Accounts Payable is responsible for ensuring that all payments for the University are processed in accordance with a multitude of policies and procedures, including Internal Revenue Service requirements, state coding requirements, and prompt payment. As a state agency, Old Dominion University is required to pay for all completely delivered goods and services by the required payment due date.
The required payment due date is established by the terms of the contract. If no contract exists, Old Dominion University is required to pay invoices 30 calendar days after receipt of a proper invoice or thirty days after receipt of goods/services, whichever date is later.
Old Dominion University is required to communicate State travel policies, regulations and procedures to all employees who travel on State business. Additionally, ODU must ensure that all travel expenses conform to the State travel regulations.
Before you hire an individual to perform services using any type of payment document, you must first determine whether the individual can be paid as an independent contractor or as an employee.
Prepayments may be processed to prepay for the purchase of goods or services before delivery of the goods or receipt of the services. Advance payments are subject to a maximum prepayment of 90 days.
If a department authorizes employees to make frequent small purchases for departmental business needs, the department may wish to request a departmental petty cash fund.
All travel/petty cash/small business expense reimbursements must be electronically deposited into the employee's checking or savings account. Updates to account information may be made in Banner Self Service.
Accounts Payable is required to follow the Prompt Payment statutes in the Code of Virginia when setting due dates for payments of invoices.
We produce both local and Commonwealth checks in the Office of Finance. University procedures require a minimum of 3 working days to ensure adequate validation, production and audit of manual checks.
The University is required to have a Commonwealth of Virginia (COV) Substitute Form W-9 (Request for Taxpayer Identification), W-8BEN or W-8BEN-E (international individuals/entities) or an acceptable substitute form on file for each vendor receiving payments from the University.