FAQs

GENERAL

Where is the Accounts Payable office located?
What are the normal business hours of operation?
What is the primary phone and fax number for Accounts Payable?
What is a Tax Exempt Certificate and who can use the certificate?
Where can I get a Tax Exempt Certificate?
How do I fill out the Tax Exempt form?
What is a W-9 form and why is it needed?
What is the current mileage reimbursement rate?

PAYMENT

How are vendors paid?
How does a vendor sign up for direct deposit?
How are employee expenses reimbursed?
If I have direct deposit for my paycheck, does that mean I will have it for Accounts Payable checks?
How does an employee sign up for direct deposit with Accounts Payable?
How are students reimbursed?
How do I request a wire transfer?
How long does it take for a wire transfer to be processed?
Where is Petty Cash disbursed?
When are Accounts Payable checks printed and mailed?
What if I need a check cut before or after a normal check run?
How do I go about getting a “Special Check”?
When can I request a check be held for pick up?
What if I need to send additional paperwork with my check request?
How do I request to void or stop payment on an issued check?
When do I request a void or stop payment on an issued check?
What do I do if a vendor contacts me and says they have not received their direct deposit?

INVOICES

Where should vendors submit their invoices?
How should faculty and staff members submit their vendor invoices for payment?
How do I find out the payment date of an invoice?
How do I know if an invoice has been approved?
How do I know if an invoice has been paid and if the check has been cashed?
How do I approve or disapprove an invoice?
When should I disapprove an invoice?
How do I know who approved the invoice for payment?
How long does it take for an invoice to be processed for payment?
How long does it take for an invoice to be paid?
Are original invoices required?
If my invoice has an error; can I make corrections on the invoice and send it to Accounts Payable?
What do I do if I receive an invoice or credit memo directly from the vendor?
What do I do if I receive an invoice or credit memo that doesn’t belong to my department?
How do I acknowledge receipt of items ordered or services rendered?
How does the department initiate payment for participant support and honorariums?
What type of documents are NOT accepted for payment?

1099’s

What is a 1099?
What 1099 form does NJIT use?
What is miscellaneous income?
When are 1099s mailed out?
Who do I contact for questions or concerns regarding my 1099?
Are reimbursable expenses included in my 1099?

 

 

GENERAL

Q. Where is the Accounts Payable office located? Back to Top
A. Fenster Hall Room 550


Q. What are the normal business hours of operation? Back to Top
A.  Monday – Friday, 8:30 AM – 4:30 PM

 

Q. What is the primary phone and fax number for Accounts Payable? Back to Top
A. Phone: (973) 596-3163 Fax: (973) 596-3066

 

Q. What is a Tax Exempt Certificate and who can use the certificate? Back to Top
A.  A tax exempt certificate is a sales tax exemption certificate that enables the university to make tax-free purchases that would normally be subject to sales tax. The university fills out the certificate and gives it to the seller. The seller keeps the certificate and may then sell property or services to the university without charging sales tax. The tax exempt certificate can be used if, as the purchaser you are an agent or employee of the university.

 

Q. Where can I get a Tax Exempt Certificate? Back to Top
A. The Tax Exempt Certificate is located here.

 

Q. How do I fill out the Tax Exempt form? Back to Top
A. Fill out the top portion of the form with the vendor’s information and submit to vendor via fax, mail, email or in hand.

 

Q. What is a W-9 form and why is it needed? Back to Top
A. A W-9 form is an Internal Revenue Service form that indicates the taxpayer’s identification number and certification. IRS regulations require all businesses to obtain taxpayer identification numbers for vendors, individuals and contractors with which the university does business with. If a department is going to do business with a vendor or individual for the first time, a W-9 form needs to be requested or already on file before the purchase requisition can be processed or service rendered.  Contact the Purchasing department at 973-596-3070 for more information.

 

Q. What is the current mileage reimbursement rate? Back to Top
A. .535 cents per mile https://www.irs.gov/tax-professionals/standard-mileage-rates

 

PAYMENT

 

Q. How are vendors paid? Back to Top
A. Vendors can be paid via check, direct deposit or wire transfer.

 

Q. How does a vendor sign up for direct deposit? Back to Top
A. The vendor must fill out the Direct Deposit Authorization Form for Vendors. Send it to the Accounts Payable supervisor via email, fax, standard mail or hand deliver it to the Accounts Payable department.

