Accounting Operations

What’s New in Accounting Operations

The IRS has updated the W-9 as of March 2024. https://www.irs.gov/pub/irs-pdf/fw9.pdf

There is no grace period for transitioning to new W-9 releases; therefore, we will no longer accept any prior revision as this is the document of record for the supplier.

Please work with your existing suppliers and ensure that they are filling out the current revision before submitting them as they will be denied and slow the validation and updates being requested. New suppliers should also download the current revision and complete it before attaching it to the New Supplier Registration portal.

 

  • The Contract Management team is responsible for managing the flow of contracts submitted
    through the Contract Management System (CMS). Their responsibilities include:

    • Receiving all contracts, memoranda of understanding, letters of agreement, lecture or
      performance agreements, licenses, terms and conditions, etc., related to all types of
      transactions, prior to being signed.
    • Ensure all required departments have reviewed the contract.
    • Notifying department of contract approval status.
    • Storing all contracts in the repository for the University.

  • The Financial Compliance team is responsible for assisting campus with general inquiries
    regarding allowable expenses with the use of institutional funds as well as general questions
    regarding University System of Georgia and Kennesaw State University policies. Financial
    Compliance also provides pre-approval for certain purchases such as employee group meals, gift
    cards, sponsorship, etc. 

  • The State of Georgia Purchasing Card program streamlines payments for goods and services for
    State business. The P-Card Program is the only charge card program authorized for use by the
    University System of Georgia (USG). The P-Card team is responsible for

    • Auditing all P-Card statements submitted monthly to ensure proper pre-approvals and
      documentation was obtained.
    • Recording Audit Findings for missing approvals or documentation.
    • Monitoring P-Card usage and spending limits.
    • Managing P-Card requests, recertifications, training, etc.

  • The Office of Fiscal Services (OFS) Vendor Registration team oversees registration of all domestic
    (U.S.) and international suppliers, companies or individuals that currently provide, or reasonably
    expect to provide, goods and/or services to the University. The Vendor Registration team also
    manages registration of KSU employees and students who require non-payroll related payments
    or reimbursements through Accounts Payable.

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