Middlebury

Accounts Payable

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:

Email: AccountsPayable@middlebury.edu
          AccountsPayable@miis.edu
Phone: (802) 443-2321
           (831) 647-6678
Fax:     (802) 443-5753
Office Hours: 8:15 am - 5:00 pm EST

Check Run schedule: Middlebury checks are printed once every business day. The checks are available by 10 am.  Check requests need to be submitted to Accounts Payable at least 7 days before the check's due date to allow for processing time.
Institute 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:
15 days for payments to outside vendors
30 days to companies unless a discount applies

Frequently Asked Questions:

Credit Application: You can use this generic Credit Application Information and send it to the supplier. If the supplier asks to have their credit application filled out, send the form to Accounts Payable and we will fill it out for you.

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

Standard Mileage Rate for travel starting January 1, 2015 for the use of a car (also vans, pickups or panel trucks) is:
- 57.5 cents per mile for business miles driven
- 23 cents per mile driven for medical or moving purposes
- 14 cents per mile driven in service of charitable organizations
Starndard Round Trip Mileage from Middlebury to East Coast Cities and Monterey to West Coast Cities

For 2014 it was:
- 56 cents per mile for business miles driven
- 23.5 cents per mile driven for medical or moving purposes
- 14 cents per mile driven in service of charitable organizations

Find below links to the policies that relate to many of the questions we receive:

Allowable Expenditures

Reimbursable Moving Expenditures

Travel Policies (includes alcohol policy)

Procurement Policy

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.

Reimbursable Moving Expenditures

Household goods and personal effects:

  • cost of packing, crating, and transporting your household goods and personal effects and those of the members of your household from your former home to your new home. For purposes of moving expenses, the term “personal effects” includes, but is not limited to, movable personal property that you own and frequently use
  • costs of connecting or disconnecting utilities required because you are moving your household goods, appliances, or personal effects
  • cost of shipping your car and your household pets to your new home
  • cost of moving your household goods and personal effects from a place other than your former home. Reimbursement is limited to the amount it would have cost to move them from your former home
  • Note: the College will reimburse you, not pay the mover.

Travel expenses:

  • cost of transportation and lodging for yourself and members of your household while traveling from your former home to your new home. This includes expenses for the day you arrive
  • lodging expenses you had in the area of your former home within one day after you could no longer live in your former home because your furniture had been moved
  • members of your household do not have to travel together or at the same time. However, you can only reimbursed for one trip per person
  • If you use your car to take yourself, members of your household, or your personal effects to your new home, you can either be reimbursed for your actual expenses, such as the amount you pay for gas and oil for your car, if you keep an accurate record of each expense, or the standard mileage rate. Whichever method you use you can claim reimbursement for the parking fees and tolls you pay to move. 

Storage expenses:

o cost of storing and insuring household goods and personal effects within any period of 30 consecutive days after the day your things are moved from your former home and before they are delivered to your new home.

Expenses taxed as income:

  • costs for house-hunting trips

NOTES:  Any costs associated with house-hunting trips are considered a benefit and are taxable income per the IRS. This amount will be added to the employee's taxable income for Federal, FICA and State withholding purposes and they will be taxed accordingly.

Reasonable expenses mean that the cost of traveling from your former home to your new one should be by the shortest, most direct route available by conventional transportation. If during your trip to your new home, you stop over, or make side trips for sightseeing, the additional expenses for your stopover or side trips are not deductible as moving expenses.

Member of your household is anyone who has both your former and new home as his or her home. It does not include a tenant or employee, unless that person is your dependent.

For further information see IRS Publication 521.

rev. 10/21/14

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