south texas college
DESCRIPTION
South Texas College. AA Roundup 4/25/2007 Accounts Payable Presentation Administrative Assistant’s Handbook. Table of Contents. How to Contact AP Department AP Check Cycle Calendar FY06-07 Exxon Card Issuance Procedures Accounts Payable Process Invoice Process/FAQs - PowerPoint PPT PresentationTRANSCRIPT
South Texas College
AA Roundup 4/25/2007
Accounts Payable Presentation
Administrative Assistant’s Handbook
Table of Contents
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 Cantu-
Garza
A/P Contact/
Invoice Process
872-4673 [email protected]
Marcos Garcia Travel Process
Student checks
872-4611 [email protected]
S M T W TH F S S M T W TH F S S M T W TH F S S M T W TH F S
1 2 1 2 3 4 5 6 7 1 2 3 4 1 2
3 4 5 6 7 8 9 8 9 10 11 12 13 14 5 6 7 8 9 10 11 3 4 5 6 7 8 9
10 11 12 13 14 15 16 15 16 17 18 19 20 21 12 13 14 15 16 17 18 10 11 12 13 14 15 16
17 18 19 20 21 22 23 22 23 24 25 26 27 28 19 20 21 22 23 24 25 17 18 19 20 21 22 23
24 25 26 27 28 29 30 29 30 31 26 27 28 29 30 24 25 26 27 28 29 30
31
S M T W TH F S S M T W TH F S S M T W TH F S S M T W TH F S
1 2 3 4 5 6 1 2 3 1 2 3 1 2 3 4 5 6 7
7 8 9 10 11 12 13 4 5 6 7 8 9 10 4 5 6 7 8 9 10 8 9 10 11 12 13 14
14 15 16 17 18 19 20 11 12 13 14 15 16 17 11 12 13 14 15 16 17 14 16 17 18 19 20 21
21 22 23 24 25 26 27 18 19 20 21 22 23 24 18 19 20 21 22 23 24 22 23 24 25 26 27 28
28 29 30 31 25 26 27 28 25 26 27 28 29 30 31 29 30
S M T W TH F S S M T W TH F S S M T W TH F S S M T W TH F S
1 2 3 4 5 1 2 1 2 3 4 5 6 7 1 2 3 4
6 7 8 9 10 11 12 3 4 5 6 7 8 9 8 9 10 11 12 13 14 5 6 7 8 9 10 11
13 14 15 16 17 18 19 10 11 12 13 14 15 16 15 16 17 18 19 20 21 12 13 14 15 16 17 18
20 21 22 23 24 25 26 17 18 19 20 21 22 23 22 23 24 25 26 27 28 19 20 21 22 23 24 25
27 28 29 30 31 24 25 26 27 28 29 30 29 30 31 26 27 28 29 30 31
APPROVED DOCUMENTATION (INVOICE, COPY OF TRAVEL FORMS) DEADLINE - TUESDAYS AT 12:00 P.M.
LEGEND:
ACCOUNTS PAYABLE CHECK CYCLE
HOLIDAY/COLLEGE CLOSED
ACCOUNTS PAYABLE CYCLES CALENDARFISCAL YEAR 2006-2007
AUGUST 2007JUNE 2007 JULY 2007
APRIL 2007
SEPTEMBER 2006 OCTOBER 2006 NOVEMBER 2006 DECEMBER 2006
MAY 2007
JANUARY 2007 FEBRUARY 2007 MARCH 2007
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
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. 1. When will check cut? 2. 3. What if I’m not ready for invoice to be paid? 3. 4. Where do I find PO#4. 5. Where do I find detail info about my organization 5. 6. Where can I find if invoice paid? 6. 8. Where do I find balance of PO?7. 17. Why are some invoices not paid right away? 8. 18. What if we are late sending invoices to A/P?9. 19. What if I don’t have enough budget to pay
invoice? 10. 26. Can I hold invoices till FM has time to sign?
III. A/P Process pg 8
c. Pre-payment process
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 pg 8
1. What is considered a prepayment vendor?
2. Where do I find prepayment form?3. Who do I send prepayment form to?4. What happens if check needs to be
cut before regular A/P check cycle?5. 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)
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. What is considered an Emergency Hand cut Check?
2. Where can I find this form?
3. Why do we receive a Notice of Non-Compliance?
4. 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 Agreement- Services Rendered form (BO-6610) for payment to be released
Setting up procedures for International Consultants, taken case by case right now
Frequently asked questions about Consultant payment process pg 10
1. What form do we fill out if consultant does not give us an invoice?
2. What if consultant wants to be paid prior to date of service?
3. What if consultant wants payment prior to date of service and we cannot wait until next AP check cycle?
4. 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 PayableTravel
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. I f 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 pg 12
Travel procedures (how to fill out forms) and travel forms are on STC Business office/Travel website
FAQs1. 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)
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
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
FOIDOCH
1. Enter Document type. (PO, Req.)
2. Tab & Next Block 3. Options
FGIENCD
1. Enter PO# 2. Next Block
Scroll if more than one FOAPAL on PO
Check Balance of entire PO here
FGITRND
1. Enter any of the fund, organization, and/or account to check detail on FOAPAL.
2. Next Block. 3. F8 to view info.
FGIBDST
1. Place Organization # and Fund and program should populate
2. Place Account number or leave blank
3. Next block
FGIBAVL
1. Need all FOAPAL.
2. Next Block
FAIVNDH - Travel
FAIVNDH – Vendor History
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
1. VENDOR INVOICE – for travel should see: 100906-DALLAS
2. VENDOR INVOICE AMOUNT-amount approved for payment
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