Vendor checks are generated every Monday (Tuesday, if Monday is a holiday) at the central USNH office in Durham. All completed and approved documents, received in Accounts Payable by Friday afternoon, are eligible for inclusion in the weekly check run. Vendor checks are distributed on our campus on Tuesday (Wednesday, if Monday is a holiday).
Should an original vendor invoice be received within your department, please immediately forward it to the attention of Accounts Payable, in person or via campus mail (MS 1603).
To protect against a conflict of interest, members of the faculty and staff may not authorize funds to be reimbursed to their supervisors or directors.
Provided that they are approved to do so, administrative assistants may sign all requests for reimbursement to faculty and staff within the department.
Department chairs and directors may have a peer, of equal standing or above, in or out of their department, or from the Principal Administrator's Office in their area (either the PA or the PA's administrative assistant) sign all requests for reimbursement. The Principal Administrators or the President may have their requests for reimbursement signed by another Principal Administrator or the President or one of their administrative assistants.
Process to Credit Refunds
If a refund check, payable to KSC, is received for any item previously paid by a USNH check, please submit the check and any supporting documentation directly to Accounts Payable with a brief explanation as to the nature of the refund - e.g., credit balance on our account, items returned, refund for damaged items, overpayment, cancellation of conference, etc. Please indicate the original USNH check number and the Banner document number, if possible. Accounts Payable will take the necessary steps to allocate the credit to the designated department on the original purchasing document.
Payments to Foreign (Non-Resident) Vendors
The KSC Business and Purchasing Offices work with the USNH Controller's Office to process payments to vendors from foreign countries that come to campus to provide services. These vendors could be musicians, lecturers, or performers. The important point is that they are coming to the United States - whether represented by an agency based in the United States or not - to perform services on the KSC campus. Payment to such a vendor can be very complicated and requires the campus department to work with us for several months in advance to complete the transaction.