Accounts Payable Training

Accounts Payable

Updated 10/20/2010 by Kevin Glaspie

AP Staff

• Terri Thomas 1-1836

• AP Manager

• Stephanie Kontour 1-2387

• Kevin Glaspie 1-2565

AP Mission

Accounts Payable supports UNC's goals and

missions by providing accurate and timely

disbursement of payments to all University

vendors and excellent customer service while

insuring that we are in compliance with all

UNC, Federal and State rules and regulations.

How to Pay

$

DPO

PO

P-CardCheck Request

EIO’s

• AP Processes

• Check Requests

• DPO’s

• Purchase Orders

• Purchasing

• P-Cards

• Financial Services

• EIO’s

Check Requests

• Building and room rentals• Cashier payments• Doctors, hospital visits,

and prescription drugs• Employee moving

expenses• Individual

reimbursements

• SSI’s and IC’s• Licenses, taxes and fees• Membership dues• Refunds• Registrations• Subscriptions• Travel- Pre paid airfare,

deposits and lodging

Items that should be paid with a Check Request:

Check requests: The form

Necessary Items/Attachments: • Date• Department name• Originator name and Phone

number• Authorized signature• Bear number identification

(W-9)• Vendor and address

• Account number (FOAP)• Amount• Check stub Information• Attach invoices and backup

– Original unaltered invoices– Itemized receipts

Correct Check Request

Check Requests: Things to consider

• The authorized signature must come from someone approved in the Approval Queue

• An individual may not sign for their own reimbursement and the authorized signature must be a supervisor

• If the check needs to be picked up, mark the “Hold check for pick up” box

• Additional Info may be found on our website: http://www.unco.edu/acctservices/acctpay/chreqpro.htm

IC’s & SSI’s• Independent Contracts (IC) and Standard

Service Invoices (SSI) are used when agents of the University conduct business with independent contractors as individuals rather than companies.

• The definition of an Independent Contractor may be found on our website: www.unco.edu/acctservices/acctpay/indcont.htm

IC’s & SSI’s

• SSI’s– Services performed are

less than $4999– Time frame of services is

less than 6 months– Payment is made in 1

lump sum after the completion of the service

– Short Form

• IC’s– Services performed are

b/w $5000 - $24999– Time frame may exceed

6 months– Payment may be made

in multiple sums– Long form– Longer to process

IC’s & SSI’s: The Form

• The Long form and Short form may be found on the AP website under forms.

• Pay special attention to:– Vendor Disclosure Statement– PERA Information– Service Questionnaire

IC’s & SSI’s: Things to Consider

• Submit with a Check Request Form• Services over $25000 are subject to the competitive

pricing and bidding procedures• Independent Contracts should only be used for

services the University does not provide• Anyone who has worked as an employee for the

University in the same calendar year may not be paid with and IC.

• All Expenses (travel, food) must be included in service fee

DPO’s• The DPO is the University’s small dollar purchase order and

may be used to order materials or services that do not exceed

$2000.00. • Purchases for materials and services

– Computers must be purchased from Bear Logic– Furniture must be purchased from CCI

• A waiver may be obtained in advance of purchase

• DPO purchases fall under the “State Contracted

Price” and are tax exempt

DPO’s: The Form

• Originators Department

and Contact Info

• Vendor Name& Address

• Receiving Information

• Authorized Signature

• Complete FOAPAL

• Item Description

• Item Price

• Invoice Number

• Final Total of DPO

Necessary Items/ Attachments

• Original Invoices

Correct DPO

DPO’s: Things To Consider• Only the yellow copy will be processed by AP• The receiving information must be completed

– If a company requires an enclosed check, write “check with order” in receiving information and sign.

• Multiple invoices may be paid with one DPO• 3000 and 8000 funds may take longer to process• The authorized signature must come from an

approver listed in the Approval Queue• Additional info may be found on our website:

www.unco.edu/acctservices/acctpay/dpoproc.htm

Purchase Orders

• Purchase Orders should be used for purchases that exceed $2000.00

• Process PO’s– Submit original Invoice with a stamp that includes:

• Authorized Signature• Date• Purchase Order Number

Invoices’s w/ Xtender• Xtender is an alternate method used to submit

invoices for PO’s to AP• Xtender utilizes scanned images of the original

document for processing• Benefits

– Faster Processing Time– Originals Stay in Department– Image Linked to Banner Information

• Xtender training may be provided separately or concurrent with AP training

P-card’s & EIO’s

• P-card– Try to use for

memberships and registrations

– If the company will accept a P-card and the purchase is an authorized P-card expense- USE IT!

– Defer questions to Alta Herndon 1-1612

• EIO’s– To be used for inter-

departmental purchases– EIO’s have officially

replaced TIO’s – EIO help sheets are

located under the Banner tab in Ursa.

– Defer questions to Financial Services 1-2237

Official Function

• A meeting, conference, meal or other function which is hosted by a representative of the University, attended by guests and/or Univ. employees and held for official Univ. business purposes.

• A meeting, conference or other function which is hosted by the University, attended by customers of the Univ. and/or Univ. employees to enhance staff knowledge or to educate customers of the Univ. that are affected by Univ. operations and regulations.

Official Function

• Acceptable Functions– Hosting or welcoming a non-employee guest or visitor for

the benefit of the University– Commencement ceremonies – Departmental retreats

• Occasional (not daily, weekly, monthly)• In order to conduct Univ. business and the SPECIFIC

business is stated on Official Function Form– Events designed to generate alumni, legislative support,

donors and community support for Univ. programs– Award ceremonies that acknowledge employee

achievements

Official Function

• Unacceptable Functions– Meals or receptions where the primary purpose is for

University personnel to gather for social or personal purposes

– Gifts and gatherings recognizing occasions of personal importance to employees and non-employees not related to Univ. business

• Birthdays• Weddings• Personal or Family Illness• Retirement Gifts

Official Function: The Form

Necessary Items

• Date of Function• UNC Host’s Name/ Phone

Number• Function Information

– Purpose– Location– Est. Expenses– Number of Guests

• Names of Persons Attending• FOAPAL and Authorized

FOAPAL Signature• Official Function Authorized

Signature– In most cases it is not the

same person that is authorized on the FOAPAL

Correct Official Function Form

Official Function: Things to Consider

• Official Function Form should be attached to a Check Request or DPO

• The purpose of the official function should be specific• Attendance and Expenses of official functions should be kept

to a minimum• Only invite individuals that directly relate to the purpose of

the function• Detailed regulations and approval levels may be found on the

AP website http://www.unco.edu/acctservices/acctpay/offunpr.htm

Always the Rule, Never an Exception

• Always use the most current forms provided by AP• http://www.unco.edu/acctservices/acctpay• All reimbursements and DPO’s for food purchases related to

an Official Function must be submitted with a completed Official function form signed and dated PRIOR to the purchase.

• All 3000 or 80000 funds take longer to process• Double check your paper work, it saves everybody time and

expedites check processing.• We are always a phone call, email, or office visit away from

answering question and helping to do things correctly.

Questions