Causes in Delay of Payment

As the upcoming fiscal year end deadlines approach, the Accounting Office would like you to keep in mind the following when submitting Accounts Payable Vouchers, Travel Vouchers, Receiving Reports, Interdepartmental Forms and Spreadsheets to post as SSI journals.

Most common things that may cause DELAY in payment:

  • Appropriate backup documentation or explanations not included of business purpose (who, what, where, why, when)
  • Missing funding information and/or budgets unavailable
  • Missing or improper approval signatures
  • Original receipts not included
  • Receipts not detailed and/or itemized (credit card statements/slips not sufficient information.)
  • Airline receipts missing ticket class information
  • Grant funding sent to Accounting (send to Grants Office first)
  • Ag funding sent to Accounting (send to Ag Budget Office first)
  • Accounting Forms missing cross-reference information (how was portion paid previously)
  • Exceeding In-state lodging without attaching prior approval
  • Missing and/or unsigned Contract Service Agreements
  • Missing and/or unsigned Banquets & Meeting Documentation
  • Unallowable expenses
  • Missing IRS form W-9 or W-8Ben series

Examples of Unallowable Expenditures:

  • Alcoholic beverages
  • Entertainment 
  • Flowers
  • Gifts/Gift cards for employees
  • Greeting/Holiday cards
  • Parking permits for NDSU employees, or students
  • Parking or other traffic tickets
  • Spouse or travel companion(s) expenses
  • Travel insurance
  • First class or business class airfare
  • Personal care items
  • Personal decorations
  • Clothing for employees with the exception of uniforms (example: Facilities & Dining Services)
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