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Frequently Asked Questions
This list of questions is not all inclusive. If you have additional questions please contact the Payables department.
FAQ Table of Contents
Answers
Why didn't I receive a check this week?
The most common reason a check is not received when it's expected is that the item(s) did not
reach our office and/or it was not approved by the Friday noon deadline. Items received or
approved after 12:00 noon on Friday are not processed. The item must be fully completed and
approved and the backup received by the deadline.
Can my check be direct deposited into my bank account?
Faculty and staff members may have their Accounts Payable reimbursement checks and Payroll checks
deposited directly into either their checking or savings account. To have direct deposit set up,
complete the Direct
Deposit Form. It may take 1-2 pay periods for the direct deposit to take effect.
I lost my check! What do I do to get it replaced?
If someone loses or washes their check or the check gets stolen, it should be reported to the Accounts
Payable Department. The Account Payable Department will place a stop payment on the check in question.
There is a $20.00 stop payment fee. Once Accounts Payable receives confirmation that the check has not
been cashed, a replacement check will be issued in the next scheduled Accounts Payable check run.
Where is my check delivered?
Checks for faculty, staff and students are sent to your SPO. Checks for other people are mailed to
their address. If you want your check held for pickup in our office or mailed to another address,
or you want a check for someone your department is paying held here or sent to your department SPO,
this can be indicated on the requisition form.
My check has not arrived. Can I get a replacement?
Our policy is to wait ten business days for mailed checks to arrive. If, after ten business days, the
check has not arrived, we will place a stop payment on the check. Once Accounts Payabale receives
confirmation that the check has not been cashed, a replacement check will be issued in the next
scheduled Accounts Payable run.
Where do I name the payee/ person being reimbursed?
The payee or person being reimbursed is listed in the "Vendor" field. The vendor is the person to whom
the check is payable.
What is a stipend?
A fixed and regular payment, such as a salary for services rendered.
What is the importance of 1099 reporting and W-9's?
Macalester College is required by the IRS to report any payments for services performed by a trade, business, or individual not treated as employees. Examples of these types of payments are: honorariums, gifts, donations, or services rendered. Before a check can be processed, a Taxpayer’s Identification Number (TIN) or a Social Security Number is required along with the full given name and a current address. Failure to provide a TIN or SSN will delay the check writing process and/or require backup withholding of 28% and submit this amount to the IRS. This applies even when the amount of the payment is below the normal threshold of $600 before 1099 filing is required.
When driving my personal vehicle for College business, do I submit a gasoline receipt or miles traveled for reimbursement?
Macalester College reimburses using the current IRS recommended mileage rate. The College does not reimburse for gasoline except when you are renting a van from Facilities Services, in which case the reimbursement is handled by Facilities Services.
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