Accounts Payable FAQs

Find the answers to your questions about requesting checks, setting up a new supplier, employee gifts, and more.

Additional FAQ related to Purchase requisitions and Expense Reports can be found at the Oracle Google Support site.

How can I tell if a payment has been processed?

To verify that a payment has been processed, follow the steps on the Oracle Support Site: Review Purchase Req/Order payment status.

Who do I contact to set up a new supplier?

Suppliers will complete a new supplier registration form in Oracle.  Links and instructions can be found at the New Vendor (Supplier) Policy

Please note that no payments will be issued until we have received a fully completed form.

If a supplier provides you with a copy of their IRS W-9 form, we still require our version of the W-9 form in order to obtain banking information for payment via ACH/direct deposit, and an email address for payment notification.

Payments to Non U.S. Citizens are more complex. Please contact the Accounts Payable Coordinator at 704-894-2206 and the Payroll Coordinator at 704-894-2461 for guidance on these payments.

Is Davidson required to pay sales/use tax?

Although the college is exempt from federal and state income taxes, we are not exempt from sales and use tax, unless the items being purchased are for resale (for example, textbooks or merchandise for resale at the Davidson College Store.)  The College is required to pay North Carolina sales/use tax on goods that are consumed in North Carolina. We are then eligible for a refund of some of the taxes paid. It is therefore important to remit detailed receipts with p-card or vendor invoices.

We are not eligible for a refund of sales taxes paid to other states.  However, some out of state vendors may collect and remit North Carolina sales tax, which would then be eligible for refund. To determine if a company collects and remits North Carolina sales tax, please check the NC Sales Tax Registry at the NCDOR webpage.

For additional information, please contact our Cash Manager at 704-894-2067.

How do I know if I should contact accounts payable or payroll?

Reimbursement of business expenses are paid to employees through accounts payable.  Payments to employees or students for services performed may need to be made through payroll and should be reviewed by Human Resources.

We would like to give out gift cards as prizes.  Is that allowable?

Due to increased use of phishing/fraud scams related to gift cards/gift certificates, the college has a no gift card/certificate policy.  For other options, please review the Gifts, Gift Certificates, Gift Cards, Awards and Prizes Policy.