Finance Orientation Accounts Payable. Last Updated: March 2, 2012

Transcription

1 Finance Orientatin Accunts Payable Last Updated: March 2, 2012

2 1 Payments * Vendrs A t K Vendrs L t Z Petty cash reimbursements Travel advances and reimbursements Pint f Cntact Cti Chap Charlene Rbinsn Lrieann Eaddy Lrieann Eaddy * Vendr split by analyst changes every May 1 (beginning f fiscal year) Office Staff Lisa David, AP Directr fletchel@cua.edu; x5854 Cti Chap, AP Analyst- Chap@cua.edu; x 5851 Charlene Rbinsn, AP Analyst rbinsc@cua.edu; x5847 Lrieann Eaddy, AP Analyst eaddy@cua.edu; x5853

3 2 Cntrls the disbursement f all nn-payrll University checks Prcesses emplyee reimbursements Checks printed Mnday, Wednesday and Friday Frms, plicies, FAQ, etc. n website:

4 3 Make sure accunt chartfield is cmplete and crrect Make sure yu have adequate funds in yur General Expense budget t cver the payment Fr new vendrs, ensure Vendr Applicatin is attached Apprpriate apprval is required Fund managers apprve vendr payments Supervisr f the fund manager apprves reimbursements fr the fund manager s expenses Avid duplicate receipt submissin Only riginals Many vendrs prvide tw cpies; nly submit ne Ensure receipt hasn t been paid via anther Direct Pay r anther payment methd (e.g. American Express r University credit card) Staple/tape all receipts t 8 ½ by 11 paper

5 4 Methds f paying fr gds r services: Direct pay frm Payment f hnraria, cntributins, memberships r nn-travel emplyee reimbursements Must be authrized by rg financial manager (and supervisr fr emplyee reimbursements) Attach receipts Pay invice frm previusly established Purchase Requisitin Required fr transactins nt paid fr by Prcurement Card r Direct Pay frm Write final invice n invice if yu want AP t liquidate/clse ut a PO

6 5 Methds f paying fr gds r services (cnt d): Travel Expense Reprt Must be used fr all travel expenses American Express (rare) Ensure business purpse and attendees are nted Must be apprved by a supervisr Receipts attached t 8 ½ by 11 paper N persnal expenses Prcard and Crprate Travel Card Administered by Prcurement Services, nt AP

7 6 Travel All travel expenditures must be submitted n Travel Expense Frm Plicy, prcedures, frm and ther travel links n AP website Business purpse and attendees must be included Include riginal receipts attached t 8 ½ by 11 paper Requires traveler s supervisr apprval n exceptins We encurage the use f the CUA Travel Prtal (

8 7 Meal reimbursement Per Diem r Actual Cannt cmbine bth methds in ne trip Grup business meals are cnsidered separately Incidentals (tips) included in Per Diem rate Gvernment rates used Cannt use Crprate/Prcard fr meals and request Per Diem See travel plicy fr full infrmatin including rules fr partial Per Diem

9 8 Traveler s respnsibility t be familiar with University Travel plicy befre trip Freign travel traveler cnverts expenses t US$ as f day f purchase (link n AP website t OANDA.cm) Expense reprts due 15 business days after travel Trip must be > $300 t receive travel advance Advances issued 2 4 weeks befre trip Submissin f expenses pre-trip requires purchase requisitin fr travel advance

10 9 We will always try t help but an emergency check cannt be guaranteed. Can nly be dne if: A PO has already been created and apprved, if necessary PO has been received by the requestr Vendr applicatin is cmplete fr new vendrs There are n budgetary issues with the rg being charged (including incrrect fund/rg cmbinatin) AP is cutting checks that day AP and Cntrller s Office will mnitr the number f emergency checks by department.

11 10 AP Website cntains Frequently Asked Questins sectin Frms and plicies List f expense accunt number ptins General inf n AP ffice Useful links mileage, currency cnversin, etc. Custmer service agreement Nw Available ACH payments fr vendrs and emplyees

12 11 Think f yur rg like a checkbk Yu have bught certain items, such as prcurement card purchases, that might nt appeared in yur rg yet. Hwever, like a check that hasn t cleared, thse funds have been spent and can t be used fr ther things. Use drilldwns t examine what expenses are in yur rg.