ACCOUNTS PAYABLE

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ACCOUNTS PAYABLE
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Accounts Payable

• Split from Procurement Services August, 2002
• Located at Aquinas offices 202 and 204
• General Accounts Payable email on Outlook or
  web site
• Hours are 730 400, closed from 1200 100
  for lunch
• Flexibility of hours with Banner implementation

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Accounts Payable Staff
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Web Site

• Department and contact information
• Policies and Procedures
• Employee Reimbursement Program
• AP and Procurement Services Forms Listing
• Various Forms and Spreadsheets
• Pro Card Program
• Announcements and Training

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Employee Reimbursement Program

• Enhanced program effective March 1, 2003
• Available on web site
• New forms available outside AQU 202

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Employees Role

• Employees are expected to
• Exercise good judgment
• Spend university money carefully and judiciously
• Claim reimbursement only for necessary and
  reasonable expenses

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Supervisors or Authorized Approvers Role

• Expected to verify that expense reports meet the
  following criteria
• The expenses were incurred while conducting
  university business
• The information contained on the Employee Expense
  Report is accurate and in accordance with the
  policy
• Proper accounts and object codes
• Budget is available for the reimbursement

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Highlights

• Two distinct signatures
• Submit within 10 days
• If submitted after 90 days salary
• Proper substantiation necessary
• No per diems

• Office supplies capped at 50
• Other materials capped at 250
• Sales tax is NOT reimbursable
• Special rules pertaining to gifts, flowers and
  tributes

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Employee Expense Report

• Any and all employee reimbursements
• Section for travel
• Section for Meals and Entertainment
• Section for supplies and materials
• Procedures on back

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Expense Report Supplements

• Expense Journal for travel (Xcel spreadsheet)
• Foreign Expense Journal for travel (Xcel
  spreadsheet)
• Mileage Log
• Available via web site

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Reimbursement Process

• If 50 or below, submit Employee Expense Report
  to the Cash Window
• If above 50, submit to Accounts Payable at AQU
  204
• Substantiation required
• Two distinct signatures required

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Cash Advances

• New Cash Advance Request form, with procedures on
  the back
• Available for foreign, group/team, or student
  travel
• Must provide an estimate of expenses and must be
  approved by supervisor / authorized person
• Submit to Accounts Payable at AQU 204 at least 14
  days prior to date needed
• Settle within 30 days from return of travel,
  using Employee Expense Report and attaching pink
  copy of Cash Advance Request form

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Prepaid Expenses

• New Prepaid Expense Request form, with procedures
  on the back
• Intended to prepay expense incurred prior to an
  employee taking a business trip.
• Must provide substantiation and have supervisor /
  authorized approver signature
• Settle within 30 days from return of travel,
  using Employee Expense Report and attaching pink
  copy of Prepaid Expense Request form

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Forms Listing

• Accounts Payable and Procurement Services Forms
  listing is available on web site
• Lists out when each form is to be used

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Forms

• Employees Expense Report
• Cash Advance Request
• Prepaid Expense Request

• Independent Contractor Request
• Check Request Form
• Purchase Requisition

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Check Request Form

• New form available
• Candidate expense reimbursements
• Student expense reimbursements
• Non-employee expenses
• Subscription/Membership payments
• Agency check requests
• Refunds
• Other miscellaneous payments

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Invoices

• New process for submitting invoices for payment
• Existing vendors, not first time vendors
• Payments not pertaining to commodities or
  independent contractors
• Labels to use currently, stamps to be used with
  Banner
• Account and object code information
• Authorized signature

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Banner

• Forms will be adjusted
• Some procedures will be adjusted
• Exploring direct deposit for employee
  reimbursements
• Exploring on-line form abilities