Accounts Payable - Information

Reimbursements under $75.00

If you are not signed up for Direct Deposit, to receive a cash reimbursement of out-of-pocket university expenses under $75.00, you must complete a Services/Reimbursement Form and present the completed form to the University Cashier. The Services/Reimbursement form can be picked up in the Purchasing Department at 32nd Street.

For travel reimbursements for non-employees: Mail the Services/Reimbursement form referencing the approved TA (see Non-Employee Travel - Student, Guest, Interviewee and Contractor/Speaker/ Performer for more information) to Travel Services at MS1420 and note at the top you’d like to be reimbursed cash. Travel will then approve the form and send it to the cashier’s office.

Be sure that all reimbursements comply with Restricted Items regulations.

If you have any question or concerns please contact Donna Foley x6815 or Susan Banton x2430.

Local Sales and Use Tax within the City of Bellingham is 8.7%

The rate to use is based on the received date of materials. You can find the WSDOR Local Sales and Use Tax Rates flyer here.

If you have additional questions or concerns, please call Donna Foley x6815.

Vendor Maintenance and Creates

Responsibility for vendor creates/maintenance has been changed to Accounts Payable effective 5/03/10.

Prior to creation of new vendors it is required to have a W-9. To expedite your request please send a completed W-9 with your form, the W-9 can be scanned and attached to the E-Sign Maintenance Form or faxed to 360-650-7724.

Documentation is required to make any changes to the vendor profile in Banner. If you have questions or concerns, please contact Donna Foley x6815.

Direct Deposit for Accounts Payable Payments

If you have Direct Deposit, all reimbursements, including travel will be deposited into your payroll direct deposit account. You will also receive email notification of pending deposits to your account. This means:

  • No need to sign up if you already have payroll direct deposit!
  • Never have to wait for a check!
  • No lost or misplace checks!

Fleet Fuel Cards Switching from Voyager to Comdata

Visit ourfuel
Fuel Card Page
for more information

Western has transitioned the Fleet Fuel Cards form Voyager to Comdata. Current cardholders should continue to use their Voyager Fleet Fuel Cards until notified by Accounts Payable. New applications for Fleet Fuel Cards will be issued by Comdata. If you have any questions about this transition please contact Brenda Ancheta x3561.

Destination-Based Sales Tax

Washington retailers delivering goods to customers in Washington must start collecting sales tax based on where the customer receives the merchandise, called the “destination” of the sale.

You can receive updates and get more information by signing up at the Department of Revenue (DOR) website. If you have additional questions or concerns – please call Donna Foley x6815.

Page Updated 10.26.2015