Transcript Accounts Payable - The Office of the Vice President for Finance and

South Texas College
AA Roundup 4/25/2007
Accounts Payable Presentation
Administrative Assistant’s Handbook
Table of Contents
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How to Contact AP Department
AP Check Cycle Calendar FY06-07
Exxon Card Issuance Procedures
Accounts Payable Process
 Invoice Process/FAQs
 Pre Payment process/FAQs
 Emergency Hand Cut Check Process/FAQs
 Consultant Payment Process/FAQs
Student Check Process/FAQs
Travel Process/FAQs
Business Office Forms
Banner Forms
I.
How to Contact AP
pg 2
Maricarmen Ramirez
A/P Accountant
872-4609
[email protected]
Bertha Arriaga
A-F/Construction
872-4659
[email protected]
Tony Garcia
G-L
872-4631
[email protected]
Amy Lopez
M-O
872-4666
[email protected]
Sonia Cuellar
P-Z
872-4623
[email protected]
Carlos Hernandez
Travel
872-4656
[email protected]
Emma Trevino
Travel
872-4624
[email protected]
Cynthia CantuGarza
A/P Contact/
Invoice Process
872-4673
[email protected]
Marcos Garcia
Travel Process
Student checks
872-4611
[email protected]
ACCOUNTS PAYABLE CYCLES CALENDAR
FISCAL YEAR 2006-2007
SEPTEMBER 2006
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M
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W
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OCTOBER 2006
NOVEMBER 2006
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DECEMBER 2006
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JANUARY 2007
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FEBRUARY 2007
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MARCH 2007
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MAY 2007
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APRIL 2007
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JUNE 2007
W
JULY 2007
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AUGUST 2007
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LEGEND:
APPROVED DOCUMENTATION (INVOICE, COPY OF TRAVEL
FORMS) DEADLINE - TUESDAYS AT 12:00 P.M.
ACCOUNTS PAYABLE CHECK CYCLE
HOLIDAY/COLLEGE CLOSED
II. Exxon Card Issuance
pg 3
Exxon credit card used to purchase
fuel for STC business related activities
only
 There is gas card log for car rentals
(BO-7200) that must be filled out and
returned with the card and original
receipts

Gas Card Log – Car Rentals
(BO-7200)
III. A/P Process
pg 4 & 5
a. Invoice process
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Vendors should mail all invoices to Business Office
Departments must send all original invoices to
business office
Invoice Process (detail in booklet)
 A/P receives invoice
 Keys invoice/routes to AP Accounting Assistant
 AP accounting assistant verifies PO, keys invoice or
researches if needed
 Check cycles mostly on Thursdays (see calendar)
 Checks mailed, forwarded for further signatures if
needed, or held for Board approval, if needed
Frequently Asked Questions
– Invoices (see handout )
pg 6
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
1. When will check cut?
3. What if I’m not ready for invoice to be paid?
4. Where do I find PO#
5. Where do I find detail info about my organization
6. Where can I find if invoice paid?
8. Where do I find balance of PO?
17. Why are some invoices not paid right away?
18. What if we are late sending invoices to A/P?
19. What if I don’t have enough budget to pay
invoice?
26. Can I hold invoices till FM has time to sign?
III. A/P Process
pg 8
c. Pre-payment process
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Pre-payment form (BO-1300)
Provide AP with requisition or purchase
order number
Send original pre-payment form to AP with
original backup
Send copies of backup to purchasing
AP will return pre-payment forms that do not
have purchase order numbers assigned 2
weeks after receipt of form
Frequently asked questions
about Pre-payment process
1.
2.
3.
4.
5.
pg 8
What is considered a prepayment
vendor?
Where do I find prepayment form?
Who do I send prepayment form to?
What happens if check needs to be
cut before regular A/P check cycle?
What does the word “justification
mean on the pre-payment form?
III A/P Process
pg 9
d. Emergency Hand Cut Check process
(BO-1200)
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Emergency Hand Cut Check Request Form
(BO-1200)
Approved by Business Office Comptroller
Paperwork received and approved by
12Noon – processed by 4PM
Paperwork received and approved after
12Noon – processed by 10AM following
business day
Notice of Non-Compliance form (BO-6300)
sent to department
Frequently Asked Questions
about Emergency Hand Cut
check process
Pg 9
1.
2.
3.
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What is considered an Emergency
Hand cut Check?
Where can I find this form?
Why do we receive a Notice of NonCompliance?
Can we get an Emergency Hand cut
check the same day as the request?
III A/P Process
(pg 10)
e. Consultant Payment Process (BO-6610)
Consultants paid after services
rendered, checks mailed
 Must have invoice from consultant or
Consultant Services AgreementServices Rendered form (BO-6610)
for payment to be released
 Setting up procedures for International
Consultants, taken case by case right
now
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Frequently asked questions
about Consultant payment
process
pg 10
1.
2.
3.
4.
What form do we fill out if consultant does
not give us an invoice?
What if consultant wants to be paid prior to
date of service?
What if consultant wants payment prior to
date of service and we cannot wait until
next AP check cycle?
Where can we find the Consultant
agreement-services rendered form?
IV. Student Process/FAQs
pg 11
Student checks processed by check cycle
dates set by Cashiers
FAQs
1.
How do students get their checks?
2.
What happens if student doesn’t receive
their check?
3.
Who does student contact to inquire about
check status?
4.
What if student needs replacement check?

