Finance & Administration

Accounts Payable / Receivable

Payable is the area in which bills are processed and paid for items purchased, received, services rendered, etc. These payments include: Invoices, Petty Cash Reimbursement and Procurement Cards. Please visit the links for more information about each form of payment.

Before any purchase can be procured, a CON Order Request Form must be completed and fully approved.

If you have any questions about Accounts Payable, please contact:

Finance & Administration Office

Office of Research Services

Accounts Payable
See tabs below for additional information on each of the following.

  • Invoices
  • Petty Cash
  • Procurement Cards
  • Forms

Invoices

There are certain guidelines to follow when processing invoices for payment.  Please see below for guidance.

Prior to Purchase

  1. Complete and submit CON Order Request Form (ORF).

Appropriate Invoices

The university will pay for materials or services upon receipt of all goods and services and receipt of an original, itemized invoice. An appropriate invoice has the following characteristics.

  1. An original invoice is required for all purchases of materials and services. If an original invoice cannot be obtained, a photocopy, facsimile, or certified copy can be used for payment provided an explanation is written on the invoice or an attached memo.
  2. Invoices must be itemized to identify the quantity and price for all items purchased.
  3. All invoices must be billed to the University of Tennessee.
  4. Invoices written in pencil will not be accepted by the university.

Preparing Invoices for Approval and Payment

  1. Upon receipt of the invoice, the date received (month, day, year) should be written or stamped on the invoice.
  2. Confirm receipt of all items purchased. If there was a purchase order, the number must appear on the invoice. If not preprinted on the invoice, the department may write the purchase order number on the invoice.
  3. Confirm calculation of the invoice is correct. If not, contact the vendor for a revised invoice. If receive verbal authorization to correct/revise the invoice, write the name of person from the vendor approving the correction on the invoice.
  4. UT is tax exempt. Therefore, sales tax should be deducted from the invoice.  A Tennessee sales tax exemption form can be found on the Treasurer’s Office website.
  5. Submit invoice with a copy of the ORF to the appropriate CON F&A or ORS staff member.
  6. Payment is dispersed based on the vendor payment method chosen by the vendor at the time the vendor is established in IRIS. The payment range is from immediate (meaning the next payment run) or up to 40 days.

Parking Guidelines

University of Tennessee Knoxville faculty and staff are permitted to purchase staff parking lot permits.

Unreserved Staff Area: Rates are based on base salary level

Annually: see below
Monthly: see below

Tier 1: $29,999 and under annual compensation will pay $20 per month X 12 = $240.00
Tier 2: $30,000 to $59,999 will pay $30 per month x 12 = $360.00
Tier 3: $60,000 to $149,999 will pay $35 per month x 12 = $420.00
Tier 4: $150,000 and over annual compensation will pay $50 per month x 12 = $600.00

Gated Restricted Access
Annually: $678
Monthly: $56.50

Reserved Staff Area
Annually: $1,476
Monthly: $123

COLLEGE OF NURSING – ORANGE DOT CHECK OUT

The College of Nursing has a limited number of Orange Dot permits available for check out. The Orange Dot is used in conjunction with your regular assigned parking tag to enable faculty and staff to park in any staff lot on campus. Orange Dot permits are available for check out from Mary Miles. Standard check out periods are not to exceed 24 hours.

COLLEGE OF NURSING – VISITOR PASSES

The College of Nursing has a limited number of Visitor Parking passes. These passes are for guests only, not for use by faculty, staff or students. College of Nursing building passes are obtained from Mary Miles and Temple Hall passes are obtained from Susan Fancher.

VOL HALL PARKING PASSES

The College of Nursing has a limited number of parking passes for the Vol Hall garage located on White Ave. These passes are for guests only, not for use by faculty, staff or students. Vol Hall passes are obtained from Mary Miles

OTHER

If you have additional parking requests, please submit an Order Request Form and individual instructions/guidance will be provided based on the nature of the request.

Petty Cash Reimbursements

Petty Cash funds are used to provide reimbursement to faculty, staff, students, etc. for purchases made with personal funds for university departments.

Types of Purchases

Petty cash funds should be used for emergency and miscellaneous purchases of supplies and materials from sources outside the university. These funds should not be used for purchases from central supply stores, university bookstores, or any other university department. Purchases from sources within the university are charged to departments by internal transfer.

Amount of Purchases

Please contact the CON F&A or ORS office regarding expense limits.

Prior to Purchase

  1. Complete and submit CON Order Request Form (ORF).

Reimbursement Procedures and Required Receipts

The Petty Cash Reimbursement Request Form (T-44) must be used to request reimbursement for petty cash expenditures. When completing this form, please include proper justification of purchase. No items considered personal will be reimbursed. Each request should be accompanied by itemized receipts. Please note sales tax can be added to the receipt by the vendors. This tax can be included when requesting reimbursement for expenditures.

One of the following types of receipts is required to support petty cash purchases. In order of preference, these receipts are (1) vendor’s invoice, (2) detailed cash register or other vendor receipt.

Other Important Information

All goods/items purchased must be shipped to a University address. All receipts must have proof of payment reference somewhere on the receipt(s).

Procurement Cards

The College of Nursing procurement card is held in the Finance and Administration office. If you need to make a purchase using the procurement card, please complete the Order Request Form (ORF). The Finance and Administration office will contact you regarding your purchase request. 

Contracts

All paperwork for Contract or Purchase Orders for the College of Nursing is processed through the CON F&A or ORS office.

HR / Personnel

All paperwork to hire/rehire/pay employees for the College of Nursing is processed through the CON F&A or ORS office.

Payroll

All bi-weekly timesheets are due in by 10:00 a.m. on Monday following the last pay period. (Example: If a pay period ends Sunday, 05/06/2012 – Timesheets for this period are due in the CON F&A or ORS office by 10:00 a.m. on Monday, 5/7/2012)

Name (given name, not nickname), Personnel Number, Cost Center and hourly wage are required and should be completed on the timesheet.

Monthly timesheets are due in the CON F&A or ORS office before the 15th of every month.

Travel

This page will assist in the understanding of the policies, procedures and processing of travel expenses for the College of Nursing. All reimbursements and/or payments involving travel will be processed. These include direct bill of airfare, pre-payment of conference and seminar registration fees, travel advances, and travel reimbursements. Please visit the pages listed for more information on each area.

Travel Request/Reimbursement Process

  1. Departmental T-18 (Travel Request Form) must be completed and submitted to the CON Finance and Administration Office (F&A) with supporting documentation (ex: conference agenda, conference lodging information, etc.).
  2. Contact appropriate staff support (Cindy) regarding travel booking. If you would like to book your own travel, please be aware that UT policies are strict and failure to follow policy may result in your reimbursement being denied.
  3. If you are traveling internationally, there are several additional steps that must be completed. It is imperative that the F&A office is contacted ASAP (preferably 3 months in advance). Please visit the CIE – International Travel Site for additional information.
  4. Upon return from travel, please complete a T-6 form and submit the T-6 along with any receipts (if receipts are smaller than 8×11, please tape them to a piece of paper, being careful not to cover any printing with tape (tape removes thermal printing)) to the F&A staff person (Cindy).
  5. Complete Electronic Certification of Travel Expense Report (this replaces email approval of expenses and/or physical signatures).

Procedures by expense type:

Dean’s Travel Award Policy 2019-2021

Forms

Accounts Payable

Payroll

Travel

HR/Personnel

Textbook Process

Other Links

Technology Information