Overview
Accounts Payable Staff Members
Payment Schedule
Payment Requirements
1. Approval
2. General Ledger Account Numbers
3. Vendor/Payee Information
4. Mailing Instructions
The Business Office is working to provide the Juilliard community with the best possible service in processing invoices and check requests. At the same time, it is our responsibility to maintain appropriate internal controls over disbursement of the School's funds. This document explains the procedures, both new and existing, that are in place to help us serve you efficiently while preserving effective controls over payments. We appreciate your cooperation in adhering to these policies when you submit payment requests to the Business Office, and encourage you to contact us if you have any questions.
The Business Office staff members responsible for processing payment requests are:
Mildred Vecchione : Accounts Payable Coordinator mvecchione@juilliard.edu
All can be reached via e-mail or at ext. 231 in the Business Office, should you have questions regarding any aspect of payment processing.
The Business Office has resumed its schedule of issuing checks twice weekly, as follows:
Invoices and requests submitted by 12:00 noon on Monday will be paid on Wednesday.
Invoices and requests submitted by 12:00 noon on Wednesday will be paid on Friday.
Please contact Mildred or Gisela in the Business Office at extension 231 if you have any questions. Thanks for your cooperation.
We appreciate your cooperation in submitting payment requests on a regular and timely basis, allowing sufficient time to comply with vendors' due dates. Please do not accumulate and hold large batches of requests before submitting them to the Business Office, as this may result in payment delays.
In order to have a payment processed, you must submit an invoice and/or check request form to the Business Office. Click here for a blank check request form:
All payment requests must include the information described below.
All invoices and check requests submitted to the Business Office for payment must be legibly approved by the appropriate department head or designee. If you have questions regarding approval authority for your department or need to establish an authorized signer, please contact James Johnson for assistance.
Reimbursement requests in excess of $100 must be approved by an individual other than the payee of the check-generally the head of the department or division, or officer to whom the individual reports (as long as the officer is an authorized departmental signer). Reimbursement requests below this threshold may be submitted by the individual requesting reimbursement, provided that they are authorized departmental signers. Reimbursements to officers at the President, Dean, or Vice President level may also be submitted by the individual requesting reimbursement; such requests will be co-signed in the Business Office. All reimbursement requests must be accompanied by receipts or other supporting documentation.
Invoices and check requests must include a valid general ledger account number. If you need assistance identifying your department's accounts or have questions regarding the appropriate account for a particular transaction, please contact Amy Roman or Christine Todd.
Some smaller departments, primarily those whose operations are funded by the School's central administrative budget, do not have their own general ledger accounts. In such cases, the account number is determined by the nature of the expense incurred. Payment requests from these departments should be submitted, after the appropriate departmental approval, to Amy Roman or Christine Todd; they will assign the appropriate general ledger account.
It is imperative that we receive correct information for new vendors, including a social security number (for individuals) or federal taxpayer I.D. number (for companies) and a complete mailing address.
We also request that you provide a contact name or department reference to vendors when you establish billing information with them. Whenever possible, please have vendors mail invoices directly to your department. Invoices addressed simply to "The Juilliard School" are often difficult for the Business Office to identify and route to the appropriate department for approval. This delays the payment process.
Unless you indicate otherwise, the Business Office will mail/distribute payments directly to the recipients. If a check requires special mailing or pick-up by your department, please be sure to indicate this on the check request form or invoice.
If payments are mailed by your department, please ensure that vendors' mailing instructions are followed and that a check stub and/or invoice remittance copy is enclosed with the check. We frequently receive inquiries from vendors who are unable to apply payments due to a lack identifying information.
We appreciate your cooperation with respect to the School's payment procedures. Please understand that incomplete requests hinder our ability to process payments in a timely manner and increase the likelihood of errors, and that we will need to return such requests to the applicable department for completion.
If you have any questions or need assistance, please do not hesitate to contact us at the Business Office. We look forward to working with you and would appreciate any suggestions that will help us to serve you better.
Check Request Form
W-9 Policy
Form W-9
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