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For more information:

110 Carlotti Admin Bldg

75 Lower College Road

Kingston, RI 02881

main ~ (401) 874-2378

fax ~ (401) 874-2589

 

email ~ Christine Sullivan

Accounting Office

The Accounting Office is responsible for the proper recording and maintenance of all financial data of the University.

• Accounts Payable
• General Accounting
• Purchase Card
• Travel

STAFF CONTACT INFORMATION:

Kingston Campus ~ 103 Carlotti Bldg - 75 Lower College Road
Assistant Controller for Accounting Operations	Trish Casey	401-874-4422
	FAX	401-874-4825

Accounts Payable

The Accounts Payable department is responsible for the timely and accurate processing of invoices related to purchase orders (PO), limited value purchase orders (LVPO), libraries, dining, and utilities. For all other invoices (not requiring a PO) see General Accounting. 

Hours: 8:30 AM - 4:30 PM

For purchase order questions, refer to the URI purchasing manual.

For other questions, please see below for forms & information and helpful links.

STAFF CONTACT INFORMATION:

 

PROCEDURES:

Invoices are processed for payment when received by Accounts Payable.  Checks are issued according to the purchase order.  The University payment terms are net 30 working days following the latest completion, acceptance or rendering of the properly authorized invoice. A current W-9 or W8-BEN must be on file for the vendor to receive payment.

In order to process payment, a receiving report must be sent to Accounts Payable as soon as the order has been completely fulfilled. Receiving reports are acknowledgements that the purchased item(s) has been received in good order.

Invoices charged to chartfield strings which do not have sufficient budget (budget errors) can not be processed and will be returned to the department.  It is important that the department follow up with these budget errors as soon as possible to ensure that the vendor is paid timely.  Department may need to process a budget transfer, contact your department's budget analyst in the Budget Office (401) 874-2509.

The department is responsible to make sure authorized signatures on all forms comply with the authorized signatures on file in the Budget Office.  Incorrect signatures on forms will require us to send the forms back to the department. 

Tax Exemption status for URI is available in RI, Florida, Maine, Massachusetts, Missouri and New Jersey.  Please contact the Controller's Office for the paperwork required to claim this exemption on purchases made in these states. URI tax exempt certificate.

Accounts Payable FORMS & INFORMATION:

Accounts Payable HELPFUL LINKS:

URI CONTROLLER POLICIES:

STATE OF RI POLICIES:

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General Accounting

The General Accounting Office is responsible for the payment of invoice vouchers not requiring purchase orders, internal vendor payments, imprest cash accounts, payment orders, check distribution, vendor file maintenance and travel.

Hours 8:30 AM - 4:30 PM

For other questions, please see below for forms & information and helpful links.

STAFF CONTACT INFORMATION:

 

General Accounting FORMS & INFORMATION:

URI CONTROLLER POLICIES:

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Purchase Card

Welcome to the Purchase Card Program Homepage.

The Office of the Controller, under the direction of the Vice President for Administration, is pleased to announce an exciting, innovative program that simplifies the way in which departments may order and pay for goods and services.

The Purchase Card Program is a fast, flexible purchasing method that delegates small dollar purchasing power to individual University employees. The Purchase Card, also referred to as the PCARD, permits purchases to be made with minimal delay and clerical labor, while also providing accountability.

This site has been designed to provide you with important information about the University of Rhode Island Purchase Card Program. Use the links below to navigate through the site. Feel free to send any comments or questions about the program to Lisa Gates, Purchase Card Administrator.

This website is updated regularly to include additional information as the program develops.

Please revisit this page frequently.

For other questions, please see below for forms & information and helpful links.

STAFF CONTACT INFORMATION: 

Kingston Campus ~ 121 Carlotti Admin Bldg - 75 Lower College Road
Purchase Card Administrator	Lisa Gates	401-874-4431
Manager for Accounts Payable	Judy Moore	401-874-4419
	FAX	401-874-4163

Purchase Card FORMS & INFORMATION:

• PCARD FAQS
• Application
• Travel Addendum
• Cardholder Agreement (initial)
• Department Administrator Agreement
• Reconciliation Form
• Missing Receipt Form

Purchase Card HELPFUL LINKS:

• Purchase Card Policy Manual
• PaymentNet Training Guide

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Travel

The URI Travel Office was developed to process foreign, domestic and local travel for employees and nonemployees. URI Travel Office services include:

• Processing approved Travel Authorization Requests (TAR’s)
• Encumbering departmental funds from information supplied on applied TAR’s
• Forwarding approved TAR’s to the University’s authorized travel agent to book air travel, reserve rental cars and make hotel reservations
• Processing travel expense vouchers for reimbursement
• Auditing pre-travel and post-travel documentation

Hours: 8:30 AM - 4:30 PM

For other questions, please see below for forms & information and helpful links.

STAFF CONTACT INFORMATION:

Kingston Campus ~ 103 Carlotti Admin Bldg - 75 Lower College Road
Assistant Controller	Trish Casey	401-874-4422
Travel - General Fund (100 - 401)	Katie Duggan	401-874-4449
Travel - Research (500 and 110) and Athletics	Helene Bucka	401-874-4425
	FAX	401-874-4825
Narragansett Bay Campus ~ 4 Fish Bldg
Travel - GSO	Linda Lenz	401-874-6927
	FAX	401-874-6557

 

Travel FORMS & INFORMATION:

• Alternate Invoice Numbers when invoice numbers not provided
• International Travel phone numbers
• Mileage Reimbursement Form | Rate (1/1/09 current rate is .55) | 90 day reimbursment limit
• New State Travel Agent
• Rental Vehicle Notification Form | Instructions
• Rental Vehicle Justification form
• Traveler's TAR TEV responsibilities
• Travel Authorization Request Instructions (form available from your department)
• Travel Expense Voucher Form | Instructions

Travel HELPFUL LINKS:

• Short's Travel - 1-866-498-7436
• FAQ - Travel
• FAQ - Rental Vehicle
• Fly America Act | checklist
• Federal Per Diem Rates for sponsored projects - Domestic | Foreign
• State Per Diem Rates - see URI Travel Policy

URI CONTROLLER POLICIES:

• URI Travel Policy

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University of Rhode Island, Kingston, RI 02881 | Phone: 401-874-1000
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URI is an equal opportunity employer committed to the principles of affirmative action.