Business Affairs

Accounts Payable

Out of Pocket Reimbursement:
  • Email jsomap@indiana.edu with request for reimbursement and submit original receipts (itemized and proof of payment) to JSoM, Music Practice Building, 1024 E. 3rd St., Room 128, Attn: Accounts Payable. Receipts must be received within 120 days to be reimbursed. Please provide the account number to be charged. Reimbursements can take up to 4 - 6 weeks for processing. If you have any questions as to if an out of pocket reimbursement is allowable, please email jsomap@indiana.edu.  
  • If you are requesting out of pocket for catering / meal expenses, a hospitality request must be submitted prior to the event / activity.  You can request this via email at jsomap@indiana.edu.  

                       NOTE: ALWAYS KEEP COPIES OF YOUR RECEIPTS                       

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
      • One time purchases to suppliers that are not in Buy.IU
      • 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 Buy.IU
      • 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 transaction 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 it by sending an email to 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 4-6 weeks to process.
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