FAQs

Accounting - Frequently Asked Questions

1.) Given our purchase agreement with Corporate Express/Staples, can A-Cards be used to make purchases at a Staples store?
2.) We have completed a fundraiser. How do we pay the respective organizations?
3.) What is required for proof of payment and receipts?
4.) What documentation is needed for cash prize giveaways?

1.) Given our purchase agreement with Corporate Express/Staples, can A-Cards be used to make purchases at a Staples store?
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Yes, A-Cards can be used to make purchases at Staples. However, the following details are important:

  • Staples retail stores are not authorized under the University Price Agreement with Corporate Express
  • Staples retail stores are not able to offer you the same pricing as you receive by using the CU account on the Staples Eway website.
  • Therefore, the way to order from Staples is to place your order on the website, and Staples will generally deliver your order the next day.
2.) We have completed a fundraising event for an outside charitable organization. How do we get them paid?
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  • The organization must fill out a W-8 or W-9
  • The Vice Chancellor of Administration and Finance (VCAF) must approve the event
  • Payment Voucher is filled out with the VCAF's approval attached
3.) What is required for proof of payment and receipts?
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Proof of Payment
Written evidence that an expense is no longer outstanding and that a specific individual or entity covered that amount, required in order to process reimbursements. Examples include:

  • Original vendor receipt showing items were paid for;
  • Original vendor invoice showing balance due is zero;
  • Original vendor invoice showing that amount due is Autopaid;
  • Original vendor receipt/invoice showing note that Paid in full-cash and vendor's signature;
  • Original credit card slip or copy of credit card summary statement;
  • Copy of cancelled personal check to vendor; or,
  • Copy of subsequent month's invoice indicating that previous amount due was paid

Receipts
Original receipts are those initially produced and provided by the vendor. Photocopies or faxes are not acceptable. Such information is required in order to process reimbursements. Receipts must be itemized, that is, they must include the following information:

  • Vendor identification;
  • Date the purchase was made;
  • Description of each item purchased; and,
  • Quantity and total cost of each item purchased.

4.) What documentation is needed for cash prize giveaways?
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The following materials are required for cash giveaways:

  • Payment Voucher
  • Signed W-9 form from prize recipient
  • Gift Cards do not require a signed W-9

If you have any further questions, please feel free to contact the Accounting Office.

Contacts

Julie Brewster:
jbrewste@uccs.edu
(719) 255-3482