Accounts Payable Procedures
Purpose
This chapter contains policies and procedures relating to the payment of all invoices for the University, including both purchase order and non-purchase order items. These policies are intended to be guidelines for processing all expenditure documents through Accounts Payable. The responsibility to observe these guidelines is that of both the employee and the department dean/director/chair who approve such expenditures.
Scope
The material in this chapter pertains to all employees and departments of the University, regardless of the index to be charged.This material is not all inclusive, but is intended to cover those policies and procedures which should be referenced on a more than casual basis by a significant portion of the University community. If you cannot find policies and procedures in this chapter that relate to your situation or if you need interpretative assistance, please contact the General/Auxiliary Accounting area or the Director's office, as appropriate.
Policy
Accounts Payable is responsible for accurate and timely payment of all invoices for the University. This includes all payments on purchase orders, blanket purchase orders, check requests, travel advances and travel expense vouchers, petty cash, freight bills and fellowship payments.Inquiries from vendors regarding the status of unpaid invoices are generally handled by Accounts Payable personnel. If invoices have been sent directly to the department by the vendor, or have not been returned to Accounts Payable with the necessary information (index, acct, PO number, signature) the department will be expected to respond to inquiries from the vendor. It is extremely important for the University to maintain a satisfactory credit standing with vendors and prompt payment ensures this.
Payment of Non PO's - Check Request
Certain types of items can be purchased without a university purchase order. Listed below are items which are normally paid on a check request.- Conference/seminar registration fees
- Fellowships
- Honorariums
- Inter-library loan
- Lodging deposits
- Lodging expenses for non-employees
- Memberships
- Postage
- Refunds/overpayments
- Royalty payments
- Agency fund expenditures (student organizations/payroll deductions)
- Petty cash replenishment requests
- The department completes a check request with the following information:
- Name of individual/company/organization to whom the check is payable.
- Payments to individuals must include a social security number or federal ID number.