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A Flower in the Hampshire College Greenhouse

Accounts Payable

The Accounts Payable Office processes approved payments for the College. Payments are made seven to ten business days after a request for payment (RFP) of invoices or reimbursement is received. Please note: payment processing can take longer during certain times of the year (such as the start of a new fiscal year, a holiday break, or due to Covid-19 restrictions).

Purchase Orders:

All purchase orders need to be accepted in TheHub under "Receive Goods and Services" before paperwork is sent to the Business Office. If you have any questions or concerns regarding the requisition process contact the Accounts Payable Office by phone or email.

Vendors:

Please send invoices to the person/department on campus that requested the order or services so they can initiate payment. If that option is not available, you may mail invoices to Accounts Payable, The Trustees of Hampshire College, 893 West St., Amherst, MA 01002 or email a digital copy to acctspay@hampshire.edu

Campus Offices:

Send request for payment (RFP) forms to the Accounts Payable Office. RFP's should be processed accurately, promptly (within 30 days of incurring the expense or 45 days if on an extended business trip), and allow sufficient processing time so that vendors, faculty, and staff receive timely payment. Reimbursements for travel should not be processed at the end of fiscal year — best practice is to submit for reimbursement after each trip is completed or to submit before the 45 day deadline. Please note: Expense reports that are incorrect or incomplete:

  • Will be returned to the initiator or budget manager for corrective action.
  • May result in reimbursement of a lesser amount.
  • May result in delay of reimbursement.

Please note: All new vendor reimbursement requests will require a W-9 form, vendor phone number, email, and remit-to address for billing. Once completed, the VENDOR should send the form to Purchasing at the Business Office in Blair Hall.

*Due to Covid-19, Accounts Payable will be accepting digital copies of RFP paperwork and invoices until further notice. All invoices must have a purchase order number provided on the scanned document and all RFP's should be completed with the following information:

  • Travel or non-travel reimbursement form
  • Full department account number for billing
  • Tax deductions if applicable
  • Payee and budget manager signatures (physical or digital)
  • Any receipts, contracts, or award letters associated with the payment

Jacob Chartier, Accounts Payable Coordinator
Please contact Jacob for reimbursement requests, vendor payments, and questions concerning purchase orders.

Box BO Blair Hall
413.559.5491
acctspay@hampshire.edu

 

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With Accounts Payable
Snail Mail
Accounts Payable
Hampshire College
893 West Street
Amherst, MA 01002