COVID-19 Accounts Payable Updates

In line with the University’s efforts to help mitigate the spread of COVID-19 and for the safety and well-being of our employees we are adhering to best practice of ‘social distancing’. All Accounts Payable employees are now maintaining a hybrid work schedule in line with the Phase 2 plan of 25% in person operations. Please note that all AP staff members can be reached via their NJIT email or campus phone extension at all times and all inquiries will be promptly addressed.

Paper Mail Pickup and Processing

Accounts Payable internal and external mail will be delivered to the department and distributed accordingly to ensure timely processing.

• Open, Sort, Scan, and Email invoices to the appropriate AP Inbox (eMerchant or Google Mail) to prepare invoices for distribution, approval and payment.

Chrome River Expense Reimbursement Processing

Employee expense reimbursements will be reviewed and processed by The AP Specialist for Travel and Expense or the Director of Accounts Payable and Strategic Objectives. Payment will be issued as usual providing the individual participates in payment via Direct Deposit. Payment may be delayed if paid via paper check. All employees receiving a paper check are once again strongly encouraged to sign-up for direct deposit, a safe, secure and reliable way of receiving your reimbursement timely.

• Employees should submit their expenses via Chrome River. If assistance is needed please refer to the Chrome River website https://www5.njit.edu/finance/chrome-river/ or contact Nigerian Dunlap at x3153 or nigerian.l.dunlap@njit.edu Maria La Lima at x3155 or maria.lalima@njit.edu
• Students should submit their expenses via a manual travel and expense report and send them to the AP office attention Nigerian Dunlap or via email. Forms can be located on the AP website https://www5.njit.edu/finance/forms-0/. All students receiving a paper check are once again strongly encouraged to sign-up for direct deposit, a safe, secure and reliable way of receiving your reimbursement timely.

Petty Cash Distribution

Effective August 24th, the Bursar's Office in the Student Mall is open. Reimbursement up to $100 with the appropriate documentation and approvals has been reinstated.

Invoices

AP Inboxes (Google Mail and eMerchant) will be monitored by the Director of Accounts Payable and Strategic Objectives and managed by the AP Specialist for Invoice Processing or the Assistant Director of Accounts Payable.

Invoices sent via Standard Mail USPS, FedEx, UPS etc. and sent directly to the University will be processed however may be subject to processing/payment delays. (All vendors are encouraged to submit their invoices electronically to apinvoices@njit.edu

Invoice Payment Schedule

Invoices will be paid according to established Net Terms unless AP is instructed otherwise. Payment cycle will be reduced to weekly on Wednesday for all direct deposit/ACH payments and biweekly on Wednesdays for paper check payment. (The next paper check payment cycle will be Wednesday August 19, 2020 and continue on a bi-weekly schedule thereafter). Emergency payment options will be reviewed on a case by case basis.