Accounts Payable

The Accounts Payable (AP) department is responsible for the accurately and timely processing of payments for the college.  This includes all payments for items purchased via purchase order, check requests for reimbursement and check advances. 

Any vendor invoices sent directly to the department should be promptly forwarded to Accounts Payable for processing, with the applicable documentation noted below. Any late charges assessed by vendors will be charged back to the appropriate department budget account.



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The Check Advance Form is used to request money for a future expenditure.  This form can be used by employees or students, however students are only allowed to apply for a cash advance for travel related expenditures.  This form is available on-line in the AP portal. The Check Advance form consists of two parts, one of which should be completed and approved prior to submitting to Accounts Payable for processing.  A check will be issued according to the check run schedule and a copy of the Check Advance form will be returned to the requestor with the check.  This form must be completed and signed, with receipts or other supporting documentation within 1 week of the event for which the advance was required.  Again, all receipts should be taped to an 8 ½ x 11 sheet of paper.  The completed form should be returned to the following:

  • Returning cash:  Return the cash and the completed paperwork to the Bursar’s office
  • Additional amount due, but less than $50:  Return the form to the Bursar’s office and reimbursement will be issued in cash.
  • Additional amount due greater than $50 or no amount due:  Return to the Accounts Payable office and a check will be issued for any balance due.

Checks are issued weekly on Wednesday.  Any changes to the check schedule will be published via the Campus Announcements email.   The Accounts Payable office will be closed on Tuesdays to finalize and process the checks.  Any voice messages or emails will be answered the next business day. 

Due to the large volume of invoices and check requests processed each week, it is required that all invoices, check requests, or check advances be received in Accounts Payable by 4pm  Wednesday of the preceding week in order to be part of the check run the next week.

The process for foreign citizens to be paid an honorarium or travel reimbursement is complicated and requires the departments to do advance planning. The foreign national must travel on the correct visa and needs to complete different types of forms needed for the payment.

Before committing to an honorarium for a foreign national, departments must ensure the person has the appropriate visa that allows such payment.  This page has complete instructions on paying Non Resident Aliens.  Please review these instructions BEFORE any promise to pay has been completed.

The College has partnered with KeyBank (Key2Purchase) for its college credit cards.  Applications, policy and instructions are available on this page.  All purchases via the Key2Purchase card are subject to the College's Travel, Purchasing, and Accounts Payable policies.  Any questions on the Key2Purchase card or the Key2Purchase system should be directed to [email protected].

Employees are responsible for using discretion when expending College funds and for ensuring all expenditures are necessary and appropriate for business travel.  Employees must be familiar with and follow the College Travel Policy (available on this page) and, if applicable, the policies of their special programs, grants, departments or divisions. 

The College is exempt from sales tax in NY,  please obtain a exemption certificate to provide hotels prior to traveling for College business.  

The College partners with Direct Travel for air and travel reservations and is the preferred method of making these arrangements.  Please contact Meghan Colabufo at [email protected] if you need an account established with Direct Travel.  Employees are allowed to make reservations on their own, however please note that Travel Insurance and any upgrades above standard Economy class are not allowed.

The College will reimburse at a rate of $.655/mile for use of a personal car for College business travel.  Receipts for gasoline purchases will not be reimbursed unless traveling with a rental car or College vehicle. 

All meal receipts must include documentation regarding the purpose of the meal and who was in attendance.

Forms Library

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File-Microsoft-WordX-Gif13031File.Microsoft.WordX2018\08\file_20180821_131858_eMLDi_0.resources0True{defaultview}FalseGuidelines for preparing and submitting Accounts Payable documentation.docx0152098/21/2018 1:18:58 PM
File-Microsoft-WordX-Gif16140File.Microsoft.WordX2022\07\file_20220706_125621_KmLz_0.resources0True{defaultview}FalseKey2Purchase. Le Moyne College - APPROVER - How to Approve Transactions.07.2204134817/6/2022 12:56:22 PM
File-Microsoft-WordX-Gif16139File.Microsoft.WordX2022\07\file_20220706_125621_XjyORr_0.resources0True{defaultview}FalseKey2Purchase. Le Moyne College - CARDHOLDER - How to Code, Upload Receipts, and Review Transactions.07.2202460677/6/2022 12:56:22 PM
File-Microsoft-WordX-Gif16138File.Microsoft.WordX2022\07\file_20220706_125621_ddWLRn_0.resources0True{defaultview}FalseKey2Purchase. Le Moyne College - Login Instructions 07.220947957/6/2022 12:56:22 PM
File-Adobe-Acrobat-Gif14809File.Adobe.Acrobat2023\03\file_20230331_093620_MQv_0.resources0True{defaultview}FalseLe Moyne College Independent Contractor Review01477213/31/2023 9:36:20 AM
File-Microsoft-WordX-Gif13039File.Microsoft.WordX2018\08\file_20180821_143147_IJbO_0.resources0True{defaultview}FalseLe Moyne College non resident alien questionnaire.docx0228758/21/2018 2:31:47 PM
File-Microsoft-WordX-Gif1556File.Microsoft.WordX2023\05\file_20230531_134104_kFsH_0.resources0True{defaultview}FalseLe Moyne College Payment to Foreign visitors0166605/31/2023 1:41:04 PM
File-Adobe-Acrobat-Gif16143File.Adobe.Acrobat2022\07\file_20220715_105107_uKlhxQ_0.resources0True{defaultview}FalseLe Moyne Sub W-9 202202071087/15/2022 10:51:08 AM
File-Adobe-Acrobat-Gif12069File.Adobe.Acrobat2023\03\file_20230331_093620_jqLSAL_0.resources0True{defaultview}FalseLMC Independent Contractor Checklist.pdf01284523/31/2023 9:36:21 AM
File-Adobe-Acrobat-Gif12070File.Adobe.Acrobat2018\05\file_20180529_082558_aaZxe_0.resources0True{defaultview}FalsePAYMENTS TO STUDENTS.pdf01047785/29/2018 8:25:58 AM
File-Adobe-Acrobat-Gif16136File.Adobe.Acrobat2022\07\file_20220706_125621_CwEpA_0.resources0True{defaultview}FalsePCard Application and Cardholder Agreement_7.2201623257/6/2022 12:56:21 PM
File-Microsoft-WordX-Gif16137File.Microsoft.WordX2022\07\file_20220706_125621_VIxsA_0.resources0True{defaultview}FalseP-Card policy updated 07.220220207/6/2022 12:56:22 PM
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File-Microsoft-Word-Gif15879File.Microsoft.Word2022\02\file_20220208_095853_lzOgqV_0.resources0True{defaultview}FalseServices Procurement Form Agreement0537602/8/2022 9:58:53 AM
File-Microsoft-WordX-Gif17461File.Microsoft.WordX2024\04\file_20240422_153031_Yxh_0.resources0True{defaultview}FalseTravel Policy - Le Moyne College - Effective May 1 20240421724/22/2024 3:30:31 PM