Accounts Payable
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 | invoice@mtsu.edu
New Travel Application: Chrome River
The Office of Business and Finance has implemented a new travel application for processing travel authorization requests and travel expenses claims. For an overview concerning Chrome River, the new travel application, please see our Zoom Meeting with the Middle Tennessee Administrative Professionals on Tuesday, June 13th, 2023. The presentation includes basic navigation, example expense reports, general information, and answers to questions. For out-of-state travel guidance, please also see our August 2nd, 2023 Teams Meeting with the Jones College of Business.
Pre-approvals (Travel Authorization Requests) may be entered in Chrome River for travel beginning on July 1st, 2023 and beyond. Departments may also use Chrome River for Expense Reports (Travel Expenses Claims) that do not/did not require Pre-approvals (Travel Authorization Requests). The Business Office recommends starting with simpler claims (expense reports) to learn the basic navigation for the new application. Once departments can successfully navigate Chrome River, they may begin using Chrome River for most travel unless directed otherwise. Travel Authorization Requests submitted in Dynamic Forms will require Travel Expenses Claims to be submitted in Dynamic Forms. Chrome River Expense Reports cannot be submitted for Travel Authorization Requests submitted in Dynamic Forms.
The Business Office is currently training individual departments and providing overview sessions for campus personnel. If you would like training for your department, please contact Accounting Services to set up a meeting time.
Accounting Services Forms
Accounting Services will no longer accept paper versions of payment forms. Please go to the Business Office Forms page and select the applicable Dynamic Form to submit your request. Contact Accounting Services if you have any questions. For emergency processing, please contact Accounting Services in addition to submitting the form.
Food and Beverages Policy 661 notes that it "is required that the Food Purchase Authorization be completed prior to the event." While advanced departmental authorization is necessary for all food events, only the Food Purchase Authorization (P-Card) form needs to be submitted via the Food Purchase Routing P-Card form prior to an event requiring the use of an MTSU P-Card. If an event requires payment in advance through Accounts Payable, the Food Purchase Authorization should be submitted prior to the event. In this case, a paid receipt should be submitted to Accounting Services after the event.
Sales and Use Tax Certificate of Exemption Requests
Accounting Services has developed a Dynamic Form for Sales and Use Tax Certificate of Exemption requests. This form is to request that Middle Tennessee State University's Tennessee exemption certificate be emailed to a vendor/supplier for an MTSU business purpose. If the vendor requires a physical copy at the time of purchase or to upload into a system, please contact Accounting Services for assistance.
Please note that there are currently two versions of the form. One form is for transactions dated between 7/1/19 and 6/30/23; the other form is for transactions dated between 7/1/23 and 6/30/27.
Sales and Use Tax Certificate of Exemption Request Form (Transactions dated 7/1/19 to 6/30/23)
Sales and Use Tax Certificate of Exemption Request Form (Transactions dated 7/1/23 to 6/30/27)
Year-End Information
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 through Dynamic Forms and should be attached in MT$ource.
Please note that departments should submit payment requests for all services rendered or goods received as of June 30th via dynamic forms or purchase orders AND ensure that Accounting Services has issued payment by the fiscal year cutoff dates.
Click here to view the Forms
U.S. Person or Entity
W-9, Request for Taxpayer Identification Number and Certification
- 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)
Contact Information
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