Accounts Payable is responsible for a full range of services ensuring that vendors and employees are paid on a timely basis while maintaining the accuracy of the vendor catalog.
Accounts Payable FAQs, Procedures & Tips
The Accounts Payable Coding Sheet enables employees to select the appropriate Account Codes to ensure expenditures are properly categorized and aligned with the respective budget.
Find the Accounts Payable Coding Sheet here
Not all account codes are included in the Coding Sheet. Only account codes which Accounts Payable can use are included in the Coding Sheet. If you think your account code should be included in the Coding Sheet, email Financial Systems Support
The IC Coding Sheet is used to request internal charges. Can be used to request internal charges for purchases of LCPA performances, tour tickets from the box office or for internal expense transfers between departments. You can find the IC Coding Sheet here.
In order to establish a new domestic vendor, you need to fill out a W-9 Form and submit it to Accounts Payable.
In order to establish a new international vendor, you need to fill out a W-8BEN Form and submit it to Accounts Payable.
Lincoln Center provides reimbursements for owned automobile travel based on approved IRS rates. See the IRS Standard Mileage Rates on the IRS website.
Check runs occur Tuesdays & Fridays
Accounts Payable Quick Tips
1. Account Code Information
Account Codes are usually broken down into segments separated by dashes: -
Account Code example: 5500700-100-00-000000.
The first segment of an account code is seven digits long and is referred to as the Natural Account. The Natural account segment describes the name and which type of account it is. (5500700 - Meal Allowance/Working Lunches)
The second segment of an account code is the Department code. See the List of Departments
The third segment of an Account Code is the Fund Type. For operating accounts, Fund Types are 00. See the full list of Fund Types
The final segment of an Account Code is the Project Code.
The Finance Department identifies projects by department in order to accurately report on a project's financing. Find a full list of active Project Codes here
2. Expense Code Information Related to the AP Coding Sheet:
These are some Natural Account codes to highlight in which should and should not be used for certain circumstances:
5500700 - Meal allowance/working lunches. This code should be used for working meals and travel meals/airport snacks.
5500600 - Restaurant dining.
5500400 - Local travel/mileage. Used for all taxis, train travel, mileage calculations and car rental (ex: enterprise, etc).
5500300 - Car service travel/companies
5501100 - Parking.
5620100 - Stationary & supplies. As well as items that are considered office supplies (ex: copy paper, desk supplies) and food/snacks bought for the department.
5621200 - Office supplies & services; should not be used by departments.