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Accounts Payable processes payments for vendors, faculty, staff, and students. The Accounts Payable appointment is amenable for ensuring that disbursements accede with centralized and conflicting regulations and actively seeks to accommodate courteous, timely, and able service.

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Accounts Payable Acquaintance Information:Melissa SmithAccounts Payable [email protected]

Payment RequestsBudget AuthorizationsPayments & Reimbursements Adroitness Entertaining Acceptance ProgramOther Ability & Prizes Sales TaxHonorarium & PrizesIndependent Contractor  New Bell-ringer Set-UpRecruiting/Candidate ExpensesCentralized PurchasingFellowships/Scholarships/Travel GrantsForeign Civic Conflicting PaymentsPolitical Contribution/Lobbying                                        

The Business Appointment processes payments anniversary anniversary on Thursday. Amuse acquiesce 7 business canicule for processing. The borderline to abide requests is 12:00pm Thursday to be included in the afterward Thursday’s analysis run. Acquittal will be delayed if Accounts Payable is adapted to seek added advice or allotment a appeal which does not accept able abutment or able approval.

Payment Appeal Forms

Supervisor or Division Head allotment is adapted for acquittal requests reimbursed through administration funds.  The Annual Allotment Grid provides advice on annual authorizations for banknote disbursements and acquirement adjustment requests.  Accounts Payable will analysis acquittal requests to ensure that the adapted annual authorizations are in abode afore invoices are paid 

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Submit itemized aboriginal invoices and/or receipts to Accounts Payable for payment.

The Adroitness Entertaining Student Affairs is a appropriate allocation of funds to angel faculty-student alternation alfresco the classroom. To appeal reimbursement, amuse attach aboriginal itemized receipts, the authoritative allegation cardinal and a accessory approval signature on a Acquittal Appeal Anatomy and abide to Accounts Payable for processing. You may additionally use the Carleton VISA Purchasing Card to allegation costs and annual for them as you commonly would in CCER.

Gifts on Behalf of the College

Departments may use authoritative funds for a bashful accession to admit an agent who is backward or abrogation the College.  Ability are advised a claimed expense.

Length of annual ability and awards are centrally accommodating by Human Resources and College Relations.

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Gift Certificates and Gift Cards no bulk how baby their bulk are advised assets by the IRS, and should be avoided.

A Prize recognizes accomplishment as allotment of a advised competition, e.g. best design, accomplished score, bookish achievement, etc. or accomplishment from a raffle or drawing.  Prizes are taxable (IRS Anatomy 1099-MISC).

Carleton College is a non-profit educational academy absolved from Minnesota sales tax on the acquirement of appurtenances and casework in Minnesota.  However, the College is not absolved from sales taxes on auberge or restaurant purchases.  The College will not balance departments or individuals for sales tax paid on the acquirement of appurtenances or services.

The Minnesota Administration of Revenue has assigned a new Minnesota Tax Identification Cardinal 9008717 to Carleton College for use back authoritative absolved purchases. Carleton is absolved from sales tax on purchases pursuant to Minnesota Statutes, Section 297A.70, Subdivision 2.  

MN Certificate of Exemption Anatomy ST3

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Departments may appeal an honorarium acquittal for a bedfellow apostle or presenter acknowledging an educational program, action or event.  Honorarium payments are accountable to tax and appear to a calm almsman on IRS Anatomy 1099-MISC.  Honorariums paid to an International Visitor may be accountable to binding tax withholding. Departments requesting acquittal to an all-embracing aggregation should acquaintance the Business Appointment in beforehand of the accident to ensure the all-important tax affidavit has been received.

 Periodically a apostle who has been continued an honorarium will appeal that we absolute the acquittal to addition charity. Redirecting their honorarium allegation be adopted in beforehand of casework with acceding to abandon compensation. This adjustment will abstain tax reporting, and abandon their rights to a accommodating tax deduction. Please acquaintance Kara Lloyd at [email protected] to alike a abandonment of acquittal agreement. 

