Accounts Payable
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.
University Travel
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.
Independent Contractors & Worker Classification
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.
Processing Prepayments
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.
Petty Cash & Small Business Expense Reimbursement
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.
Direct Deposit of Reimbursements
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.
Invoice Information for Departments
Accounts Payable is required to follow the Prompt Payment statutes in the Code of Virginia when setting due dates for payments of invoices.
Accounts Payable Manual Checks
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.
W-9 Request
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.
Accounts Payable
- Independent Personal Services Certification Form (IPSC)
- Industry Practice (IP) Checklist
- Year End Paper Receiving Report - can be found on Procurement Services eReceiving Program page
- Petty Cash Form (PC-1) (Word) (PDF)
- PC2 - Commonwealth Departmental Petty Cash Fund Reimbursement Request Summary Available in both Word and PDF.
- PC3 - Local Departmental Petty Cash Fund Reimbursement Request Summary - Available in both Word and PDF.
- PC2A/PC3A - Continuation Sheet for PC2 and PC3 forms - Available in both Word and PDF
- PC4 - Departmental Petty Cash Fund Reconciliation Form - Available in both Word and PDF
- Twenty Factor Test
- Worker Classification Review Questionnaire (previously called Independent Contractor Questionnaire)
Travel
Travel Processing Changes - Chrome River must be used for all travel and small business expense reimbursements. All non-employees must be enrolled in Chrome River to receive reimbursements. Review Enrollment in Chrome for Non-Employees.
- Chrome River Enrollment Form for Non-Employees - (updated January, 2019)
- Traveler's Checklist - (rev. August, 2018)
- Consolidated Travel Form (Excel) - (rev. December 20, 2016)
- Corporate Travel Card Application - (rev. November, 2022)
- Corporate Travel Card - Employee Agreement - (rev. March, 2020)
- Employee Travel Advance - (rev. April 1, 2015)
- Student Travel Advance - (rev. April 1, 2015)
- Business Related Meal Expense Form (Word) - (rev. August 2006)
- Chrome River User Guide - (January, 2019)
Vendor Forms
- COV Substitute W-9 - Request for Taxpayer Identification Number and Certification
- W-8BEN - Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding and Reporting (Individuals)
- W-8BEN-E - Certificate of Status of Beneficial Owner for United States Tax Withholding and Reporting (Entities)
International Payments
- Foreign National Information Form - (July, 2019)
- Foreign Visitor Payment Request Form - (July, 2019)
- Statement Regarding Location of Services to be Performed Outside of the U.S.A. - (July, 2019)