Accounts Payable
Travel
Effective Immediately
1. Travel Authorizations should be submitted to and
approved by Financial Manager 4 weeks prior to travel
date;
2. Approved Travel Authorization MUST be received by
the Business Office 3 weeks prior to travel date;
3. If Travel Authorization does not meet the Business
Office deadline,the employee will be responsible for all
travel expenses;
4. Reimbursement of approved travel expenses incurred
will be processed if all required receipts are presented
at the same time the travel voucher is submitted.
April 25, 2007
V. Travel Process/FAQs
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
pg 12
Travel procedures (how to fill out forms) and travel
forms are on STC Business office/Travel website
FAQs
1.
When is check ready?
2.
Why does it take so long to reimburse?
3.
When do I need to fill out Travel Authorization form?
4.
Why do I need to fill out a Travel Authorization
form?
5.
Where can I pick up my check?
6.
Where do I get out of state per diem rates?
7.
What is state mileage rate?
VI. Business Office Forms
(see AP AA Handbook)
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Notice of Non-Compliance with Policies
and/or Procedures (BO-6300) pg 14 & 15
Consultant Services Agreement Services
Rendered Form (BO-6610) pg 16 & 17
Request for Prepayment form (BO-1300)
pg 18 & 19
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
Emergency “Hand Cut” Check Requests
(BO-1200) pg 20 & 21
Gas Card Log – Car Rental (BO-7200) pg 22
Notice of Non-Compliance
w/Policies and/or Procedures
(BO-6300)
Consultant Services
Agreement-Services Rendered
Form (BO-6610)
Request for Prepayment
form (BO-1300)
Emergency “Hand Cut”
Check Requests (BO-1200)
Gas Card Log – Car Rentals
(BO-7200)
VII. Banner Forms
(See AP AA Handbook)
FOIDOCH pg 24
 FGIENCD pg 25
 FGITRND pg 26
 FGIBDST pg 27
 FGIBAVL pg 28
 FAIVNDH pg 29
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FOIDOCH
1. Enter Document
type. (PO, Req.)
2. Tab & Next Block
3. Options
FGIENCD
1.
2.
Enter PO#
Next Block
Check Balance
of entire PO here
Scroll if more
than one
FOAPAL on PO
FGITRND
1.
2.
3.
Enter any of the
fund, organization,
and/or account to
check detail on
FOAPAL.
Next Block.
F8 to view info.
FGIBDST
1.
2.
3.
Place Organization # and Fund
and program should populate
Place Account number or leave
blank
Next block
FGIBAVL
1.
2.
Need all
FOAPAL.
Next
Block
FAIVNDH - Travel
FAIVNDH – Vendor History
1.
VENDOR INVOICE – for
travel should see:
100906-DALLAS
2.
VENDOR INVOICE
AMOUNT-amount
approved for payment
1.
Enter employee
SS#
2.
Next Block
1.
DUE DATE-when
check due to print
2.
CHECK DATE-actual
date of check
3.
CHECK NUMBER –
check already printed
FAIVNDH - Vendor
1.
Click down arrow
2.
Select FTIIDEN (double click)
3.
In “last name box” place a few
letters of vendor name (Bus% for Bush Supply)
4.
Double click on vendor ID, it
brings you back to this screen
5.
Next block or click inside
vendor invoice to see what has
been paid to this vendor