Accounts Payable, Travel and Expenses

Accounts Payable is responsible for the review, audit and processing of internal financial payable transactions to university suppliers, organizations, institutions and individuals for goods and services provided to the university and for the advancement and reimbursement of travel (See Travel Program) and expense costs incurred on behalf of the university by employees.

The Travel Program provides assistance with providing travel assistance and reimbursement of employee's travel on behalf of the university.


Travel Program

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 Contractor Services

To pay an individual who is not an NSHE Employee nor a Company (dba, LLC, INC, etc.) to perform nonrecurring technical, professional or specialized services such as guest speakers, athletic officials, consultantssubmit a completed and signed Independent Service Provider Contract (ISP) and Worker's Compensation Affidavit.

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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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Guidelines for Participant Support Costs

Some contract and grant sponsors include a budget category called ‘participant support costs’ which are defined as direct costs for items such as stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with meetings, conferences, symposia, or training projects. These costs are allowable with the prior approval of the awarding agency.

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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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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-Cash Giveways (Non-employee, non-academic)

A non-cash giveaway will periodically be awarded by departments to contest winners during the course of a campus promotional event or activity.  These awards are required to be reported to the IRS when the value(s) accumulate to $600 or above.  To allow for reporting compliance, the "Non-Cash Giveaway" form should be completed and submitted to Accounts Payable for appropriate recording.

Non-Cash Giveaway" form

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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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.

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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Contact Information

Help & Inquiry
accountspayable@unlv.edu

Telephone
702-895-1157

Hours
8 a.m. to 5 p.m.
Monday through Friday (excluding holidays)

Mailing Address
Accounts Payable & Travel
University of Nevada, Las Vegas
Box 451053
4505 S. Maryland Pkwy.
Las Vegas, NV 89154-1053

Campus Location
Campus Services Building (CSB), Room 245