Quick Reference

Type of Payments

WD process

Attachment

Helpful Tips

Supplier Invoice

Create Supplier invoice request

Suppliers Invoice

One invoice per request / Do not pay from Quotes, Statements, Sales order, or Confirmations. College pays net 30 from the date of the invoice. 

Supplier Credit Memo

For inputting, email controllers_ap@wellesley.edu

Credit invoice 

On the invoice include the cost center and any additional worktag needed for the payment. 

Credit invoices are processed by AP.

Write the complete accounting information on the credit invoice.

Lecture Fee / U.S. Citizens

Create Supplier invoice request

Word document or Poster for Event.

Name Address & date of the event required on document

If a check is needed for the event, please submit 2 to 3 weeks before the event.

Use the handling code to request the check be returned to department or email for pick up. 

For supplier invoice use Lecture and date of Lecture :  Lecture xx/xx/xxxx

Lecture Fee / International Citizen

Email Dotti

dkoulali@wellesley.edu

with the name and email of the person receiving the fee include the date of the event and the amount of the payment.      

Email Dotti for inputting.

Word document or Poster for Event.

Name Address & date of the event required on document  

The college uses a tax software to determine if the payment can be made or if 30% needs to be withheld from the payment.  

A mail will be sent to the person requesting that they complete the FNIS form which will help determine if the payment can be made or if the payment will need to be taxed.

The software will create the tax forms need for the payment

Travel Advance

Create Spend Authorization

Itemization of expense if requesting more than $200.00

Spends are for College employees. Please do not submit or approve a request for students.

Expense Report

Only for Faculty & Staff 

Create Expense Report

Receipts, Hotel Bills, Amazon receipts, Restaurant bills, Etc.

Receipts need have itemization and proof of payment. Grants starting with GR that have alcohol need to be separated out to the Alcohol Spend Category. Use the memo field to note the business purpose and names of the guests at meals.

Payments to students for Reimbursement & Stipends

Create Supplier invoice request

Word Document with Student’s Name, College ID, Unit #, and country where the funds will be used.

Payments to student suppliers are for Travel Grants, Independent research or Reimbursements.  

For stipends please list location where the stipend is being use

For Reimbursements follow the college reimbursement policy.

Not to be used to pay a student for work or honorarium. 

Wire

Send to wires@wellesley.edu

Create PDF file with Wire and invoice.

Forms need to be typed. Cost Center manager needs to sign the Wire form. 

Candidate Reimbursement

For inputting, email controllers_ap@wellesley.edu

Receipts, Memo with name, address of Candidate, and Cost Center

Subject line: Candidate Reimbursement

Please send Word doc and receipt as one PDF file

Prizes

Create Supplier invoice request

Word Document With Students name and ID

U. S. Students with prizes totaling $600 and up will receive a 1099-Misc form in January.

International students will have 30% withheld from the payment. A 1042S tax form will be mailed to them within the first 2 week of March.

Refunds

For inputting, email controllers_ap@wellesley.edu

Word document with name and address of payee, and cost center

Subject line: Refund Request

Used to refund individuals who have made a payment for events that have been canceled. Rental of Chapel, Friends of Art classes, Workshops.