Deadlines

Approved invoices received in Finance by 12:00 noon Tuesday will be included in the next Thursday’s payment run.  Checks are mailed directly to the vendor, unless otherwise specified to be held for pick-up in the Finance office.  Checks are available for pick-up 1:00 pm on Thursdays.   Please submit your check requests to Accounts Payable in Finance at accountspayable@ursinus.edu

Please contact Accounts Payable for any urgent or off-cycle payment requests.

Payments to Vendors

Payments for service or reimbursement of expense are requested through a Check Request Form.  Please complete the entire form, obtain the necessary signatures of approval, and provide the vendor’s or individual’s W-9 form if they are not currently on file in Finance. 

Individuals paid $600 or more for services during the calendar year will receive a Form 1099-MISC at year-end as set by IRS regulations.

If the individual is not a U.S. citizen, please be sure all required documents have been executed in order for Finance to process your request for payment.

Payments to Faculty and Staff

Payments to Faculty and Staff of the College are processed with the next payroll cycle. 

Mileage Reimbursements

Effective January 1, 2024, the standard Ursinus College travel reimbursement rate for use of your personal vehicle on College business will be 67 cents per mile. Our rate is tied directly to the standard IRS rate.

Sales Tax Exemption

The College has limited tax exemption from sales tax in the Commonwealth of PA and a few other select states.

Not all purchases qualify for tax exemption (e.g. materials, supplies, or equipment used in construction, reconstruction, remodeling, repair or maintenance of any real estate) and misuse of the tax exemption identification number could lead to fines or the loss of status.

Use of the College’s sales tax registration number for personal purchases is prohibited.

Please contact Accounts Payable for additional details