Form (PDF). The Check Requisition Form should contain the name and address of the person(s) to be paid, expense account to be charged and authorized approval signatures. In addition to the Check Requisition Form, a Federal Form W-9 (PDF) must be completed and signed by the person to be paid. The W-9 form must be on file in the Business Office before the check will be released.
At times, a Knox College employee may find it necessary to purchase an item for College use with out-of-pocket funds. In such cases, approved expenses will be reimbursed. You will need to complete a Check Requisition Form (PDF) and attach all receipts to the back of the form. This form should include your name, expense account to be charged, items purchased (along with detailed receipts), Purchase Order Number, and authorized approval signatures. These requests must be approved by your supervisor. Forms containing only the requester’s signature will not be processed. Because Knox College is a tax-exempt institution, any sales tax paid on a purchase may not be reimbursed.
PNC Commercial Card Expense Report Receipts
For Credit Card Purchases and Out of Pocket Expense Reimbursements
Some individuals on campus are given a PNC Commerical Card for purchases made for the College. The purpose of the PNC Commercial Card Program is to streamline and simplify the requisitioning, purchasing, and payment process for small dollar transactions. The program is designed to shorten the approval process and reduce the paperwork of procurement procedures such as purchase orders, petty cash, check requests, and expense reimbursements. The goal of the program is to:
- Reduce the cost of processing small dollar purchases
- Receive faster delivery of required merchandise
- Simplify the payment process
- Provide cardholders with empowerment to choose!