Accounts Payable: Overview

Signatures

• Invoices and forms requesting payment (travel vouchers, RFP's, Independent Contractor) must be signed by a budget originator (department chair, manager, director, associate dean, or dean). If the payment request is for the budget originator, a higher level budget originator must approve the payment. If the budget originator is related to the requestor, a different budget originator must approve the payment.

Timeline for checks

• Accounts Payable checks are mailed 2nd and 4th Friday each month.
• Signed invoices and RFP's (Request for Payment) received in the Business Office by 5:00 pm on Tuesday of 'check week' will be included in the Friday payment.

Request for Payments (RFP's)

Use for:

• Petty cash reimbursement
• Memberships, subscriptions that will not accept a P.O.
• Credit card payments
• Items need pre-payment and there's no P.O.
• Personal reimbursements for approved expenditures

Assign a valid account number and get proper signatures.
(Employee's supervisor must sign his/her reimbursement request)

Document as to reason for purchase, attach invoice, receipts and/or order form.

Send RFP to Pat Butson in the Business Office.

Receiving Items on P.O's

Verify that all items on invoice are received and the price is accurate
(If waiting for back-ordered item or corrected shipment, let Accounts Payable know.)

Invoice Signing/Return to Accounts Payable

A/P will place a "Return by" date on invoices sent for approval.

College Credit Card Payments

• Keep receipts until billing received from the Business Office
• Match receipts to billing
• Complete a RFP with documentation for expenditures
• Return to Business Office by date requested
• Credit Card statements may be downloaded from www.myaccountaccess.com on the 29th of the month and used for processing payment

Independent Contractor Forms

• Determine if payment for services is to an "employee" or "contractor"
• Independent Contractor Notification Form contains guidelines (Send this out with contract)
  Choose correct form - Independent Contractor or Independent Contractor with Assistance of Others (need signed before work begins - workers' comp issue)
• Form must be signed by department's budget originator with a valid account number (not payroll number)
• Form must be signed by the contractor and a completed W-9 attached. Send to Pat Butson in the Business Office

W-9's

• W-9 must be on file in Business Office for: any independent contractor, any performance contract or anyone paid for services (catering, repair, etc), and anyone paid rent or royalties
• If W-9 is not on file, send the form with the contract or the P.O. for services to Pat Butson in the Business Office.

Travel Voucher

Use for:

• Mileage reimbursement
• Registration for conferences
• Hotel/motel accommodations
• Air fare or other travel arrangements

Please Note: Each travel voucher submitted must have complete documentation attached showing purpose of travel. If separate travel vouchers are submitted for registration, lodging, and travel arrangements, then copies of conference registration or purpose of travel must be included with each travel voucher. Screen print of Mapquest or other internet direction indicators must accompany travel mileage reimbursement request.