Accounts Payable is responsible for ensuring that all payments for the University are processed in accordance with a multitude of policies and procedures, including Internal Revenue Service requirements, state coding requirements, and prompt payment. As a state agency, Old Dominion University is required to pay for all completely delivered goods and services by the required payment due date.
The required payment due date is established by the terms of the contract. If no contract exists, Old Dominion University is required to pay invoices 30 calendar days after receipt of a proper invoice or thirty days after receipt of goods/services, whichever date is later.
From booking to reimbursement, our streamlined process ensures hassle-free travel arrangements for students, faculty, and staff, facilitating enriching experiences and academic success. ODU is required to communicate State travel policies, regulations and procedures to all employees who travel on State business.
The M&IE Rate Table provides standard meal and incidental reimbursement guidelines and lodging rates. The appropriate rate is determined by the physical location of the hotel and not the mailing address.
Before you hire an individual to perform services using any type of payment document, you must first determine whether the individual can be paid as an independent contractor or as an employee.
All travel and small business expense reimbursements to ODU employees are issued through direct deposit into the employee's checking or savings account as directed via the Banner Self-Service Direct Deposit process.
The University is required to have a Commonwealth of Virginia (COV) Substitute Form W-9 (Request for Taxpayer Identification), W-8BEN or W-8BEN-E (international individuals/entities) or an acceptable substitute form on file for each vendor receiving payments from the University.