Business Affairs

Accounts Payable

Out of Pocket Reimbursement:
  • Email jsomap@indiana.edu with request for reimbursement and submit original receipts to JSoM, Music Practice Building, 1024 E. Third Street, Attn: Accounts Payable. Please provide the account number to be charged.
    •     Allowable out of pocket reimbursements include:
      • Professional Membership fees
      • Journal Submission fees
      • Book purchases
      • Catering/Food expenses
        • If using a non-IUF account, a hospitality code must be requested prior to the event or activity. Please see the “Hospitality” section below.

                           *****Note: Always keep copies of your receipts*****

Hospitality Request:   
  • Email jsomap@indana.edu with the following:
    • Contact Name for Event
    • Date and Time of Event
    • Event Location
    • Purpose of Event
    • Description of Event
    • Detailed number of Faculty, staff, and students attending event (please give number for each)
    • List of K-12 students attending the event
    • Transaction amount (estimate if not known)
    • Account # to be charged

                 *****Note: Email must be received PRIOR to the event. Please allow 3-7 days for approval*****

 

Payment to a Vendor from an IUF Account:
  • Payments to vendors from an IUF account are used for expenses including:
    •  Food
    •  Employee Goodwill (examples: Staff Reception, Retirement token of appreciation)

                      *****Note: ALL IUF purchases must be approved in advance by the Business Office. Please email jsomap@indiana.edu before purchasing anything with IUF funds*****

Procurement Card Information:
  • Email jsomap@indiana.edu to request use of the Credit Card. Include the following information:
    • Contact Name
    •  Date and Location of Pick-Up (Credit card can be picked up in the Business Office and the Mailroom in Merrill Hall)
    • What will be purchased?
    • Purpose for use of the credit card (Explain the reason for using pcard vs other purchasing mechanisms)
    • Transaction amount (estimate if not known)
    • Account # to be charged
PCARD Important Reminders:
  • Proper use of the PCard is very important. Please read the brief descriptions below for appropriate usage:
    • Appropriate
      • Small dollar transactions under $1,000 and not on the “Not Appropriate” list (shown below)
      • One time purchases to suppliers that are not in KFS
      • Suppliers that do not accept purchase orders (for example, web-based vendors)
      • Conference registration fees
    • Not Appropriate
      • If purchase can be made in the Shop Contracts section of KFS
      • If paying an IU department (payments to IU departments should be completed in KFS)
      • If item is on the restricted list. 
      • Recurring monthly charges
      • Split or “stacked” transactions (dividing large purchases into smaller payments to avoid the $1,000 limit)
Sales Tax:
  • IU is tax exempt. The tax exempt number is 0003123294.  If you need a copy of the tax exempt form, you can request a copy of it by sending an jsomap@indiana.edu.
What to Expect:
  • Please allow up to 48 hours for reply to initial inquiry
  • Reimbursements for Out of Pocket Expenses can take up to 2 weeks
Questions or Concerns?
  • Contact Gina Stillions, Accounts Payable Representative at 812-855-1846 or jsomap@indiana.edu
  • Jacobs School of Music Accounts Payable is located in the Business Affairs Office of the Music Practice Building 1024 E. Third Street, Bloomington, IN 47405