Accounts Payable
Accounts Payable processes payments from UM vendors and encompasses the following services:
- Procard
- Purchase Order Payments
- Travel
Procedures for Contract Services
Contract Services cannot be reimbursed to an invidividual who paid a business personally on behalf of the University because of potential IRS and other tax obligations to the business that the service was for and the individual requesting reimbursement. All contract services must be paid to the vendor doing the service. Accounts Payable will pay the vendor for any services rendered in conjunction with Procurement and it will be up to the employee if they paid otherwise on their own behalf to seek reimbursement from the business for the service. Any reimbursement requests for contract services will be returned to requester for processing as stated above.
Procedures for Meeting, Conference, Job Candidate Expenses and Entertainment Expenses:
The Entertainment Form is to be used exclusively for Entertainment events. This form will be located on Business Services Web site under forms and in GrizMart Non PO.
If using a grant to pay for these expenses; please route thru ORSP office for pre-approval. You can do this by using comments in GrizMart Non PO or by sending the paper copies to ORSP to review and approve.
Definitions:
Entertainment is defined as meals, light refreshments or an activity where the main purpose of the combined business and entertainment was to actively conduct university business in support of the universities mission, promote goodwill and donor cultivation with a general expectation of some benefit to the university. These activities generally include a UM employee and UM guests at an off campus location. Entertainment must be PRE-APPROVED if over $50.00 for the event. Cabinet members and deans can make these approvals.
Meeting Expense is defined as meals or light refreshments for UM hosted meetings, ceremonies, and special occasions in which official university business is discussed/ conducted. These meetings may include UM employees/students as well as UM guests.
Conference Expense is defined as meals or light refreshments for UM sponsored conferences for either on campus or off campus locations. These conferences may include UM Employees/students as well as other conference attendees.
Job Candidate Expense is defines as expenditures for meals or light refreshments incurred in connection with the recruitment of candidates for employment at the University.
The Alcohol Use Approval Form needs to be completed/approved by president or designee prior to event, when alcoholic beverages are being served at the meetings, conferences, and job candidate or entertainment events. This form is located on Business Services Web site under forms and in GrizMart Non PO.
The University of Montana offers several means to increase the efficiency and effectiveness of our daily transactions with our vendor base. One such initiative is the Accounts Payable Direct Program that utilizes ePayment technology.
Quick Reference: Form Use - From The Accounts Payable Perspective
Please contact the following staff members for all accounts payable questions for their sections of the vendor master. Alyssa Szwedkowicz or Sadie Tabish can answer all your ProCard & Costco questions.
| ACCOUNTS PAYABLE CONTACTS | |||
|---|---|---|---|
| Manager |  Sadie Tabish |
(406) 243-2113 | |
|
AP Specialist Vendors/Employees/Students/Travel |
Carol Ann Walton |
(406) 243-2516 | |
|
AP Specialist Vendors/Employees/Students/Travel |
Matt Hill |
(406) 243-2390 | |
|
AP Specialist Vendors/Employees/Students/Travel/Procard |
Alyssa Szwedkowicz |
(406) 243-2384 | |
If you have any questions and are unsure who to speak with, you may email Accounts Payable or call an AP specialist.