COVID-19: Essential Information


The Accounts Payable Department is responsible for processing and paying all vouchers and invoices for Middlebury College and the Middlebury Institute of International Studies at Monterey in a timely fashion while complying with Middlebury's policies as well as federal and state regulations. The Accounts Payable Department strives to provide quality customer service to the college and institute communities and outside vendors.

Contact Information:


Phone: (802) 443-2321

Fax:     (802) 443-5753

Office Hours: 8:15 am - 5:00 pm EST

Check Run schedule: Middlebury checks are printed on Tuesday, Thursday and Friday. The checks are available by 2 pm.  
MIIS employee reimbursement and student refund checks are printed every Wednesday and Friday at 1:30 pm PST.

Direct Deposit: Employee reimbursements, vendor payments, and payments to students can be paid via direct deposit. See the right sidebar for forms.

Payment Terms:
30 days for all payments

Frequently Asked Questions:

Taping of Receipts: Accounts payble is now scanning in all documents for storage, to help facilitate this we ask that you tape all receipts (Reimbursements and in-town Charges) to an 8 1/2" X 11" sheet of paper. For reimbursements you may tape more than one receipt to a sheet of paper if they are all being reimbursed with the same voucher. For in-town charges you may tape multiple charges to the same store to the same sheet of paper.

Itemized Receipts: In order to ensure that all policies are being followed it is requested that when submitting receipts that they be the itemized copy, outlining exactly what was purchased.

Required W-9 or W-8 for all Vendors: It is required that we have on file, a current W-9 or W-8 for all vendors to be paid. There are several reasons why this is required, specifically to comply with IRS regulations to determine citizenship, as Non-US citizens may be subject to tax withholdings on payments.

Credit Application: Contact Accounts Payable for more information on Credit References.

Tax Forms can be found here after logging into the website.

Standard Mileage Rate for travel starting January 1, 2019 for the use of a car (also vans, pickups or panel trucks) is:

-58 cents per mile for business miles driven

-20 cents per mile driven for medical or moving purposes

-14 cents per mile driven in service of charitable organizations (currently fixed by Congress)

Starndard Round Trip Mileage from Middlebury to East Coast Cities and Monterey to West Coast Cities

For 2018 it was:
- 54.5 cents per mile for business miles driven

- 18 cents per mile driven for medical or moving purposes

- 14 cents per mile driven in service of charitable organizations

Below are links to policies that relate to many of the questions we receive:

Moving Voucher Policy

Procurement Policy

Reimbursable Moving Expenditures

Travel, Entertainment, and Expense Policy and Procedures

We are an Equal Opportunity employer and do not illegally discriminate in our employment decisions based on race, color, national origin, religion, sex, physical or mental disability, veteran status or pregnancy. We are also an Affirmative Action employer and are committed to inclusion of all qualified individuals in our employment selection process. If a vendor meets certain qualification thresholds, the vendor may also have to meet these requirements.  CFR 60-41-1.4(a) [or (b) as the situation applies] is incorporated here by reference.

Controller's Office
152 Maple Street
Marble Works, Suite 102
Middlebury College
Middlebury, VT 05753