 

Q. How are employee expenses reimbursed? Back to Top
A. Employees can be paid via direct deposit, check or petty cash. (Please note the Petty Cash limit is $100 per person per Index)

 

Q. If I have direct deposit for my paycheck, does that mean I will have it for Accounts Payable checks? Back to Top
A. No. Payroll and Accounts Payable direct deposit is separate. Employees are encouraged to sign up for direct deposit with the Accounts Payable office which facilitates reimbursement.

 

Q. How does an employee sign up for direct deposit with Accounts Payable? Back to Top
A. Fill out the Direct Deposit Authorization Form for Individuals. Send it to the Accounts Payable supervisor via email, fax, standard mail or hand deliver it to the Accounts Payable department.  The direct deposit will be immediately implemented upon bank authentication.

 

Q. How are students reimbursed? Back to Top
A. Students are paid via check or petty cash. (Please note the Petty Cash limit is $100 per person per Index)

 

Q. How do I request a wire transfer? Back to Top
A. Fill out the Domestic Wire Transfer Form or the Foreign Wire Transfer Form. Send the wire transfer form with the invoice to the Accounts Payable supervisor via email, interoffice mail, or you can hand deliver it to the Accounts Payable office.

 

Q. How long does it take for a wire transfer to be processed? Back to Top
A. Wire transfers are typically processed within 3 days of receipt, but it also depends on the payment terms of the invoice.

 

Q. Where is Petty Cash disbursed? Back to Top
A. Petty Cash is disbursed at the Bursar's Office cashier's window located in the Student Mall. Hour of operation are Monday - Friday, 9am - 4pm

 

Q. Is there a limit on Petty Cash? Back to Top
A. Yes. Petty Cash is limited to $100 per person per Index.

 

Q. When are Accounts Payable checks printed and mailed? Back to Top
A. Checks are printed and mailed on Monday, Wednesday and Friday. If the University is closed on any of these days, checks will be issued the following scheduled check day.

 

Q. What if I need a check cut before or after a normal check run? Back to Top
A. “Special Checks” are available on an emergency basis only. Whenever possible, please plan ahead to ensure a payment will be issued by the day you need it.

 

Q. How do I go about getting a “Special Check”? Back to Top
A. Contact the Accounts Payable representative who handles the vendor in need of payment. Let them know you have an invoice you need paid today. Once the invoice has been posted and approved, the check will be processed.  Please note this will be done on an emergency basis only.

 

Q. When can I request a check be held for pick up? Back to Top
A. Checks should only be held for pick up if they are being hand delivered or over-nighted by the department.

 

Q. What if I need to send additional paperwork with my check request? Back to Top
A. Attach the additional paperwork to the invoice with a note to the Accounts Payable representative asking them to include the attached paperwork with the check.

 

Q. How do I request to void or stop payment on an issued check? Back to Top
A. The most efficient way would be to fill out the Void Check Request Form. Scan and email the completed form to the Accounts Payable supervisor.

 

Q. When do I request a void or stop payment on an issued check? Back to Top
A.

  1. If the vendor has contacted you stating they have not received payment and it’s been 2 weeks since the check was issued.
  2. If your department requested a check that is no longer needed.

 

Q. What do I do if a vendor contacts me and says they have not received their direct deposit? Back to Top
A. Contact the Accounts Payable supervisor who can review transaction and provide statue of payment.

 

INVOICES

 

Q. Where should vendors submit their invoices? Back to Top
A. All Invoices should be emailed to apinvoices@njit.edu or mailed to:

NJIT
Attn: Accounts Payable
323 MLK Jr. Blvd.
Newark, NJ 07102

 

Q. How should faculty and staff members submit their vendor invoices for payment? Back to Top
A. Ideally invoices are emailed to Accounts Payable.
Note: Invoices should include a PO number. Direct expense forms should include the index(s) and account number(s) along with the appropriate approvals.