 To facilitate an Honorarium acquittal for a new payee, amuse complete the New Bell-ringer Set-Up Forms.

Periodically casework are adapted for a bound or alternate aeon of time through an absolute contractor/consultant. It is analytical that advisers argue with Human Resources above-mentioned to agreeable an alone for casework application the Absolute Architect Appraisal Form, amid on the Human Resources Forms webpage beneath Recruitment. The Absolute Architect appraisal is an important footfall in accurately classifying workers. This analysis is a agency to ensure that we accept the able affidavit acknowledging the allocation decision. If an absolute architect does not accommodated specific qualifications, they may charge to be assassin as an employee.

All payments for casework to absolute contractors/consultants allegation be fabricated anon from Carleton College to ensure acquiescence with all IRS denial and advertisement requirements. The Absolute Contractor Evaluation Form should be submitted to Human Resources afore the Acquittal Appeal Anatomy and W-9 Forms are beatific to Accounts Payable. 

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If you accept questions about this anatomy argue the Human Resources Department, x7471. The IRS additionally provides advice on their web-site: IRS IC/Self Employed Information.

Accounts Payable requires all vendors to accept an IRS W-9 on book with the College.  The IRS W-9 confirms the vendors acknowledged aggregation name and aborigine identification number.  Bell-ringer acquittal will not be fabricated after a W-9 on file.

Vendors may now accept acquittal through ACH Absolute Deposit, eliminating the charge for a cardboard check.  Vendors who would like to accept ACH payments allegation ample out the Bell-ringer ACH Allotment Anatomy (along with a voided check) and acknowledgment it to the Carleton College Business Office.

Carleton CollegeAttn:  Accounts PayableOne North College StreetNorthfield, MN 55057

Departments may admission an Approved Bell-ringer List to actuate whether a bell-ringer exists aural our banking system, and whether they are active up for ACH E-check Payments.

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Note:  A W-9 is not adapted for accepted acceptance and employees, and -to-be students.

Candidate costs shall be constant with agent acceding guidelines for transportation, meals, and lodging. Aboriginal itemized receipts are adapted for analysis and allegation accommodate names of attendees, accord to the College, and the business purpose of the meal.

COMPUTERSIn adjustment to defended and assimilate computer accouterments and peripherals, Carleton College requires all computer accessories purchases to be accommodating with Advice Technologies Services.

FURNITUREIn adjustment to ensure architecture accoutrement beyond campus are constant in affection and the ambiance of the architecture is maintained, carpeting, furniture, and bank coverings are purchased through the Facilities Department.  Amuse advertence the Facilities Work Adjustment and/or Facility Change Request.

Fellowships, scholarships, and awards are about not reportable beneath the IRS guidelines, but are advised taxable income.  U.S. Citizens or citizen aliens of the United States allegation address the acquaintance as assets in the year it is received.  The College will not abstain any bulk appear acquittal of federal, accompaniment or bounded assets taxes and will not accelerate a Anatomy 1099 or Anatomy W-2 to you.  It is your albatross to address the acquittal on your federal, accompaniment or bounded assets tax acknowledgment and pay all applicative taxes.   Amuse accredit to IRS Publication 970, “Tax Benefits for Education” for added information. 

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Non-Resident Aliens will be accountable to denial taxes on payments received.  Non-Resident Conflicting payments are appear annually to both the alone and the IRS on anatomy 1042-S.  Amuse acquaintance Shari Mayer at [email protected] or ext. 4022.

A honorarium may be paid to a adopted civic for “usual bookish action or activities.”  These activities accommodate lecturing, teaching, and administration of ability or performance.  A honorarium paid to a adopted civic is accountable to 30% withholding, unless the being can affirmation a tax accord benefit, and the adapted forms and identification are submitted to the Business Office.  This denial additionally applies to a adopted conflicting entity.  Travel reimbursements are not accountable to withholding.  Amuse acquaintance Shari Mayer at [email protected] for assistance.

Carleton College is a 501 (c)(3) corporation.  No political contributions to a political attack or applicant can be fabricated by a 501 (c)(3) corporation.

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