Accounts Payable

Effective Nov 13, 2006 - All Employee Reimbursements are Now Electronic Transfer. 

Cash Advance
Use this form in the event a CSP employee requires advance funds to travel and attend on business related work on the behalf of Concordia University. It is greatly advised that this is not used to purchase material products; CSP has many vendors that provide products with the benefits of being tax exempt and at discounted rates. Please use a purchase order.

Cash Box Advance
Use this form in the event that a CSP organization requires cash on hand at an event that is being hosted on campus where money will be exchanged and access to the cashier is inconvenient to both the hosting organization and customers.

Check Request
Use this form to pay a vendor for products or services that were acquired and a purchase order was not acquired before hand. After printing the form attach the original invoice to the form. It may be placed in the slot near the glass display or to the accounts payable office in the Poehler building (275 Syndicate Street N)

Expense Report
Use this form for expenses any individual has paid for with his/her own funds. Remember to attach all original itemized receipts. Two signatures are required, the reimbursable individual and the immediate supervisor. It may be placed in the slot near the museum display in the lobby of the Poeher Building or delivered directly to the accounts payable office in the Poehler building (275 Syndicate Street N.) For total amounts of $25 or less use the Petty Cash form. See also the Expense Report Mileage Supplement.

Effective Nov 13, 2006 all employee reimbursements are now electronic transfer.  Employee reimbursements are cut on Wednesday of each week only.  Expense reports must be submitted to Accounts Payable by Friday 4:30 PM to be included in the following Wednesday check run.  Notification will be sent to the employee's campus email address advising of the direct deposit payment.  Contact Brent Erickson at x8751 or PaNhia Thor at x8218 if there are any questions or concerns regarding new policy for reimbursement.

Honorarium/Stipend
Use this form for payments to individuals who provided services to CSP who are not employees of the university or are university employees who provided a service/product not related to their normal work requirements. The accounts payable office will determine if it will pay the amount with a check or send it to Human Resources. It may be placed in the slot near the glass display or to the accounts payable office in the Poehler building (275 Syndicate Street N.)

Petty Cash
Use this form for reimbursable expenses incurred for a total of $25.00 or less. Bring it along with the original itemized receipt(s) to the cashier's window to receive a reimbursement. For total expenses over $25 use the Expense Report form.

Purchase Order
Use this form BEFORE purchasing products or services. It must be saved with a different name using the ?Save As? function under the File menu option. Save it to a directory on your hard drive/computer. If purchases require approval from department head/supervisor or are using funds from other organizational departments, forward the document to the person who is supervising the account in question, via e-mail, who should then forward it to Jim Orchard in the Purchasing department.. This form only provides the necessary information to allow the Purchasing Department to create an official purchase order.

Once the Purchasing department. receives and reviews the PO request, it will then be created in Banner and printed to the listed printer. Please allow 1 day, at minimum, for processing.