 

Q. How do I find out the payment date of an invoice? Back to Top
A. Please see the View Document by Invoice video.

 

Q. How do I know if an invoice has been approved? Back to Top
A. Please see the Invoice Approvals video.

 

How do I know if an invoice has been paid and if the check has been cashed? Back to Top
A. Please see the View Document by Invoice video.

 

Q. How do I approve or disapprove an invoice? Back to Top
A. Please see the Approve Documents video.

 

Q. When should I disapprove an invoice? Back to Top
A. If there are outstanding issues regarding the invoice and the resolution requires the assistance of the Accounts Payable Department, the invoice should be “Disapproved” by the receiving department. In this unlikely circumstance, a real time email notification will be sent to the Originating User, who is the Accounts Payable representative who posted the invoice. When the department disapproves an invoice, it is critical that a detailed reason for the disapproval is included in the comment box provided. The representative will contact you once the disapproval notification has been reviewed.

 

Q. How do I know who approved the invoice for payment? Back to Top
A. Please see the Invoice Approvals video.

 

Q. How long does it take for an invoice to be processed for payment? Back to Top
A. All mail is processed within 1-3 business days of receipt in the Accounts Payable office. 

 

Q. How long does it take for an invoice to be paid? Back to Top
A. Invoices are paid based on payment terms. Payment terms are the conditions under which a seller will complete a sale. NJIT will make payments to vendors on a Net 30 day basis unless other payment terms have been agreed upon with the Purchasing department.

 

Q. Are original invoices required?
A. No, we can accept scanned copies of invoices for processing.

 

Q. If my invoice has an error; can I make corrections on the invoice and send it to Accounts Payable? Back to Top
A. If the invoice includes sales tax it can be removed from the total amount due; however if there is a mathematical error, short shipment of items, unauthorized substitution of goods, etc. the vendor must submit a corrected invoice for processing.

 

Q. What do I do if I receive an invoice or credit memo directly from the vendor? Back to Top
A. Ensure the PO number is listed on the invoice and email scanned document to the Accounts Payable department. Please note, all vendor invoices should be mailed directly to the Accounts Payable department.

 

Q. What do I do if I receive an invoice or credit memo that doesn’t belong to my department? Back to Top
A. Scan and email to the Accounts Payable office.

 

Q. How do I acknowledge receipt of items ordered or services rendered? Back to Top
A. By approving the invoice for payment in Self Service Banner (SSB). Video

 

Q. How does the department initiate payment for participant support and honorariums? Back to Top
A. Scan and email a memorandum to the Accounts Payable Department including the following:

Vendor name and address
Purchase Order number
Purpose/Date of service
Payment amount

 

Q. What type of documents are NOT accepted for payment? Back to Top
A. Quotes, Statements, Work Orders, Service Tickets, Packing Slips, Order Acknowledgements

 

1099’s

 

Q. What is a 1099? Back to Top
A. 1099 forms are federal income tax information forms from businesses and other institutions to document certain financial transactions conducted during a tax year. There are a number of different 1099 forms (1099-MISC, 1099-INT, 1099-DIV, etc.) to report the various types of income you may receive throughout the year other than the salary your employer pays you. The forms are filed with the IRS and also with some state tax departments, if required.

 

Q. What 1099 form does NJIT use? Back to Top
A. NJIT uses the 1099-MISC to report miscellaneous income. This form reports the following:

  • Payments made in the course of a trade or business to a person who is not an employee or to an unincorporated business.
  • Payments of $10 or more in gross royalties or $600 or more in rents or compensation other than your normal salary.

The tax form is sent to the IRS and the person or business that received the payment.

 

Q. What is miscellaneous income? Back to Top
A. Payments received for participant support, prizes, awards, honorariums, royalties, etc.

 

Q. When are 1099s mailed out? Back to Top
A. 1099s are mailed out by January 31st of each year for prior year payments.

 

Q. Who do I contact for questions or concerns regarding my 1099? Back to Top
A. Contact the Accounts Payable supervisor.

 

Q. Are reimbursable expenses included in my 1099? Back to Top
A. No. Reimbursable expenses are not included because they are not considered income.