We are responsible for processing all University and Foundation disbursements including travel reimbursements, with the exception of payroll and student financial aid. We ensure the integrity of transactions being entered into the finance system by providing the final review of expenditures for compliance with applicable MTSU policies and procedures. Please contact us for assistance.
Cope Administration Building Room 106 | 615-898-2940 | firstname.lastname@example.org
President’s Restrictions on Travel (Effective September 1st, 2020)
In-State Travel and In-State Group Meetings
Division vice presidents and the Provost will review all in-state travel and in-state group meeting requests in excess of 50 miles from campus. These requests should be limited to the maximum extent possible. Exceptions will be made at the discretion of the vice president. Written justification for in-state travel and in-state group meetings will be required.
Out of State and Out of Country Travel
Travel out of state that has been previously planned and approved will be allowed if funds have already been encumbered for such travel. All other requests will be subject to review and approval of the Provost or division vice president. Exceptions may be made for travel covered by grant funds and funds from other sources not covered by the state appropriation. Travel out of the country is highly discouraged due to the pandemic situation; however, very limited travel may be approved in certain circumstances. Each request should be accompanied with a justification letter, including a proposed itinerary for all international travel. In all cases, approval of out of country travel is subject to any country-specific travel advisories issued by the US State Department at the date of travel. Consideration shall be given to faculty travel for purposes of delivering professional and research papers. In all cases, the number of people traveling should be limited.
Routing Forms in Response to COVID-19
In response to COVID-19, Accounting Services has created three routing forms for signatures, so payment requests may be submitted electronically rather than via paper.
Going forward, Accounting Services will no longer accept paper versions of the payment forms. Please use the applicable Dynamic Form to submit your request, and contact Accounting Services if you have any questions. For emergency processing, please contact Accounting Services in addition to submitting the form.
The Travel Claim Routing Form enables payment requesters to electronically submit Travel Expense Claims and the associated required documents in accordance with Travel Policy 658.
The Food Purchase Routing Form allows payment initiators to electronically submit Food Purchase Authorizations and the associated support in accordance with Food and Beverages Policy 661. Please note that this routing form is for Accounts Payable processing only and not for PCard food purchases.
The Payment Authorization Routing Form permits department staff to electronically submit either the University Payment Authorization or Foundation Payment Authorization and the supporting documentation.
Please see the fiscal year-end memorandum which includes important disbursement cutoff dates. Please be advised that these dates and requirements apply to all University, Foundation, and grant purchases.
Invoices and reimbursement requests submitted to Accounting Services after fiscal year closing will be expensed in the new fiscal year budget and will require an attached exception memorandum as to why payment was not made in the appropriate period. This memo must be routed through the Accounting Services Dynamic Forms to the appropriate chain of command and approved by the Vice President for Business and Finance. For Procurement exceptions, fully approved exception requests may be obtained in Dynamic Forms and should be attached in MT$ource.
Click here to view the Forms
U.S. Person or Entity
- Foreign National Information Form
- International Wire Transfer Request
- W-8BEN (for payees who are individuals)
- W-8BEN-E (for payees that are Entities or Organizations)
- W-8ECI (Income Effectively Connected with the Conduct of a Trade or Business in the U.S.)
- W-8EXP (Foreign Governments or Other Foreign Organizations)
- W-8IMY (Foreign Intermediaries or Foreign Flow-through Entities)