Accounts Payable Office

BOBCATbuyersFebruary, 2011

What makes a good NPO?

What is a NPO?�NPO (Non-Purchase Order)�Payment Request Form�AP-1 Form

When to USE an NPO

�Employee reimbursements�Emergency purchases�Non-contract items under

$5,000

When NOT to use a NPO�Services

– Services should never be paid by an employee

– Rental cars– Rental cars– Drinking water service

vendors– Contracted Services

Purchase Voucher FS-03 Form

When NOT to use a NPO�Monthly or frequent

purchases�Controlled or capitalized

assetsassets�Travel reimbursements�Purchases $5,000 and

over– Do not split purchases

�HEAF Purchases

Vendor Number Required

�Search in ZMK03�Employee vendor numbers: 300000s�Use primary number, not remit-to numbers

(600000s)�Students with direct deposit: 8000000s

Vendor 700001

�Reimbursements to non-employees�One-time refunds to non-employees�NOT for companies�Requires mailing address

Complete all necessary information

�Field 8 Purpose of Payment/Business �Field 8 Purpose of Payment/Business Reason

�Field 9 Food/Refreshment/Award Justification and List of Names

Itemized Receipts Required

�Be sure to obtain and keep your receipt.

�Credit card receipt is not an itemized receipt.not an itemized receipt.

�Please do not place adhesive tape or highlight over the print on the receipts.

Signature Requirements

�Account Manager�Employee Reimbursements: Payee cannot �Employee Reimbursements: Payee cannot

be the approver, next supervisory level�Grants: Office of Sponsored Programs

Invoices with Purchase Orders

�Invoices mailed to P.O. Box 747�Invoice requires Goods Receipt

– Materials Management will process if goods received in the warehouse

– Deliveries to the department require Goods – Deliveries to the department require Goods Received Notification Form

• Hand Receipts require GR Notification Form

Invoices with Purchase Orders

�Invoices mailed to P.O. Box 747�Invoice/PO for Services

– Requires account manager approval– Confirms services were completed

satisfactorilysatisfactorily

�Provide date services were completed

Invoices with Purchase Orders

�Invoices mailed to P.O. Box 747�Invoice requires Goods Receipt and

includes Services– Requires account manager approval– Requires Goods Receipt Notification Form– Requires Goods Receipt Notification Form

�Provide date services were completed

PO Tolerances

�Tolerance is 10% not to exceed $200�Within tolerance, invoice is processed.�Exceeds tolerance, invoice requires:

– Account manager approval, and– Funding confirmation.

Invoice Entry

�Invoices with PO are entered into SAP.�Invoices requiring a Goods Receipt or

Service Approval are placed on hold.– Appears in Budget-to-Actual as an expense– Will not pay until the hold is removed– Will not pay until the hold is removed

Freight & Shipping

�Terms on Texas State PO– FOB Destination Freight Prepaid : The

seller pays and bears the freight charges.

�Add a line for freight if the accepted quote or bid states differentlyor bid states differently

Freight & Shipping

�What if there is no freight line on PO?– Freight less than $25 paid against

approved funding– Freight equal to or greater than $25

requires account manager approvalrequires account manager approval

Freight & Shipping

�What if there is a freight line on PO?– Freight tolerance is $25– Additional freight equal to or greater than

$25 requires account manager approval

�Invoices are still needed.– Exceptions: E-invoicing Vendors

• VWR• GovConnection• Fisher Scientific• BioRad• BioRad• SHI• McKesson Medical• CDW• Cuevas• LTH• Summus/Staples• Lone Star/Office Max

Reminder: Exceptions apply to BOBCATALOG purchases only.

�Good Receipts are still needed.– Exceptions: Office supply purchases

• Summus/Staples• Lone Star/Office Max

Reminder: Exceptions apply to BOBCATALOG purchases only.

Recurring Payments

�New process for payments that are consistent for the fiscal year– Lease payments– Storage rentals– Storage rentals– Service Agreements

�Criteria– Same dollar amount paid each time– Consistent payment schedule (i.e. monthly)– Paid from same funding source(s) each time

Payment Scheduling� Needed to ensure…

– Timely payments– Better cash management

� So, when is an invoice due?– Texas State purchase order payment terms– Texas State purchase order payment terms– Prompt Payment Act: 30th calendar day

following the latter of the invoice received date or the service date

How can you help?

�Dates stamp all invoices received

�Process Goods Receipt Notifications

�Approve invoices requiring signature approvals

payables@txstate.eduJCK 564 · 245-2777

� Sergio Rey, sr10� Linda Clark, lc35� Emma Clement, ec28� Vacant� Vacant

– Payment Requests, Utility Vendors, Petty Cash

� Cynthia Emery, ce24– Vendors O through Z

� Bertha Hernandez, bp03– Vendors A through F, Construction vendors

� Schirleen Weller, sw42– Vendors G through N