Office of the Controller

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Accounts Payable

Accounts Payable is responsible for processing of internal financial accounting transactions, establishment of petty cash funds, processing payments to university vendors, organizations, institutions and individuals (other than employees) for goods and services provided to the university, and reimbursement of expenses (excluding travel) incurred on behalf of the university by employees.

The Travel Program, also a part of Accounts Payable, is responsible for assisting and reimbursing employee's travel on behalf of the university.

Frequently Requested Topics

Hosting

Host expenditures may be incurred for meals, beverage, and small gifts (excluding gift certificates) by or on behalf of employees, students, or guests of UNLV in the conduct of necessary business activities.

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Independent Contractors (ICA)

“An independent contractor is a natural person, firm or corporation who agrees to perform services for a fixed price according to his/her or its on methods and without subjection to the supervision or control of the other contracting party, except as to the results of the work, and not as to the means by which the services are accomplished” -S.A.M. 0320

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Independent Service Providers (ISP)

In order to pay an individual who is not affiliated with UNLV, they will need to either complete an Independent Service Provider Contract (ISP) or Independent Contractor Agreement (ICA).

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Payment Voucher

The Payment Voucher (PV) form is used to direct Accounts Payable to pay a vendor, reimburse an individual, or replenish an authorized fund.

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Receipt Policy

When a reimbursement is requested by an individual (or organization), the university is assuming pocession for those products or services. In this process, the university takes ownership of the original receipt of purchase.

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UNLV Guest Speaker Policy

Individuals who are not employees of the university may be engaged as a guest speaker and receive an honorarium for their service. If an individual is neither a U.S. Citizen nor a lawful “permanent” resident (green card holder), additional documents may be required.

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Other Topics

Alcohol Policy

The UNLV Alcohol Events Policy provides guidelines for the UNLV community, guests and visitors conducting events involving alcohol whether in university facilities, on the university premises, or at off-campus locations when the event is authorized, sponsored or in other means affiliated with the university.

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Policy
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Direct Deposit (EFT)

Direct deposit reimbursements are available to both Employees and Independent Service Providers (ISP’s).

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Electronic Vendor Payments (PaymodeX)

The UNLV Accounts Payable department uses the Paymode-X service offered by Bank of America to replace paper checks and other traditional electronic payments. We are asking our suppliers to enroll in Paymode-X so that all future payments are made electronically using this service. Enrollment in Paymode-X is simple and takes less than 10 minutes to complete.

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Gift Certificates

A gift card or certificate is a prepayment of goods or services that can be transferred to one individual or another. These may or may not be for specific items.

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Memberships, Licenses, Dues & Fees

There are two categories of memberships, Institutional memberships and Individual memberships and payment options for the two differ subject to policy requirements. Individual memberships may only be paid on a reimbursement basis.

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Mileage

Subject to the approval of their supervisor, a UNLV employee may use their personal vehicle as transportation. If a one-way trip is over 200 miles the traveler’s supervisor must approve the payment of mileage. There are two levels of mileage reimbursement payable, UNLV Convenience and Traveler Convenience.

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Nonresident Aliens (NRA)

If you are a department on campus and you have invited a guest or independent contractor who will provide services to UNLV (who is not a U.S. Citizen or Permanent Resident Alien), you must contact the department of Nonresident Alien Services for instructions in advance of their arrival. When your guest arrives on campus, they will need an appointment at our office to complete the necessary paperwork before they leave UNLV.

Policy

Non Reimbursable Expenses

Non-reimbursable expenses are items or services purchased that will not be reimbursed due to non-compliance of policies and/or procedures.

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Petty Cash Replenishment

This procedure helps to replenish your existing petty cash fund. It does not, however, describe the guidelines for which you may use this fund.

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Prizes and Awards

Want to pay an individual a prize or award and don't know where to start?

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Prizes and Awards Taxation

Prizes and awards paid by universities generally fall into two broad categories: prizes which are in the nature of a scholarship or fellowship and prizes, which are not in the nature of a scholarship or fellowship.

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Recruitment

Recruitment expenses are internally incurred expenses related to the recruitment of prospective employees (or students) that are either incurred by use of a university issued P-Card or a university employee.

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Refunds and Vendor Credits

On occasion, a department may receive a refund check from a vendor. If you do not believe that this check belongs to you, please contact the Cashiers Office or Accounts Payable for assistance.

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Research Participants

Currently the Internal Revenue Service requires UNLV to report all cumulative payments for service by non-employees in excess of $600.00 in a calendar year.

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Signature Stamps

This policy refers to stamped or facsimile signatures used for document approval.

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Sponsorship

Your department may be able to use existing funds to sponsor an event, organization, or activity. State 21xx money, and some grant accounts, may not be used.

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Subscriptions

The University of Nevada, Las Vegas may purchase a subscription to books, magazines, newspapers, films, software or other publications for departmental use.

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Supplier Registration

Applying to become a supplier to UNLV is a simple process, visit the Purchasing webpage and complete the online registration process.

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Tax Exemption

The University of Nevada, Las Vegas is a four-year educational institution of the State of Nevada. UNLV is tax-exempt under NRS (Nevada Revised Statutes) No. 372.325, the Sales and Use Tax Act of Nevada; NRS 374.330, the Local School Support Tax Act, and NRS 377 when applicable.

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Telephone Services

University telecommunications equipment (including cellular telephones, wireless devices and telephone cards) are to be used for official university business.

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Training – ISP & Vendors

Visit this page for a list of training manuals and presentations.

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