Accounts Payable
Accounts Payable
Paying the Bills
Check Requests
Form
Backup Documentation
• Documentation should speak for itself
• Original documentation
• Enough documentation that there are no questions
• Documentation should agree with check request
Proper Signatures
• Budget authority
• Vice Chancellor approval
• Purchasing
• Sponsored Programs
Fund and Account Number
• Select the appropriate fund
• Select the appropriate account number
• Be sure these are included on the check request
When to use
• Refund of receipts from revenue fund
• Reimburse employees for out of pocket expenses between $50-$150 and must not be available on state contract
• Business Entertainment Expenses
• Personal services
• Dual Employment
• Subscriptions
• Registration
• After the fact purchases with purchasing approval
Refund of Revenue Receipts
• Back up documentation
• Receipt number and copy of FORM
• Must be coded to fund and account that the receipt was posted to
Employee Reimbursements
• $50-$150
• Documentation such as original receipt or invoice and proof of payment
Business Entertainment
Account number 953962
• For meals or activities off campus
• Food on campus and not selected from a menu are coded to 932290 for assorted foods
• Proper signatures and list of attendees including UNCW employee in attendance
• Original receipts
• Must not be general funds
Personal Services
Account number 921990
• Independent Contractor Certificate
• HR must sign
• Must not be an UNCW employee
• If over $600 biographical sketch attached
• If over $2500 signed contract must be attached
• If individual resides out of state and services are performed in NC and payments reach $1500, 4% NC withholding will be subtracted
• Foreign individuals without a social security number may be subject to additional back up withholdings
• Social Security number is required
Dual Employment
• Dual Employment form
FORM
• Payments are submitted to the parent agency
Subscriptions
Account number 954910
• Must have UNCW address
• If using general funds, must not exceed 1 year
• Attachment often required
Registrations
• Memberships and Institutional Dues
Account number 954920/954990
• For institutional dues (954920), vice chancellor approval is required
• For individual registration (954990), general funds are not usually allowed.
Registrations of Workshops/Seminars
• Most should be handled through the travel department
• Online seminars and not requiring travel can be paid through check requests.
Petty Cash
• Reimbursements to employees under $50 should be processed through petty cash procedures
• Diligence of prompt reimbursements is necessary
• Exceptions that will not be reimbursed through petty cash are business entertainment and postage stamps
Employee Gifts
• University policy prohibits gifts to individual employees from any funds except service recognitions and sympathy gifts.
• Service recognition must be part of a meaningful ceremony, employee must have over 5 years service, may not exceed $400.
• Gifts of cash or cash equivalent are not allowed
• Exception – service awards by the University, employee awards programs or employee recognition programs
• Sympathy-under $100 traditional commemorations (flowers, fruit baskets, etc) for serious illness or death of employee or family
• Charitable contributions in lieu of traditional commemorations may be given, consistent with the amount the department would normally give.
Gift Cards
• POLICY?
• A copy of the gift card or other documentation listing the name of the business and amount should accompany a signed acknowledgement from the person receiving the gift card
Other Requests
• After the fact purchases require purchasing approval. Justification should accompany requests and be sent to purchasing
• If prior approval is obtained, attach approval to request prior to submitting to accounts payable
• Should not be used to circumvent purchasing policy
• PACS cards should be used if possible
Exceptions
• Postage Stamps must be approved by Controller and mailing list
• Moving Expenses must be approved by Controller
Where to send
• Check requests for allowable expenses, send form and backup to Accounts Payable, Campus Box 5903
• Check requests for preapproved exceptions, send to purchasing or attach prior approval
Misuse of Check Requests
Check requests should not be used for:
• Payments that should be made under purchase orders
• Petty cash reimbursements
• Travel
• PACS card purchases
• To circumvent procurement procedures
Why Was My Check Request Returned?
• Proper signatures
Check request not signed
Business Entertainment Form not signed
Vice Chancellor approval required
• Purchasing procedures not followed – requires approval
• Original invoice or receipt not attached
• Petty Cash procedures not followed
Backup Documentation
• Copy of documents to be mailed
• Original receipts showing payment has been made
• Original invoice
• Signatures of recipients if gift cards are received
• If multiple invoices – attach adding machine tape that equals amount of request
Vendor Invoice Delivery
• Invoices should be mailed to accounts payable
• Email accountspayable@uncw.edu
Direct Deposit Forms & Regulations
FORM
• Employee reimbursements must be direct deposit if they are set up in payroll
• Vendors may be direct deposit and is the preferred method
• Active email required for direct deposits
Payment Process
• Payments are made once a week – Wednesdays except during holiday or end of year
• Demand checks should be limited to emergencies only and must be approved by the Controller. Justification and form required.
Payments Released
• Payments are released after funds are approved and final review
• Checks are mailed directly to vendors via USPS. If departments want to FedEx a check, they should pick it up and FedEx at their expense.
• Direct deposits released within two business days of the check run
• Checks released to department personnel only, not to vendors/individuals
• Checks requested to be picked up by departments are released only with justification and should be limited
Researching Payments in Banner
• FOIDOCH
• FGITRND
• WHAT FORMS ARE AVAILABLE CAMPUS WIDE?
• Contact accounts payable for assistance if needed
Deadlines & Payment Distribution Policies
• Deadlines for check requests and purchase order payments is Friday by 10am for the following Wednesday check run
• Holidays and end of year deadlines may differ, check website for changes
• Attachments should be kept to a minimum but may be sent to accounts payable to be mailed with checks. Attach copy of attachment for mailing.
• Do not copy check requests as an attachment
Purchase Order Processing
Regular Orders
• Invoices must be received by accounts payable
• Signed receiver should be sent to purchasing for processing in Banner
Standing Orders
• Invoice must be received by accounts payable accompanied by a signed receiver
• Include amount to be paid and invoice number
Signed Receivers and Where to Send
• Regular – send to purchasing
• Standing – send to accounts payable
Where Invoices Go
• All invoices must be received by accounts payable to be processed
What can I do?
• Do not use nicknames
• Include Banner ID number if available
• Don’t hold invoices – forward immediately to accounts payable
• Be sure vendors include PO# on invoices
Who to call
• Manager - Liz Johnson-Bryant
• Coordinator - Sarah Jackson
• A-M purchase orders - Jayne Pate
• N-T purchase orders – Bente Hinnant
• U-W purchase orders – Teresa Morris
• X-Z purchase orders – Susan Wright
• Check requests – Sarah Jackson
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